Notice Information
Notice Title
CT0818 Council Records - Storage and Management (Second Publication)
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.. Please note - this is a Contract award notice. This procurement activity is now completed.
Renewal: Initial 5 year contract term, with two optional extensions of 3 and 2 years. (5+3+2).
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-r6ebe6-0000671853
- Publication Source
- Public Contracts Scotland
- Latest Notice
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP459484
- Current Stage
- Award
- All Stages
- 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
- Large
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
- £1,725,241 £1M-£10M
Notice Dates
- Publication Date
- 21 Sep 20223 years ago
- Submission Deadline
- 29 Nov 2021Expired
- Future Notice Date
- Not specified
- Award Date
- 18 Aug 20223 years ago
- Contract Period
- Not specified - Not specified
- Recurrence
- 2030
Notice Status
- Tender Status
- Complete
- Lots Status
- Complete
- Awards Status
- Not Specified
- Contracts Status
- Active
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- THE CITY OF EDINBURGH COUNCIL
- Contact Name
- Jamie Smart
- Contact Email
- jamie.smart@edinburgh.gov.uk
- Contact Phone
- Not specified
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
-
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=1
28th October 2021 - Instructions to Tenderers -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=2
28th October 2021 - Service Specification -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=3
28th October 2021 - Single Procurement Document (SPD) -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=4
28th October 2021 - Tenderers Submission -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=5
28th October 2021 - Terms and Conditions -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=6
28th October 2021 - Key Performance Indicators -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=7
28th October 2021 - Pricing Schedule -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=8
28th October 2021 - Community Benefits Contract Guidance -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=9
28th October 2021 - Appendix 1 CEC Delivery Sites -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=10
28th October 2021 - Appendix 2 CEC Record Retention Rules Export -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=11
28th October 2021 - Appendix 3 Business Classification Scheme -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=12
28th October 2021 - Appendix 4 Inventory Data Specification -
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT431485
CT0818 Council Records - Storage and Management (Second Publication) - 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. -
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP459484
CT0818 Council Records - Storage and Management (Second Publication) - 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.
Open Contracting Data Standard (OCDS)
View full OCDS Record for this contracting process
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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