Information and Records Retention Consultancy Support

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    "date": "2025-01-30T00:00:00Z",
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            "id": "org-15",
            "name": "CalMac Ferries Limited",
            "identifier": {
                "legalName": "CalMac Ferries Limited"
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            "address": {
                "streetAddress": "Ferry Terminal",
                "locality": "Gourock",
                "region": "UKM",
                "postalCode": "PA19 1QP"
            },
            "contactPoint": {
                "name": "Stuart McMaster",
                "email": "stuart.mcmaster@calmac.co.uk",
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            "name": "Scottish Courts and Tribunals Services",
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                "locality": "Greenock",
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        "description": "CalMac Ferries Limited (CFL) is on a journey to implement improvements in its management of information. The purpose of this requirement is to seek proposals from qualified suppliers to assist CFL in implementing improvements in its overall management of information and the design and delivery of CFL's information and records retention program. CFL has initiated an information and records retention program to improve how CFL manage the retention and disposal of information and records, ensuring compliance with legal, regulatory, and operational requirements. The program will define what information and records are included, how they are managed, and who is responsible, while addressing key considerations like information classification, systems, locations, and policies.",
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            "endDate": "2025-03-03T12:00:00Z"
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                "description": "CalMac Ferries Limited (CFL) is on a journey to implement improvements in its management of information. The purpose of this requirement is to seek proposals from qualified suppliers to assist CFL in implementing improvements in its overall management of information and the design and delivery of CFL's information and records retention program. CFL has initiated an information and records retention program to improve how CFL manage the retention and disposal of information and records, ensuring compliance with legal, regulatory, and operational requirements. The program will define what information and records are included, how they are managed, and who is responsible, while addressing key considerations like information classification, systems, locations, and policies.",
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                {
                    "type": "economic",
                    "description": "Please refer to these statements when completing section 4B of the SPD (Scotland) Statement for 4B - Economic operators shall be required to satisfy minimum standards of economic and financial standing. These are described below: Bidders must provide their (\"general\") yearly turnover for the last three financial years. Bidders must provide their (\"specific\") yearly turnover for the last three financial years. Bidders must must provide appropriate financial ratio information as set out within this Contract Notice. Bidders must confirm they have the required levels of insurance as set out within this Contract Notice.",
                    "minimum": "Please note that minimum required turnover per year should be 300,000 GBP. The following ratios must be confirmed based on the Bidder's latest set of published accounts. 1- Return on Capital Employed: must be at a ratio greater than \"0\". 2- Acid Test (Current Ratio): Current Ratio must be greater than \"1\". 3- Gearing: Gearing must be a figure of less than 100%. 4- Interest Coverage: Interest Coverage must be a figure of 2 or above. Economic Operators must confirm they already have or can commit to obtain, prior to the commencement the following levels of insurance: Professional Risk Indemnity: 5 Million GBP Employer's (Compulsory) Liability: 5 Million GBP Public Liability: 5 Million GBP Product Liability: 5 Million GBP"
                },
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                    "description": "1. Experience (90%) a) Using no more than three relevant examples, please detail past experience of working with organisations of a similar size and nature to CalMac Ferries Ltd, with relevant industry experience (mass passenger transport/B2C & B2B) and as part of national infrastructure, demonstrating the Bidder's expertise in delivering Records Management transformation in this complex and high profile operational organsation. (25%) b) Using no more than three relevant examples please detail past experience of working with public sector organisations that are subject to information legislation such as the Public Records (Scotland) Act 2011, UK GDPR, Data Protection Act 2018, Freedom of Information (Scotland) Act 2002, and the Environmental Information (Scotland) Regulations 2004. This should include the transformational change they have gone through to ensure compliance and the additional challenges this may have presented and how challenges were overcome. (25%) c) Using a past example, for each area listed below, provide details (Sector/ Year/ Scope/ Challenges/ Improvement Outcomes) where the Bidder has been required to undertake the following types of activities (25%): - Information audits using data discovery tools - Development of a records retention schedule and/or information asset register - Development of Microsoft information architecture to support information management and security d) Using past experience please detail examples (no more than three) when the Bidder has had to engage with staff members of all levels, in both corporate and operational roles, to understand current workplace practices and make recommendations for change. Please outline the engagment techniques and approaches utilised to reach agreement and how this was brought forward to ensure recommendation timescales were adhered to. (25%) 2. Qualifications (10%) Bidders are required to provide details of relevant educational and professional qualifications are held by the service provider. These could include the following: - Advanced Degree - Certified Information Governance Officer (CIGO) - Certified Records Manager (CRM) - Information Governance Professional (IGP) - Member of IRMS - ISO 15489 Accreditation - ISO 30300 Accreditation a) The following educational and professional qualifications held by: The managerial staff that would be assigned to deliver this contract. (100%) 3. Environmental Management (0%) Bidders will be required to produce certificates drawn up by independent bodies attesting that the bidder complies with the required environmental management systems or standards in accordance with BS EN ISO 14001:2015 (or equivalent) or produce other means of proof concerning required environmental management systems or standards. Please provide details of the environmental management measures which the Bidder will be able to use when performing the contract. 4. Subcontracting (0%) Please provide details of the proportion (i.e. percentage) of the contract that Bidders intend to subcontract. Please provide details of Bidder's criteria for selecting suppliers to subcontract to. 5. Quality Control (0%) Bidders will be required to produce certificates drawn up by independent bodies attesting that the bidder complies with the required quality assurance standards with BS EN ISO 9001:2015 (or equivalent) or produce other means of proof concerning the quality assurance schemes. Bidders will also be required to produce certificates drawn up by independent bodies attesting that the bidder complies with the health and safety standards in accordance ISO 45001:2018 Occupational Health and Safety Management System (or equivalent) or produce other means of proof concerning the health and safety standards Can the bidder provide the required certificates drawn up by a UCAS accredited quality provider, attesting the conformity of services clearly identified by references to the technical specifications or standards, which are set out in the relevant Contract Notice?",
                    "minimum": "Qualification Envelope: Part 3, Section A, B, C, D will be scored on a pass/fail basis and Part 4 Section C will be scored in line with the weighting shown above for all questions. If any question subject to 'pass/fail' scoring be scored 'fail' the entire submission may be set aside and take no further part in the competition. Questions one to five within the pre-qualification stage will be scored using the below methodology: 100- Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients. 75 - Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients. 50 - Acceptable. Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar nature. 25 - Poor. Response is partially relevant but generally poor. The response shows some elements of relevance to the criterion but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/ capacity/capability. 0 - Unacceptable. Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability relevant to this criterion."
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