---
title: "Off Site Record Management Service"
ocid: "ocds-b5fd17-ae38500d-7e87-43e6-8018-f35c775a459c"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-ae38500d-7e87-43e6-8018-f35c775a459c"
markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-ae38500d-7e87-43e6-8018-f35c775a459c.md"
json_url: "https://d3tenders.com/contract/ocds-b5fd17-ae38500d-7e87-43e6-8018-f35c775a459c.json"
source: "Contracts Finder"
current_stage: "Award"
buyer: "LONDON BOROUGH OF HILLINGDON"
published: "2019-05-17"
---

# Off Site Record Management Service

Buyer: LONDON BOROUGH OF HILLINGDON  
Current stage: Award  
OCID: ocds-b5fd17-ae38500d-7e87-43e6-8018-f35c775a459c

[View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-b5fd17-ae38500d-7e87-43e6-8018-f35c775a459c)  
[Download OCDS JSON](https://d3tenders.com/contract/ocds-b5fd17-ae38500d-7e87-43e6-8018-f35c775a459c.json)

## Summary

The London Borough of Hillingdon has completed a public procurement process for an Off Site Record Management Service, aimed at securing a single experienced supplier for offsite document storage, management of confidential waste, and secure destruction services. The contract value is £85,000 and was awarded to MJF Records Management on 24th January 2019. The contract commenced on 8th March 2019 and has an initial duration of three years, with an option to extend for an additional year. Interested organisations were invited to submit tenders through the Council's electronic tendering portal before the deadline of 25th April 2018.

This procurement presents significant opportunities for businesses specialising in records management, storage solutions, and data protection services, particularly small and medium-sized enterprises (SMEs). Firms capable of providing secure facilities, integrated inventory software, and comprehensive support services will find a suitable market here. The contract requires the supplier to manage an extensive volume of highly confidential information, making it an attractive prospect for established and compliant record management companies seeking to expand their portfolios in the public sector.

## Notice

The London Borough of Hillingdon ("the Council") sought a single experienced supplier to provide off site document storage, the management off the Council's offsite records and secure destruction of its confidential waste. The Council currently has approximately 6,500 standard sized (40cm x 32cm) Boxes, 13,000 Files and 1,200 Tapes containing highly confidential information stored in a secure offsite facility. The supplier shall have a secure offsite storage facility that complies with the forthcoming General Data Protection Regulations Contract Conditions: Commencement date: 1st July 2018 (envisaged) Contract duration: The Contract will be for an initial term of 3 (three) years with the option to extend for a further 1 (one) giving a total permissible contract term of 4 (four) years. The supplier will be required to deliver the following service elements, but is not limited to the following; - Intake of records (Files/Boxes/Tapes/Other Media) - Records retrievals / returns - New records collection - Access to a records management platform (Inventory software) with live overview of what is stored and with compulsory fields such as destruction date and description for each new submission - One single auditable online channel for intake of new record requests Barcoding / Records indexing / Database management - Retrieval - Consumable items e.g. boxes, labels - Transportation - Telephone Help Desk - Stored within a secure environment within store - Report on inactive records (inactive duration of 12 months) - Retrieved records to be flagged as possibly permanently removed after 60 days from removal date without return. Contract Administrator to be notified for final decision. Additional information: The London Borough of Hillingdon did not seek expressions of interest in this project but invite all interested organisations to tender through the Council's nominated electronic tendering portal, www.capitalesourcing.com Please register on the above portal where the tender documents for this project can be downloaded.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Contracts Finder |
| Latest notice | https://www.contractsfinder.service.gov.uk/Notice/c6252fc6-0d08-4297-8719-fb4c704a99cc |
| Notice type | Award Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Open |
| Procurement method details | Open procedure (below threshold) |
| Tender suitability | SME |
| Awardee scale | SME |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 17 May 2019 |
| Submission deadline | 25 Apr 2018 |
| Future notice date | Not specified |
| Award date | 24 Jan 2019 |
| Contract period | 8 Mar 2019 - 7 Mar 2022 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £85,000 |
| Lots value | Not specified |
| Awards value | £74,709 |
| 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 | LONDON BOROUGH OF HILLINGDON |
| Locality | UXBRIDGE |
| Post town | Southall |
| Postcode | UB8 1UW |
| Country | England |
| ITL 1 | TLI London |
| ITL 2 | TLI7 Outer London - West and North West |
| ITL 3 | TLI74 Harrow and Hillingdon |
| Local authority | Hillingdon |
| Electoral ward | Uxbridge |
| Westminster constituency | Uxbridge and South Ruislip |
| Delivery location | TLI London |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | MJF RECORDS MANAGEMENT |

## CPV Codes

### Divisions

- 63 - Supporting and auxiliary transport services; travel agencies services

### Codes

- 63121000 - Storage and retrieval services

## Release History

- 17 May 2019 at 14:10 - Award - Award Notice - https://www.contractsfinder.service.gov.uk/Notice/c6252fc6-0d08-4297-8719-fb4c704a99cc
- 4 Apr 2018 at 16:13 - Tender - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/0f3857c3-2ad9-4ac4-9a85-00926f14d74b

## Documents

- https://www.contractsfinder.service.gov.uk/Notice/c6252fc6-0d08-4297-8719-fb4c704a99cc
  17th May 2019 - Awarded contract notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/0f3857c3-2ad9-4ac4-9a85-00926f14d74b
  4th April 2018 - Opportunity notice on Contracts Finder

## 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-ae38500d-7e87-43e6-8018-f35c775a459c. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-ae38500d-7e87-43e6-8018-f35c775a459c.json.