---
title: "Physical Records Management and File Tracking System"
ocid: "ocds-b5fd17-0ca46a94-349f-4849-bc28-4cb3663ec29a"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-0ca46a94-349f-4849-bc28-4cb3663ec29a"
markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-0ca46a94-349f-4849-bc28-4cb3663ec29a.md"
json_url: "https://d3tenders.com/contract/ocds-b5fd17-0ca46a94-349f-4849-bc28-4cb3663ec29a.json"
source: "Contracts Finder"
current_stage: "Award"
buyer: "LEICESTERSHIRE COUNTY COUNCIL"
published: "2019-11-27"
---

# Physical Records Management and File Tracking System

Buyer: LEICESTERSHIRE COUNTY COUNCIL  
Current stage: Award  
OCID: ocds-b5fd17-0ca46a94-349f-4849-bc28-4cb3663ec29a

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## Summary

Leicestershire County Council is seeking tenders for the "Physical Records Management and File Tracking System" in the records management industry category. This procurement process, currently at the Award stage, was initiated to find a solution for managing physical files in both onsite and offsite storage. The tender was published on 31 January 2019, with a submission deadline of 1 March 2019. The total value of the contract is £124,000, and the successful contract period runs from 1 July 2019 to 30 June 2022.

This tender presents valuable opportunities for businesses specialising in records management and software solutions, particularly those that provide secure, externally hosted systems. Small and medium-sized enterprises (SMEs) and voluntary, community, and social enterprises (VCSEs) are encouraged to compete, as the procurement method employed is open, allowing for a diverse range of suppliers to participate. The successful bidder will play a crucial role in enhancing the efficiency of file tracking and management for the council.

## Notice

1.1 GENERAL REQUIREMENTS Tender bids are invited for the provision of a system to manage physical files in both offsite and onsite storage locations: The Council's detailed requirements are defined in the Requirements section. 1.2 BACKGROUND Leicestershire County Council (LCC) is seeking an externally hosted physical records management and file tracking solution for physical files. The system should provide: * Records Management * Box and file Management * Retrieval * Search Facilities * Retention Review * Real-time Reporting * Auditing * Secure Access * Import of current information onto new system LCC currently manages these in a single Electronic Document and Records Management System. We are looking for a solution which provides an electronic index and tracking system for physical records held both onsite and offsite and can be configured and managed on a day to day basis within house.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Contracts Finder |
| Latest notice | https://www.contractsfinder.service.gov.uk/Notice/ac45cb01-7233-4019-803f-1e2385fc2378 |
| Notice type | Award Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | SME, VCSE |
| Awardee scale | SME |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 27 Nov 2019 |
| Submission deadline | 1 Mar 2019 |
| Future notice date | Not specified |
| Award date | 2 Jun 2019 |
| Contract period | 27 Jun 2019 - 27 Jun 2022 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £124,000 |
| Lots value | Not specified |
| Awards value | £25,000 |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Not specified |
| Awards status | Active |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | LEICESTERSHIRE COUNTY COUNCIL |
| Locality | LEICESTER |
| Post town | Leicester |
| Postcode | LE3 8RA |
| Country | England |
| ITL 1 | TLF East Midlands (England) |
| ITL 2 | TLF2 Leicestershire, Rutland and Northamptonshire |
| ITL 3 | TLF22 Leicestershire CC and Rutland |
| Local authority | Blaby |
| Electoral ward | Glenfield Faire |
| Westminster constituency | Mid Leicestershire |
| Delivery location | TLF East Midlands (England) |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | UK SOFTWARE |

## CPV Codes

### Divisions

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

### Codes

- 79996100 - Records management

## Release History

- 27 Nov 2019 at 15:57 - Award - Award Notice - https://www.contractsfinder.service.gov.uk/Notice/ac45cb01-7233-4019-803f-1e2385fc2378
- 6 Feb 2019 at 13:39 - Tender - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/99c05396-bf20-4f6c-9dba-b339d5735cb1
- 31 Jan 2019 at 15:33 - Tender - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/7d0dcf03-7d89-40c7-b2be-479ac07c0044

## Documents

- https://www.contractsfinder.service.gov.uk/Notice/ac45cb01-7233-4019-803f-1e2385fc2378
  27th November 2019 - Awarded contract notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/99c05396-bf20-4f6c-9dba-b339d5735cb1
  6th February 2019 - Opportunity notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/7d0dcf03-7d89-40c7-b2be-479ac07c0044
  31st January 2019 - Opportunity notice on Contracts Finder

## Notice URLs

- http://www.leicestershire.gov.uk

## Provenance

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