---
title: "WCC Records Management Storage"
ocid: "ocds-b5fd17-2070d5fe-d067-4beb-abef-4bd64faa2d43"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-2070d5fe-d067-4beb-abef-4bd64faa2d43"
markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-2070d5fe-d067-4beb-abef-4bd64faa2d43.md"
json_url: "https://d3tenders.com/contract/ocds-b5fd17-2070d5fe-d067-4beb-abef-4bd64faa2d43.json"
source: "Contracts Finder"
current_stage: "Award"
buyer: "WARWICKSHIRE COUNTY COUNCIL"
published: "2023-06-02"
---

# WCC Records Management Storage

Buyer: WARWICKSHIRE COUNTY COUNCIL  
Current stage: Award  
OCID: ocds-b5fd17-2070d5fe-d067-4beb-abef-4bd64faa2d43

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## Summary

Warwickshire County Council is awarding a contract for Records Management Storage, valued at £1,264,790. The selected supplier is TOPWOOD LIMITED. The procurement method is a Competitive procedure with negotiation, and the tender period ends on November 18, 2022. The contract period spans from March 8, 2023, to March 7, 2033. Suppliers can access the procurement process through the In-Tend system. Warwickshire County Council's emphasis is on environmental impact reduction and innovative record management practices throughout the contract.

This procurement opportunity by Warwickshire County Council offers a chance for business growth, particularly to service providers in the records management industry. Small and medium-sized enterprises (SMEs) and voluntary, community, and social enterprises (VCSEs) are well-suited to compete. Successful applicants can provide comprehensive storage, retrieval, disposal, and scanning services, aligning with the Council's sustainability goals. The selective procurement method with negotiation allows for tailored proposals reflecting innovative solutions to manage the Council's records efficiently.

## Notice

Warwickshire County Council is looking to re-procure the contract for the provision of paper records storage, retrieval, confidential disposal and scanning services. To date the Council has approximately 40,000 boxes in storage with its current Provider, and, despite the Pandemic, this number has increased significantly over the last two years owing to the council undertaking a property and paper document rationalisation exercise known as "Bin, Scan, Store". The Council is unsure of any increased volume of storage during the life of this contract and has a view to digitise the records. Most records are held in cardboard boxes, measuring 405mmL x 280mmW x 265mmH that carry the brand of the current contract holder alongside outsized roll plan boxes. There are some boxes measuring 381mmL x 330mmW x 270mmH. There are also outsize, maps/plans stored flat or in plan chests and rolled plan drawings stored in plan tubes, The Council also stores some information in microfilm/fiche format. Most of the information will be in the standard cardboard boxes, the dimensions of which are stated above. The Council is particularly keen to see how suppliers will reduce their impact on the environment through innovative approaches to managing the Council's records throughout their lifecycle and the life of the contract. This is with reference to buildings management, consumables, storage, transport, digital storage, digitisation and confidential document disposal. Warwickshire County Council will be using its e-tendering system (In-Tend) for the administration of this procurement process and providers must register with the system to be able to express an interest. The web address is: www.csw-jets.co.uk Registration and use of In-Tend is free. Once registered, all correspondence for this procurement process must be via the in-tend correspondence function. However, if you are unable to register with the website please email us at procurement@warwickshire.gov.uk During the course of the contract period the range and scope of these services may be subject to modification and variation to meet the changing needs and requirements of the Council, potential changes in legislation and the changing demands placed on the Council by its customers. Additional information: Warwickshire County Council will be using its e-tendering system (In-Tend) for the administration of this procurement process and providers must register with the system to be able to express an interest. The web address is: www.csw-jets.co.uk Registration and use of In-Tend is free. Once registered, all correspondence for this procurement process must be via the in-tend correspondence function. However, if you are unable to register with the website please email us at procurement@warwickshire.gov.uk During the course of the contract period the range and scope of these services may be subject to modification and variation to meet the changing needs and requirements of the Council, potential changes in legislation and the changing demands placed on the Council by its customers. WCC reserves the right to award the contract on the basis of the initial tender submissions without conducting the negotiation phase, or to enter into negotiations with bidders on any aspect of their submissions except for the Minimum Requirements and Award Criteria. WCC may use the negotiation procedure to improve the content of the bidders' initial submissions and/or to reduce the number of bidders invited to submit a best and final offer.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Contracts Finder |
| Latest notice | https://www.contractsfinder.service.gov.uk/Notice/94f383ce-e3f1-4851-8170-b3d5b6e01d00 |
| Notice type | Award Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Selective |
| Procurement method details | Competitive procedure with negotiation (above threshold) |
| Tender suitability | SME, VCSE |
| Awardee scale | SME |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 2 Jun 2023 |
| Submission deadline | 18 Nov 2022 |
| Future notice date | Not specified |
| Award date | 21 May 2023 |
| Contract period | 28 May 2023 - 27 May 2033 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £1,300,000 |
| Lots value | Not specified |
| Awards value | £1,264,790 |
| 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 | WARWICKSHIRE COUNTY COUNCIL |
| Locality | WARWICK |
| Post town | Coventry |
| Postcode | CV34 4RL |
| Country | England |
| ITL 1 | TLG West Midlands (England) |
| ITL 2 | TLG1 Herefordshire, Worcestershire and Warwickshire |
| ITL 3 | TLG13 Warwickshire CC |
| Local authority | Warwick |
| Electoral ward | Warwick Saltisford |
| Westminster constituency | Warwick and Leamington |
| Delivery location | TLG West Midlands (England) |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | TOPWOOD |

## CPV Codes

### Divisions

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

### Codes

- 79996100 - Records management

## Release History

- 2 Jun 2023 at 14:11 - Award - Award Notice - https://www.contractsfinder.service.gov.uk/Notice/94f383ce-e3f1-4851-8170-b3d5b6e01d00
- 18 Oct 2022 at 08:28 - Tender - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/0e2c7e1e-68ad-4098-a324-94a08a5cffbb

## Documents

- https://www.contractsfinder.service.gov.uk/Notice/94f383ce-e3f1-4851-8170-b3d5b6e01d00
  2nd June 2023 - Awarded contract notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/0e2c7e1e-68ad-4098-a324-94a08a5cffbb
  18th October 2022 - Opportunity notice on Contracts Finder

## Notice URLs

- http://www.warwickshire.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-b5fd17-2070d5fe-d067-4beb-abef-4bd64faa2d43. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-2070d5fe-d067-4beb-abef-4bd64faa2d43.json.