Award

CT0818 Council Records - Storage and Management (Second Publication)

THE CITY OF EDINBURGH COUNCIL

This public procurement record has 2 releases in its history.

Award

21 Sep 2022 at 00:00

Tender

28 Oct 2021 at 00:00

Summary of the contracting process

The City of Edinburgh Council has awarded a contract for the provision of offsite storage and management of paper records. The tender title is "CT0818 Council Records - Storage and Management (Second Publication)". The procurement process has reached its award stage, with Iron Mountain being the successful supplier. The contract was signed on 18th August 2022, with a value of £1,725,241 in GBP. The procurement method used was an open procedure for services. The City of Edinburgh Council is the buying organisation located in Edinburgh, UK. The industry category is 'General public services'. The tender involved the storage of up to 65,000 boxes, routine and emergency access requirements, online inventory management, and secure disposal of records.

Businesses specialising in large-scale records management and storage services are well-suited to compete for this opportunity. The procurement process, now in the award stage, presents a growth opportunity for suppliers in the services industry. The contract offers a substantial value and requires expertise in maintaining the security and accessibility of records. Companies with experience in providing comprehensive storage solutions and online inventory management can leverage this tender to expand their business. The procurement aligns with the Council's need for efficient, secure, and compliant storage services, offering long-term potential growth for successful bidders.

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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).

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

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

Supplier Information

Number of Suppliers
1
Supplier Name

IRON MOUNTAIN

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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