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T1655 - Tender for the Provision of a Document Storage and Retrieval Service

Northern Ireland Housing Executive

This public procurement record has 2 releases in its history.

Award

14 Jan 2025 at 14:06

Award Notice
Tender

15 Oct 2024 at 15:30

Tender Notice
Summary of the contracting process

The notice describes the procurement process undertaken by the Northern Ireland Housing Executive for the provision of a Document Storage and Retrieval Service. The tender, identified as T1655, falls under the industry category of "Storage and retrieval services" (CPV: 63121000) and includes secure offsite storage for various records and formats, supported by a collection and delivery service. The procurement method used was an open procedure, and the initial contract was awarded to IRON MOUNTAIN UK LTD with a value of £1,500,000, commencing on 1st February 2025 and set to last until 31st January 2029, with an option to extend up to twelve years. Notable procurement stages included the tender submission deadline on 15th November 2024 and the contract signing on 10th January 2025. The primary location for the delivery of services is within Northern Ireland (UKN0).

This tender represents a significant opportunity for businesses specialising in secure document storage and retrieval services. The contract's potential extension period of up to twelve years suggests a long-term partnership and steady revenue stream. Companies with robust and scalable facilities capable of handling diverse record types and volumes, as well as providing reliable collection, delivery, and destruction services, would be well-suited to compete for such contracts. Additionally, firms with a focus on quality, social value, and cost efficiency stand a good chance given the criteria used for award evaluation, which included significant emphasis on cost (70%), quality (19.5%), and social value (10.5%).

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Notice Information

Notice Title

T1655 - Tender for the Provision of a Document Storage and Retrieval Service

Notice Description

The Housing Executive requires safe and secure offsite storage facilities for various types of Records in various formats e.g. reports, letters, case assessments, memos, messages, statistical forms, media storage. Records may be presented in boxes, files or in rolls. Records must be stored in a box at the Contractors facility. All storage of records is to be supported with a collection and delivery service, as well as possible destruction of identified records and the potential purchase of consumables. Please see the Tender Documentation for full details on this requirement.

Lot Information

Lot 1

The Housing Executive requires safe and secure offsite storage facilities for various types of Records in various formats e.g. reports, letters, case assessments, memos, messages, statistical forms, media storage. Records may be presented in boxes, files or in rolls. Records must be stored in a box at the Contractors facility. All storage of records is to be supported with a collection and delivery service, as well as possible destruction of identified records and the potential purchase of consumables. Please see the Tender Documentation for full details on this requirement. Additional information: The Contract will commence on the 1st February 2025 and last until midnight on the 31st January 2029. The Housing Executive has the option, entirely at our discretion, to extend the Contract for a further periods of up to and including 96 months, or part thereof.

Renewal: The Housing Executive shall have the option to extend this Contract, entirely at their discretion, by any period, or periods, up to and including 96 months from the end of the Initial Contract Period. Therefore this contract could be for a potential 12 year period.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-04ac43
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/001190-2025
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

63 - Supporting and auxiliary transport services; travel agencies services

CPV Codes

63120000 - Storage and warehousing services

63121000 - Storage and retrieval services

63121100 - Storage services

Notice Value(s)

Tender Value
£1,100,000 £1M-£10M
Lots Value
£1,100,000 £1M-£10M
Awards Value
Not specified
Contracts Value
£1,500,000 £1M-£10M

Notice Dates

Publication Date
14 Jan 20251 years ago
Submission Deadline
15 Nov 2024Expired
Future Notice Date
Not specified
Award Date
10 Jan 20251 years ago
Contract Period
Not specified - Not specified
Recurrence
The Housing Executive has the option to extend this contract up to a maximum 12 year contract period, entirely at the discretion of the Housing Executive.This requirement maybe subject to re-tender depending on the Housing Executive's requirements.

Notice Status

Tender Status
Complete
Lots Status
Cancelled
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Northern Ireland Housing Executive
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
BELFAST
Postcode
BT2 8BP
Postcode Area
Northern Ireland
Country
Northern Ireland
Major Region (ITL 1)
TLN Northern Ireland
Basic Region (ITL 2)
TLN0 Northern Ireland
Small Region (ITL 3)
TLN06 Belfast
Delivery Location
TLN0 Northern Ireland
Local Authority
Belfast
Electoral Ward
Central
Westminster Constituency
Belfast South and Mid Down

Supplier Information

Number of Suppliers
1
Supplier Name

IRON MOUNTAIN UK LTD

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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