--- title: "Off-site Records Storage" ocid: "ocds-b5fd17-1f7aac69-cd38-4d52-abf5-47313dcbbb81" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-1f7aac69-cd38-4d52-abf5-47313dcbbb81" markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-1f7aac69-cd38-4d52-abf5-47313dcbbb81.md" json_url: "https://d3tenders.com/contract/ocds-b5fd17-1f7aac69-cd38-4d52-abf5-47313dcbbb81.json" source: "Contracts Finder" current_stage: "Award" buyer: "NEWCASTLE-UNDER-LYME BOROUGH COUNCIL" published: "2017-06-20" --- # Off-site Records Storage Buyer: NEWCASTLE-UNDER-LYME BOROUGH COUNCIL Current stage: Award OCID: ocds-b5fd17-1f7aac69-cd38-4d52-abf5-47313dcbbb81 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-b5fd17-1f7aac69-cd38-4d52-abf5-47313dcbbb81) [Download OCDS JSON](https://d3tenders.com/contract/ocds-b5fd17-1f7aac69-cd38-4d52-abf5-47313dcbbb81.json) ## Summary The Newcastle-under-Lyme Borough Council is seeking a provider for off-site records storage, following an assessment of its physical records in light of a move to a new Civic Hub complex. This procurement, classified under storage and warehousing services, is in the award stage, having been officially awarded on 9th January 2017. The contract spans two years, from 9th January 2017 to 9th January 2019, with a contract value of £32,811. The services required include storing and retrieving records, with a notable focus on compliance records that need to be retained for legal purposes. The procurement method used is an open procedure, inviting various suppliers to compete for the contract. This tender presents a significant opportunity for businesses in the storage and logistics industry, especially those that have experience with managing records and compliance documentation. Firms capable of providing secure storage solutions, retrieval services, and management of document disposal would be particularly well-suited to compete. Small and medium-sized enterprises (SMEs) are encouraged to participate, given the council's emphasis on engaging diverse suppliers to enhance local business growth. ## Notice During the past 6 months Newcastle-under-Lyme Borough Council (NULBC) has undertaken an assessment of the physical records (in paper and other formats) that it retains on site at its existing Civic Offices in the Merrial Street buildings. This assessment was designed to inform a planned move to the new Civic Hub complex which is of a much smaller footprint than the existing offices. The assessment process was to identify physical records to be retained in one of two given alternatives: i) "Secure Offsite" - semi current records for which there would be no room at the new Hub complex building but which would need reasonably frequent retrieval ; ii) "Archival" - records which it was felt needed to be kept for legal and compliance reasons but which did not need to be consulted, or hardly at all . In estimating volumes staff used a variety of measures depending on storage used (filing cabinets, shelves, basement racking etc.) but these were translated into an Archive Box equivalent using the standard R-Kive storage box with internal dimensions H 254 mm x W 330 mm x D 381 mm and external dimensions H 260 mm x W 340 mm x L 400 mm. The Council is now seeking to procure the services of a provider able to store, retrieve and where appropriate manage the disposal of these records on behalf of the authority. ## Key Details | Field | Value | | --- | --- | | Publication source | Contracts Finder | | Latest notice | https://www.contractsfinder.service.gov.uk/Notice/6dbf84b4-55fa-4ddb-9b87-9a03a594a81c | | Notice type | Award Notice | | Procurement type | Standard | | Procurement category | Services | | Procurement method | Open | | Procurement method details | Open procedure | | Tender suitability | SME | | Awardee scale | Large | | All stages | Award | ## Dates | Field | Value | | --- | --- | | Publication date | 20 Jun 2017 | | Submission deadline | 10 Oct 2016 | | Future notice date | Not specified | | Award date | 9 Jan 2017 | | Contract period | 9 Jan 2017 - 9 Jan 2019 | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £66,888 | | Lots value | Not specified | | Awards value | £32,811 | | 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 | NEWCASTLE-UNDER-LYME BOROUGH COUNCIL | | Locality | MERRIAL STREET | | Post town | Stoke-on-Trent | | Postcode | ST5 2AG | | Country | England | | ITL 1 | TLG West Midlands (England) | | ITL 2 | TLG2 Shropshire and Staffordshire | | ITL 3 | TLG24 Staffordshire CC | | Local authority | Newcastle-under-Lyme | | Electoral ward | Town | | Westminster constituency | Newcastle-under-Lyme | | Delivery location | TLG West Midlands (England) | ## Supplier | Field | Value | | --- | --- | | Number of suppliers | 1 | | Supplier names | DATASPACE | ## CPV Codes ### Divisions - 63 - Supporting and auxiliary transport services; travel agencies services ### Codes - 63120000 - Storage and warehousing services - 63121000 - Storage and retrieval services - 63121100 - Storage services ## Release History - 20 Jun 2017 at 16:45 - Award - Award Notice - https://www.contractsfinder.service.gov.uk/Notice/6dbf84b4-55fa-4ddb-9b87-9a03a594a81c ## Documents - https://www.contractsfinder.service.gov.uk/Notice/6dbf84b4-55fa-4ddb-9b87-9a03a594a81c 20th June 2017 - Awarded contract notice on Contracts Finder - http://www.mytenders.org/search/show/search_view.aspx?ID=JUN144390 NOTE: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site at the link provided. ## Notice URLs - http://www.newcastle-staffs.gov.uk/ ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-b5fd17-1f7aac69-cd38-4d52-abf5-47313dcbbb81. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-1f7aac69-cd38-4d52-abf5-47313dcbbb81.json.