Provision of Secure Offsite Storage and Management of Records

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    "date": "2024-09-02T12:34:02+01:00",
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    "description": "SPD Question 4D.1 - Quality Assurance Schemes and Environmental management standards. It is a requirement of this tenderer that Tenderers must have ISO 27001- Information Management. Tenderers are required to confirm this and demonstrate this as part of their bid. The Tenderer's representative with overall responsibility for undertaking the works and the personnel assigned to the supply of the goods and or services shall be vetted to Non Police Personnel Vetting Standards (NPPV) Level 2 for those personnel that have access to police information. ICT administrators of the requested portal and data at rest must be vetted to Non Police Personnel Vetting Standards (NPPV) Level 3 as per the national Policing Vetting Policy. It would be beneficial if tenderer's put forwards team that hold or have recently held NPPV Levels 2 or 3 relevant to the requirements above. Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015. Tenderers may be asked to declare whether they intend to provide services through a Personal Service Company (PSC). From April 2017, the responsibility to pay employment taxes shifts from the PSC to public sector bodies and the Authority must be aware of any successful tenderer's detailed employment status. For further information on determining employment status the Government has published guidance on this IR35 Legislation Tenderers will be asked to confirm if they pay all employees as a minimum the Real Living Wage as published by the Living Wage Foundation for statistical information gathering purposes only. Tenderers will be required to comply with the statutory obligations under the Equality Act 2010. Declaration of Non-Involvement in Serious Organised Crime Tenderers must complete and sign a Declaration of Non-Involvement in Serious Organised Crime form. Tenderers will be required to provide details of the subcontractors they intend to use in their supply chain. Tenderers are required to complete this section as part of the ESPD. Tenderers must be aware of their obligations under the Data Protection Act 2018 and the GDPR as set out in the Contract. (SC Ref:776867)",
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        "id": "PROC-24-2522",
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            "id": "32014L0024",
            "scheme": "CELEX"
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        "title": "Provision of Secure Offsite Storage and Management of Records",
        "status": "complete",
        "classification": {
            "scheme": "CPV",
            "id": "79996100",
            "description": "Records management"
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        "mainProcurementCategory": "services",
        "description": "The Authority is seeking a Single Supplier to apply appropriate processes for the secure collection/retrieval of boxed records and the indexing, intellectual control, physical storage and disposal of the Authority's current records and for any new records that may occur throughout the lifetime of the Contract.",
        "value": {
            "amount": 650000,
            "currency": "GBP"
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                "description": "The appointed Contractor will be required to transfer and store all existing boxes currently held by the Authority at a single location and transfer existing management information relating to the boxes to their secure, online, cataloguing and management system. The appointed Contractor will also be required to deliver the following services throughout the term of the contract: - Store boxed records at a secure off-site location/s. - Provide a secure, online, cataloguing and management system accessible by the Authority's staff at their place of work (remote access). - Deliver and retrieve boxed records to locations defined within the ITT. - Ensure all records are indexed and searched for at box and file level. - Ensure all records are boxed in A4 or A3 sized boxes. - Supply and deliver suitable flat packed boxes and lids for the storage of the records. - Provide management information electronically to the Authority. - Provide secure destruction of boxes to the Authority's minimum standards. Please see attached ITT docs for full information.",
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                            "description": "60"
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                    "description": "Contract is for an initial period of 3 years, with 1 x optional extension period of up to 12 months - to be taken at the sole discretion of the authority."
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                    "description": "SPD Question 4A.1 Trade Registers It is a requirement of this tender that if the Tenderer is UK based they must hold a valid registration with Companies House. Where the Tenderer is UK based but not registered at Companies House they must be able to verify to the SPA's satisfaction that they are trading from the address provided in the tender and under the company name given. Tenderers within the UK must confirm if they are registered under Companies House within this question. If the Tenderer is based out-with the UK they must be enrolled in the relevant professional or trade register appropriate to their country as described in Schedule 5 of the Public Contracts (Scotland) Regulations 2015.",
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                    "description": "SPD Question 4B5 Insurances Documentation requested for the above insurances should include name of insurers, policy numbers, expiry date and limits of any one incident and annual aggregate caps and the excesses under the policies. SPD Question 4B6 Financial Standing: The Authority will access a Credit safe report for a Tenderers organisation and use the information contained within to assist with the assessment of the Tenderer's economic and financial standing. Tenders are asked to provide their company number within the SPD to allow the Authority to access a Credit Safe Report.",
                    "minimum": "Insurance Requirements: Employers (Compulsory) Liability Insurance = 10 million GBP in respect of each claim without limit to the number of claims. Tenderers may be required to provide their current Employers Liability Insurance certificate which should include name of the insurers, policy numbers, expiry date and limits for any one incident and annual aggregate caps and the excesses under the policies. Public Liability Insurance = 5 million GBP in respect of each claim without limit to the number of claims. Tenderers may be required to provide a copy of their current Public Liability Insurance certificate. Professional Liability Insurance = 5 million GBP in respect of each claim without limit to the number of claims. Tenderers may be required to provide a copy of their current Professional Indemnity Insurance certificate. Financial Standing: Within such reports, the risk of business failure is expressed as a score of 30 or below (high risk of business failure). In the event that a company is determined to have a risk failure rating of 30 and below i.e. that the company is considered to have a high risk of business failure, the submission will not be considered further. If you are successful in the award of this contract and your risk failure rating falls below 30 then the SPA reserve the right to remove you from this contract. It is the Contractor's responsibility to ensure that the information held by Credit Safe is accurate and up to date. For the avoidance of doubt, the SPA will request a report from Credit Safe following the closing date for the receipt of the Tenders to ensure that the most up to date information is used. Where you are not registered on credit safe e.g. charitable organisations or new start companies/ Sole Traders with less than 3 years trading history, discretionary powers are available to the Director of Finance to consider abbreviated accounts along with bankers references etc. Tenderers should be aware that any outstanding County Court Judgements will have a detrimental effect on the rating held by Credit Safe and it is your responsibility to ensure that the information held by Credit Safe is accurate and up to date - failure to do so will result in rejection of your submission. IMPORTANT NOTE: This requirement is not applicable to Sole Traders/ Charities. Sole Traders/ Charities may be required to provide a bankers reference if successful.",
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                    "description": "Tenderer's will be required to provide evidence of having the necessary capacity and capability to deliver the requirements stated within the tender documents. The below requirements will be requested during the tender process: SPD Question 4C.1.2 Technical and Professional Ability With reference to the nature and details of the services that are the subject matter of this tender, relevant examples are to be provided of the services undertaken by the Tenderer in the last 3 years and must be similar value to the contract being procured. Tenderer's will be required to provide evidence of having the necessary capacity and capability to deliver the requirements for the \"Provision of Secure Offsite Storage and Management of Records\"",
                    "minimum": "Two (2) examples of the provision of similar goods/services may be requested and must be from within the last 3 years for goods and services. If Tenderers are unable to provide two (2) examples the tenderer may be required to explain why examples cannot be provided. If available, copies of completion certificates or customers' written declaration which validates the examples you have provided. Guidance If you cannot provide certificates or customer declarations the Authority may choose to contact customers cited directly in order to validate the experience examples you have provided without any further reference to you.",
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                "streetAddress": "Unit 5 Redhill Distribution Centre, Salbrook Road",
                "locality": "Redhill",
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