---
title: "Provision of Records Management Services"
ocid: "ocds-h6vhtk-02c501"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-02c501"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-02c501.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-02c501.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "FLINTSHIRE COUNTY COUNCIL"
published: "2022-02-09"
---

# Provision of Records Management Services

Buyer: FLINTSHIRE COUNTY COUNCIL  
Current stage: Award  
OCID: ocds-h6vhtk-02c501

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[Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-02c501.json)

## Summary

The procurement process, initiated by Flintshire County Council, is focused on the "Provision of Records Management Services" and falls under the services sector, specifically in records management (CPV Code: 79996100). The procurement stage is currently at the award phase, with the contract recently signed on 29th November 2021. The contract is valued at £255,230 and concerns secure offsite storage solutions for the Council's records, alongside a Scan on Demand facility. The council is located in Flintshire, UK (County Hall, Mold, CH7 6NA), and the open procedure was adopted as the procurement method.

This tender represents an opportunity for businesses specialising in records management, data storage solutions, and archival services to expand their market share. Companies with the capability to provide secure storage, transportation, and retrieval of sensitive documents will find themselves well-positioned to compete. Additionally, businesses that can incorporate technological solutions such as electronic records conversion will be advantageous, particularly those with experience in community benefits and social value in their deliverables, which are part of the evaluation criteria.

## Notice

Flintshire County Council does not have enough storage space within its offices to store the authority's records. Therefore, off site storage is required. The offsite storage needs to be secure due to the nature of the records that we archive and we need to have a compliant and confidential service to cover storage, transportation and retrieval. Flintshire also wish to implement a Scan on Demand facility during the duration of this contract with the successful supplier. This requirement has now been awarded.

### Lot Information

Lot 1

Flintshire County Council does not have enough storage space within its offices to store the authority's records. Therefore, off site storage is required. The offsite storage needs to be secure due to the nature of the records that we archive and we need to have a compliant and confidential service to cover storage, transportation and retrieval. With the use of technology and the change in legislation with scanned documents, we are seeking to convert some of the records that we have to electronic form, through the use of Scan on Demand. However, as we are not yet in a position to start doing this, we want this caveat included within the contract. This has now been awarded

Renewal: There will be an option to extend the contract up to 20 years reviewed every 2 years following initial contract period

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/003783-2022 |
| Notice type | Tender Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | Not specified |
| Awardee scale | Large |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 9 Feb 2022 |
| Submission deadline | 9 Aug 2021 |
| Future notice date | Not specified |
| Award date | 29 Nov 2021 |
| Contract period | Not specified |
| Recurrence | The initial contract term will be for 5 years with the option to extend. Any notices will be published ahead of contract end or ahead of extension end dates. The exact dates are not currently available. |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £255,230 |

## Status

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

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | FLINTSHIRE COUNTY COUNCIL |
| Locality | FLINTSHIRE |
| Post town | Chester |
| Postcode | CH7 6NA |
| Country | Wales |
| ITL 1 | TLL Wales |
| ITL 2 | TLL3 North Wales |
| ITL 3 | TLL34 Flintshire and Wrexham |
| Local authority | Flintshire |
| Electoral ward | Mold East |
| Westminster constituency | Clwyd East |
| Delivery location | TLL23 Flintshire and Wrexham |

## 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

- 9 Feb 2022 at 17:14 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/003783-2022
- 7 Jul 2021 at 16:04 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/015759-2021

## Notice URLs

- http://www.flintshire.gov.uk
- https://supplierlive.proactisp2p.com/Account/Login
- https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0419

## 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-02c501. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-02c501.json.