---
title: "WCC Records Management Storage"
ocid: "ocds-h6vhtk-03768d"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-03768d"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-03768d.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-03768d.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "WARWICKSHIRE COUNTY COUNCIL"
published: "2023-06-02"
---

# WCC Records Management Storage

Buyer: WARWICKSHIRE COUNTY COUNCIL  
Current stage: Award  
OCID: ocds-h6vhtk-03768d

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## Summary

Warwickshire County Council is looking to re-procure the contract for the provision of paper records storage, retrieval, confidential disposal, and scanning services under the title "WCC Records Management Storage". The Council aims to digitize a substantial volume of records held in various formats, including cardboard boxes and microfilm/fiche, from its approximately 40,000 current boxes. The procurement stage is in the cancelled status, with an award of £1,264,790 to Topwood Ltd. This procurement opportunity falls under the services industry category and is based in Warwick, United Kingdom. The main procurement method is a selective competitive procedure with negotiation.

This tender by Warwickshire County Council for records management services presents a significant business opportunity for suppliers specialising in storage, digitisation, and confidential document disposal. Businesses that can offer environmentally sustainable solutions and innovative approaches to records management will have a competitive edge. The procurement process offers a contract with an initial term of 7 years, with the possibility of a 36-month extension, allowing for potential business growth and stability. The Council's emphasis on reducing environmental impact and promoting social value creates avenues for businesses focused on sustainability and corporate responsibility.

## Notice

Warwickshire County Council is looking to re-procure the contract for the provision of paper records storage, retrieval, confidential disposal and scanning services.

### Lot Information

Lot 1

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.

Options: The term of the contract will be for an initial 7 years and the council has the option to extend for a further 36 months at its sole discretion 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

Renewal: The contract maybe subject to renewal after the initial period or following and extension

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/015732-2023 |
| Notice type | Tender Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Selective |
| Procurement method details | Competitive procedure with negotiation |
| Tender suitability | Not specified |
| Awardee scale | SME |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 2 Jun 2023 |
| Submission deadline | 17 Nov 2022 |
| Future notice date | Not specified |
| Award date | 21 May 2023 |
| Contract period | 8 Mar 2023 - 7 Mar 2033 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £1,300,000 |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £1,264,790 |

## Status

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

## 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), TLG3 West Midlands |

## 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 14:07 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/015732-2023
- 18 Oct 2022 at 08:28 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/029264-2022

## Notice URLs

- http://www.csw-jets.co.uk
- 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-h6vhtk-03768d. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-03768d.json.