Commercial Storage provision

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-067a96-2026-04-01T11:51:29+01:00",
    "date": "2026-04-01T11:51:29+01:00",
    "ocid": "ocds-h6vhtk-067a96",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PRPQ-4584-WLPQ",
            "name": "Worcestershire County Council",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PRPQ-4584-WLPQ"
            },
            "address": {
                "streetAddress": "Wildwood, Wildwood Drive",
                "locality": "Worcester",
                "postalCode": "WR5 2QT",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKG12"
            },
            "contactPoint": {
                "name": "Philippa Jaine",
                "email": "pjaine@worcestershire.gov.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.worcestershire.gov.uk/council-services/council-and-democracy/data-protection-and-access-information/information-and-records-management",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PRPQ-4584-WLPQ",
        "name": "Worcestershire County Council"
    },
    "planning": {
        "noEngagementNoticeRationale": "A Request for Information was published in June 2025, and we received five responses. Following on from this we spoke to two of the storage providers who responded to seek clarification on some of the costs."
    },
    "tender": {
        "id": "COR26005",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Commercial Storage provision",
        "description": "* Following the declaration that County Hall is surplus to the current needs of the Council, all remaining assets, services & functions operating from the County Hall site have been identified for disposal / relocation and this includes the physical records currently held in the Record Office building, managed by the Corporate Information Governance Team (CIGT). * The records held by CIGT comprise records created across the whole Council and include: * Legal files * Deeds and agreements * Adult and Children's Social care records * Highways, planning, development control, environment * Employee records * Funding and grant programme records * Building and property files * To ensure compliance with statutory obligations and best-practice standards, the Council seeks to appoint a contractor to provide secure, efficient, and cost-effective off-site storage services with retrieval, destruction, and related support. * Physical records are currently managed through a combination of the FileTrack records management system, locally maintained spreadsheets, and a suite of documented processes, policies, and standards. All boxes and oversized items are assigned a unique barcode identifier linked to FileTrack, enabling location control, audit trails, and retrieval management. Individual files within boxes are only barcoded if they have previously been requested, enabling accurate re-filing back into their originating container. * Retention and disposal activities are governed by the Council's Disposal Schedule, which is complex due to the broad range of services the Council delivers and the diverse types of records it creates. The schedule sets out minimum retention periods based on legislative obligations, statutory guidance, and operational needs. When the contents of a box reach the end of their retention period, CIGT initiates a review by contacting the relevant Data Owners. Disposal decisions may result in destruction approval, extended retention, or--in some cases--individual file-level reviews where mixed content exists.",
        "status": "active",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "63121000",
                        "description": "Storage and retrieval services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "63120000",
                        "description": "Storage and warehousing services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "63121100",
                        "description": "Storage services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKG",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 720000,
            "amount": 600000,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "submissionMethodDetails": "We use an electronic tendering system for all business and contract opportunities. If you wish to see available opportunities, receive alerts, register your interest in such opportunities and submit tender responses then it is essential you register with In-Tend - https://www.in-tendhost.co.uk/worcestershire/aspx/Registration",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-05-08T23:59:59+01:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-04-24T23:59:59+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-06-08T23:59:59+01:00"
        },
        "lots": [
            {
                "id": "1",
                "status": "active",
                "value": {
                    "amountGross": 720000,
                    "amount": 600000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality criterion 1 (Lot 0)",
                            "description": "Project Plan/ The bidder must provide a detailed project plan depicting how the scope of work will be delivered within our timescales. The bidder must meet all the requirements outlined in: * Initial Uplift of Records (Section 2)",
                            "numbers": [
                                {
                                    "number": 10,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Quality criterion 2 (Lot 0)",
                            "description": "Key Personnel Experience/Capabilities Outline the key personnel and the project team members to be involved in the implementation of the project. The Bidder must provide proof of expertise regarding key personnel.",
                            "numbers": [
                                {
                                    "number": 5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Quality criterion 3 (Lot 0)",
                            "description": "bidder must meet the requirements outlined in: * Retrievals and Delivery (Section 3). * Secure Destruction (Section 4). * Contract Management, Inventory & Portal (Section 6). * Service Levels (Section 7), please include any additional SLAs, and what service credits would be available to the council for service levels failures * Annual audit (Section 8), the bidder must outline process for requesting an audit. * Compliance Requirements (Section 9). * Exit Strategy (Section",
                            "numbers": [
                                {
                                    "number": 10,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Quality criterion 4 (Lot 0)",
                            "description": "The bidder must meet the requirements outlined in: * Disaster Recovery, Business Continuity Security (Section 5) * Compliance Requirements (Section 9)",
                            "numbers": [
                                {
                                    "number": 10,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Quality criterion 5 (Lot 0)",
                            "description": "Social Value This Toolkit is designed to help suppliers understand the types of deliverables they can offer to support Social Value as part of tender submissions.",
                            "numbers": [
                                {
                                    "number": 5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price criterion 1 (Lot 0)",
                            "description": "Please complete the Pricing Schedule (Appendix 5) providing detailed breakdown of all fees",
                            "numbers": [
                                {
                                    "number": 60,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "The Supplier shall at its own cost effect and maintain with reputable insurance companies, insurance policies to cover its liabilities under this agreement providing as a minimum the following levels of cover: public liability insurance with a limit of indemnity of at least PS5,000,000 (five million pounds) in relation to any one claim or series of claims; employer's liability insurance with a limit of at least PS5,000,000 (five million pounds) per claim or in accordance with any legal requirement for the time being in force in relation to any one claim or series of claims; professional indemnity insurance with a limit of indemnity of not less than PS2,000,000 (two million pounds) in relation to any one claim or series of claims and shall ensure that all professional consultants or Subcontractors involved in the provision of the Services hold and maintain appropriate cover;"
                        },
                        {
                            "type": "technical",
                            "description": "* Data Protection Act 2018 * UK GDPR * Relevant facility standards for records storage (e.g., fire safety, environmental and security controls) * The Council's information governance standards"
                        },
                        {
                            "description": "* Company Experience * Company Profile * Bidder Availablility * IT Security Assessment",
                            "forReduction": true
                        }
                    ]
                },
                "contractPeriod": {
                    "startDate": "2026-06-16T00:00:00+01:00",
                    "endDate": "2031-06-15T23:59:59+01:00"
                }
            }
        ],
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "030285-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/030285-2026",
                "datePublished": "2026-04-01T11:51:29+01:00",
                "format": "text/html"
            }
        ],
        "contractTerms": {
            "financialTerms": "* Payment runs are completed daily (Monday - Friday). * Crediting dates may be impacted in line with UK bank holidays, etc. * Approved payments will be made within 30 days of receipt of a valid invoice where possible, however we are unable to provide a guarantee for unapproved payments. Worcestershire County Council operates a Premier Supplier Partnership, this ensures that you are paid earlier than the standard 30 days terms of payment the Council offers in exchange for a small rebate. The rebate deducted from the amount owed is calculated dynamically and is proportionate to the actual number of days by which payment is accelerated. Outside of the tendering process, this is a 1% rebate for accelerated payment on day 10. The benefits to suppliers include improved cash flow and prioritised invoice processing. The Council expects its suppliers to support the Premier Supplier Partnership, which will allow the Council to protect its front-line services. Further details can be found in Premier Supplier Partnership (PSP) Appendix 5 ."
        },
        "riskDetails": "Contract value Our current volumes have been provided. but actual volumes to be stored may vary as we are currently undertaking a cleansing exercise. Changes in box numbers could affect contract value. We have also estimated the number of box retrieval requests, again changes to the required number could affect the contract value."
    },
    "language": "en"
}