Award

CT0818 Council Records - Storage and Management

THE CITY OF EDINBURGH COUNCIL

This public procurement record has 3 releases in its history.

Award

07 Oct 2021 at 00:00

Tender

03 Sep 2021 at 00:00

Planning

21 Jan 2021 at 00:00

Summary of the contracting process

The City of Edinburgh Council is currently conducting a tender process titled "CT0818 Council Records - Storage and Management" for the provision of offsite storage and management of paper records. This procurement is classified under the services category and is located in Edinburgh, UK. The tender process is in the active stage, with a submission deadline set for 4th October 2021 at 12:00 PM. Interested suppliers must meet specific requirements, including secure storage for up to 65,000 boxes and an online inventory management solution. The procurement follows an open procedure, allowing all qualified entities to submit their bids.

This tender presents significant opportunities for businesses involved in records management, logistics, and storage services. Companies that can demonstrate secure offsite storage capabilities and effective inventory management systems would be well-suited to compete for this contract. Additionally, businesses that adhere to regulations regarding data sensitivity and disposal processes, as mandated by the Public Records (Scotland) Act, will have a competitive edge in this procurement process. Given the recurring nature of this requirement, successful bidders may benefit from a long-term contract that could facilitate sustained growth and collaboration with a prominent local government authority.

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Notice Title

CT0818 Council Records - Storage and Management

Notice Description

The Council has an ongoing requirement for offsite storage and management of its paper records. Interested parties must be able to provide: - Secure offsite storage arrangements for up to 65,000 boxes; - Routine and Emergency Access requirements to boxes and files (on-site and delivery); - Online inventory and retention policy management solution (Accessible to Council Staff); and - Secure and auditable disposal of records.

Lot Information

Lot 1

Centralised offsite storage of Council records has been a long-standing requirement, which has become essential over the years due to office rationalisations and increasing compliance requirements around Scottish public sector records management. The Council requires new arrangements for its offsite storage and management of its paper records. This is a recurring need and breaks down as follows: - Secure offsite physical storage arrangements for up to 65,000 boxes at the start, but aiming to reduce this significantly over a 10 year period. - Routine and emergency access requirements to boxes and files, both onsite and by delivery to multiple Council office locations via dedicated transport. - Online inventory management solution that manages both boxes and individual files (where required), including audited and authenticated disposal and retrieval processes, legal holds, classification by business function and data sensitivity, and record retention policy management. - This solution must also provide self-service access to a wide range of Council staff that need to store, retrieve / return and dispose of boxes stored under this arrangement. Under the Public Records (Scotland) Act, 2011, the Council is required to create, manage and apply record retention policies to all of its records. Currently the Council has over 900 individual retention policies - covering adoptions through to waste site management.

Renewal: Initial 5 year contract term, with two optional extensions of 3 and 2 years. (5+3+2).

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000641156
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT429753
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
OJEU - F3 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

63 - Supporting and auxiliary transport services; travel agencies services

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


CPV Codes

63120000 - Storage and warehousing services

63121000 - Storage and retrieval services

63121100 - Storage services

72317000 - Data storage services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
7 Oct 20214 years ago
Submission Deadline
4 Oct 2021Expired
Future Notice Date
1 Mar 2021Expired
Award Date
7 Oct 20214 years ago
Contract Period
Not specified - Not specified
Recurrence
2030

Notice Status

Tender Status
Unsuccessful
Lots Status
Unsuccessful
Awards Status
Unsuccessful
Contracts Status
Not Specified

Contracting Authority (Buyer)

Main Buyer
THE CITY OF EDINBURGH COUNCIL
Contact Name
Cameron Garland, Shane Newell
Contact Email
cameron.garland@edinburgh.gov.uk, julie.bain@edinburgh.gov.uk, shane.newell@edinburgh.gov.uk
Contact Phone
+44 1314693922

Buyer Location

Locality
EDINBURGH
Postcode
EH8 8BG
Post Town
Edinburgh
Country
Scotland

Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM Scotland

Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh East and Musselburgh

Further Information

Notice Documents

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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                "1"
            ]
        }
    ]
}