--- title: "Invitation to Tender for the Procurement of Off-Site Archiving of Records for Velindre Cancer Centre." ocid: "ocds-h6vhtk-029094" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-029094" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-029094.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-029094.json" source: "Find A Tender Service" current_stage: "Tender" buyer: "NHS WALES SHARED SERVICES PARTNERSHIP-PROCUREMENT SERVICES (HOSTED BY VELINDRE UNIVERSITY NHS TRUST)" published: "2021-02-05" --- # Invitation to Tender for the Procurement of Off-Site Archiving of Records for Velindre Cancer Centre. Buyer: NHS WALES SHARED SERVICES PARTNERSHIP-PROCUREMENT SERVICES (HOSTED BY VELINDRE UNIVERSITY NHS TRUST) Current stage: Tender OCID: ocds-h6vhtk-029094 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-029094) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-029094.json) ## Summary The NHS Wales Shared Services Partnership, hosted by Velindre University NHS Trust, is inviting tenders for the procurement of off-site archiving services for the Velindre Cancer Centre. This procurement seeks a qualified supplier to manage the storage and retrieval of health and non-clinical records, with a total contract value of £168,000. The tender is currently active, and submissions must be made electronically via the Bravo E Tender Wales portal before the deadline on 8th March 2021. The estimated duration of the contract is two years, with an option for renewal for two additional years, indicating potential future work opportunities for successful bidders. This tender offers significant opportunities for businesses specialising in archiving and records management services, particularly those with experience in healthcare settings. Companies able to demonstrate compliance with recognised standards in records management, such as BS 5454:2012 and ISO 14001, would be well-suited to compete for this contract. The requirement for a secure retrieval and delivery service underscores the need for businesses that prioritise confidentiality and can meet strict operational timelines. This is an excellent chance for organisations looking to expand their portfolio within the public health sector in the UK. ## Notice Velindre Cancer Centre has used off-site storage facilities for archiving Organisational records. In addition to the storage of historical archived health records, the Trust also archives non clinical information such as financial and Estates data. It is a requirement to retain Velindre health records for a period of time in line with Velindre University NHS Trust Records Policy. Velindre are looking for a supplier to provide the Off-site archiving service. ### Lot Information Lot 1 The requirement is to meet the Trust's archiving requirements for the next 2 years with an option to extend for a further 2 years. The Supplier will be required: The supplier must do a site survey before submitting their Tender response. On initiation of the service, to collect from current supplier (if different) and transport them securely to an off-site storage site. To store these items with due regard to security and confidentiality. To provide a retrieval and delivery service Monday to Friday from 8:30 to 5pm. To provide any urgent retrieval and delivery service Monday to Friday from 8.30 to 5pm within 24 hrs of the request or if there is a requirement for the patient to have treatment on the same day, retrieval of notes within 5 hours of the request Suppliers should note that: They will be expected to use the Trust's existing archiving system (of archiving boxes). Once a record has been retrieved and delivered, there is no requirement to return it to the box it came from unless specifically requested by the requesting department. Once retrieved, records will be archived again in the usual way. The archiving of the Organisational records to the archive box is the responsibility of the Trust staff. Any reboxing of notes by the supplier should replicate the number of the box. There is no requirement for filing. There is no requirement to destroy old records and documents, unless specifically requested in writing. Further requirements are noted in the Tender documentations Additional information: Tenders must be submitted and communicated through Bravo E tender Wales's electronic portal Renewal: Option to extend for a further +1 +1 years ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/002349-2021 | | Notice type | Tender Notice | | Procurement type | Standard | | Procurement category | Services | | Procurement method | Open | | Procurement method details | Open procedure | | Tender suitability | Not specified | | Awardee scale | Not specified | | All stages | Tender | ## Dates | Field | Value | | --- | --- | | Publication date | 5 Feb 2021 | | Submission deadline | 8 Mar 2021 | | Future notice date | Not specified | | Award date | Not specified | | Contract period | Not specified | | Recurrence | Estimated for June 2024 (if both extensions are fulfilled) | ## Values | Field | Value | | --- | --- | | Tender value | £168,000 | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Active | | Lots status | Active | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | NHS WALES SHARED SERVICES PARTNERSHIP-PROCUREMENT SERVICES (HOSTED BY VELINDRE UNIVERSITY NHS TRUST) | | Locality | CARDIFF | | Post town | Cardiff | | Postcode | CF15 7QZ | | Country | Wales | | ITL 1 | TLL Wales | | ITL 2 | TLL5 South East Wales | | ITL 3 | TLL51 Central Valleys and Bridgend | | Local authority | Rhondda Cynon Taf | | Electoral ward | Taff's Well | | Westminster constituency | Cardiff North | | Delivery location | TLL22 Cardiff and Vale of Glamorgan | ## CPV Codes ### Divisions - 79 - Business services: law, marketing, consulting, recruitment, printing and security - 92 - Recreational, cultural and sporting services ### Codes - 79995100 - Archiving services - 92500000 - Library, archives, museums and other cultural services - 92510000 - Library and archive services - 92512000 - Archive services ## Release History - 5 Feb 2021 at 12:40 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/002349-2021 ## Notice URLs - http://nwssp.nhs.wales/ourservices/procurement-services/ - https://etenderwales.bravosolution.co.uk - https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0221 - https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=108004 ## 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-029094. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-029094.json.