Award

Collection, Scanning, Digitisation and Secure Destruction of Confidential HR and Occupational Health

MID AND WEST WALES FIRE AND RESCUE AUTHORITY

This public procurement record has 2 releases in its history.

Award

25 Jul 2025 at 11:28

S2W Notice - Website Contract Award Notice
Tender

20 Feb 2025 at 13:28

S2W Notice - Website Invitation to Tender Notice
Summary of the contracting process

The Mid and West Wales Fire and Rescue Authority issued a tender for the collection, scanning, digitisation, and secure destruction of confidential HR and occupational health files. This procurement process is categorised under goods and involves document management and scanning services. The contract has been awarded to On Site Scanning Ltd, with a total value of £36,703. Located in Carmarthen, the authority aimed to transition physical records to an electronic format for improved access. The procurement method was open and the award process culminated with a contract signing on 15 July 2025, following the submission period ending on 24 March 2025.

This tender offers ample opportunities for businesses specialising in document management, digitisation, and secure destruction services. Companies adept at handling sensitive information and offering comprehensive digitisation solutions would find this type of contract beneficial for their portfolio. By participating in such tenders, businesses can showcase their expertise in managing large-scale data conversion projects and secure potential long-term collaborations with public sector organisations.

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Notice Information

Notice Title

Collection, Scanning, Digitisation and Secure Destruction of Confidential HR and Occupational Health

Notice Description

Mid and West Wales Fire and Rescue Authority is seeking quotations from suppliers for the collection, scanning, digitisation and secure destruction of confidential HR and Occupational Health filing records.The Service has progressed towards electronic Human Resources (HR) and occupational health files for employees, however physical files are still stored within the HR Department. The Service has decided to digitise the existing physical files for employees enabling easier access to these records. The physical files will then need to be securely destroyed, and a certificate of destruction provided.The contract term will be for the duration of the project, as per the project timescales provided in your response.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-kuma6s-148290
Publication Source
Sell2Wales
Latest Notice
https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=148290
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
S2W Notice - Website Contract Award Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

38 - Laboratory, optical and precision equipments (excl. glasses)

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

79 - Business services: law, marketing, consulting, recruitment, printing and security

92 - Recreational, cultural and sporting services

CPV Codes

38520000 - Scanners

48329000 - Imaging and archiving system

72512000 - Document management services

79999100 - Scanning services

92512100 - Archive destruction services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
£36,703 Under £100K
Contracts Value
Not specified

Notice Dates

Publication Date
25 Jul 20257 months ago
Submission Deadline
24 Mar 2025Expired
Future Notice Date
Not specified
Award Date
15 Jul 20257 months ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Not Specified
Lots Status
Not Specified
Awards Status
Not Specified
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
MID AND WEST WALES FIRE AND RESCUE AUTHORITY
Contact Name
David Williams
Contact Email
dh.williams@mawwfire.gov.uk, procurement@mawwfire.gov.uk
Contact Phone
+44 3706060699

Buyer Location

Locality
CARMARTHEN
Postcode
SA31 1SP
Post Town
Swansea
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL4 Mid and South West Wales
Small Region (ITL 3)
TLL42 South West Wales
Delivery Location
Not specified
Local Authority
Carmarthenshire
Electoral Ward
Carmarthen Town West
Westminster Constituency
Caerfyrddin

Supplier Information

Number of Suppliers
1
Supplier Name

ON SITE SCANNING

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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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