---
title: "CT0818 Council Records - Storage and Management (Second Publication)"
ocid: "ocds-h6vhtk-028c37"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-028c37"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-028c37.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-028c37.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "THE CITY OF EDINBURGH COUNCIL"
published: "2022-09-21"
---

# CT0818 Council Records - Storage and Management (Second Publication)

Buyer: THE CITY OF EDINBURGH COUNCIL  
Current stage: Award  
OCID: ocds-h6vhtk-028c37

[View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-028c37)  
[Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-028c37.json)

## Summary

The City of Edinburgh Council has completed a procurement process for the storage and management of its paper records. The requirement included secure offsite storage for up to 65,000 boxes, routine and emergency access, online inventory management, and disposal of records. The awarded contract, valued at £1,725,241 GBP, was signed on 18th August 2022.

This tender process by The City of Edinburgh Council presents opportunities for businesses providing storage and management services. Suitable businesses should be able to offer secure offsite storage, access solutions, and online inventory management. Companies interested in future similar contracts should engage with the Council's procurement notices to explore potential opportunities for growth.

## Notice

The Council has an ongoing requirement for offsite storage and management of its paper records. Interested parties must be able to provide: - Secure offsite storage arrangements for up to 65,000 boxes; - Routine and Emergency Access requirements to boxes and files (on-site and delivery); - Online inventory and retention policy management solution (Accessible to Council Staff); and - Secure and auditable disposal of records.

### Lot Information

Lot 1

Centralised offsite storage of Council records has been a long-standing requirement, which has become essential over the years due to office rationalisations and increasing compliance requirements around Scottish public sector records management. The Council requires new arrangements for its offsite storage and management of its paper records. This is a recurring need and breaks down as follows: - Secure offsite physical storage arrangements for up to 65,000 boxes at the start, but aiming to reduce this significantly over a 10 year period. - Routine and emergency access requirements to boxes and files, both onsite and by delivery to multiple Council office locations via dedicated transport. - Online inventory management solution that manages both boxes and individual files (where required), including audited and authenticated disposal and retrieval processes, legal holds, classification by business function and data sensitivity, and record retention policy management. - This solution must also provide self-service access to a wide range of Council staff that need to store, retrieve / return and dispose of boxes stored under this arrangement. Under the Public Records (Scotland) Act, 2011, the Council is required to create, manage and apply record retention policies to all of its records. Currently the Council has over 900 individual retention policies - covering adoptions through to waste site management. Additional information: Please note - this is a Contract award notice. This procurement activity is now completed.

Renewal: Initial 5 year contract term, with two optional extensions of 3 and 2 years. (5+3+2).

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/026315-2022 |
| Notice type | Planning Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | Not specified |
| Awardee scale | Large |
| All stages | Planning, Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 21 Sep 2022 |
| Submission deadline | 29 Nov 2021 |
| Future notice date | 1 Mar 2021 |
| Award date | 17 Aug 2022 |
| Contract period | Not specified |
| Recurrence | 2030 |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £1,725,241 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Cancelled |
| Awards status | Active, Unsuccessful |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | THE CITY OF EDINBURGH COUNCIL |
| Locality | EDINBURGH |
| Post town | Edinburgh |
| Postcode | EH8 8BG |
| Country | Scotland |
| ITL 1 | TLM Scotland |
| ITL 2 | TLM1 East Central Scotland |
| ITL 3 | TLM13 City of Edinburgh |
| Local authority | City of Edinburgh |
| Electoral ward | City Centre |
| Westminster constituency | Edinburgh East and Musselburgh |
| Delivery location | TLM Scotland |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | IRON MOUNTAIN |

## CPV Codes

### Divisions

- 63 - Supporting and auxiliary transport services; travel agencies services
- 72 - IT services: consulting, software development, Internet and support

### Codes

- 63120000 - Storage and warehousing services
- 63121000 - Storage and retrieval services
- 63121100 - Storage services
- 72317000 - Data storage services

## Release History

- 21 Sep 2022 at 09:23 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/026315-2022
- 28 Oct 2021 at 12:55 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/027054-2021
- 7 Oct 2021 at 07:55 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/024982-2021
- 3 Sep 2021 at 14:04 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/021903-2021
- 21 Jan 2021 at 14:56 - Planning - Planning Notice - https://www.find-tender.service.gov.uk/Notice/001249-2021

## Notice URLs

- http://www.edinburgh.gov.uk
- https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000671853
- https://www.publiccontractsscotland.gov.uk/Default.aspx
- https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00290

## 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-h6vhtk-028c37. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-028c37.json.