---
title: "TD1966 - Provision of Records Office Services for Derby City Council"
ocid: "ocds-h6vhtk-03ad6e"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-03ad6e"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-03ad6e.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-03ad6e.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "DERBY CITY COUNCIL"
published: "2023-03-14"
---

# TD1966 - Provision of Records Office Services for Derby City Council

Buyer: DERBY CITY COUNCIL  
Current stage: Award  
OCID: ocds-h6vhtk-03ad6e

[View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-03ad6e)  
[Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-03ad6e.json)

## Summary

The Derby City Council has recently completed a procurement process for the provision of Records Office Services. The services are related to the professional care and management of Derby's records, including storage, preservation, cataloguing, and access. The procurement method used was a selective process with a restricted procedure. The contract was signed on the 13th of March 2023, with a total value of £695,194. This opportunity falls under the services category and offers business growth potential for companies that specialize in archive services and records management.

This opportunity to provide Records Office Services for Derby City Council is strategically significant for businesses in the archive services sector. The tender process was completed through a selective procurement method that included a 10-day standstill period. Businesses that are experienced in providing professional archiving services and have a track record of compliance and accreditation standards can compete effectively. The contract term is set at four years with an option to extend, providing stability and potential for long-term partnerships in the archive management industry.

## Notice

Professional care of Derby's records, including acquisition, storage, preservation, conservation, cataloguing and enabling public access

### Lot Information

Lot 1

Professional care of Derby's records, including acquisition, storage, preservation, conservation, cataloguing and enabling public access. Enables Derby City Council to comply with the requirements of the Local Government Act 1972 s.224, by making proper arrangements for its records. Also enables Derby to comply with the Public Records Act 1958, and the Law of Property Act 1922, by ensuring that public records and manorial documents relating to Derby are held in a suitably appointed repository. Service Provider will: * Provide a professional archive service to the City of Derby and County of Derbyshire * Comply with the standards for appointed 'Places of Deposit' as set out by the National Archives. * Comply with the National Archives' Archive Service Accreditation Standard and retain its 'Accredited Archive' status. * Inform Derby City Council of any change of status following inspection or assessment by the National Archives. Record sets include but not limited to: * Public records defined under the Public Records Act 1958, including magistrates court, coroners court, health and hospital records, and records of nationalised industries * Manorial records which are or should be recorded on the Manorial Documents Register * Tithe records * Church of England parish records for parishes within the boundaries of the City of Derby * Records of local authority bodies within the boundaries of Derby, particularly Derby City Council and its predecessors * Records of people and families who reside in Derby, or whose primary residence is in Derby * Records of businesses established in Derby, or where their head office is located in Derby * Records of other organisations based in Derby, including Derby branches of national organisations Additional information: The council followed a 10 day calendar still period which closed on the 00:00 on 13/03/2023

Options: Contract term is four years with an option to extend for a further year.

### Procurement Information

Award of a contract without prior publication of a call for competition in OJEU, as the procurement falls outside the scope of application of the directive. The council is proposing to contract with Derbyshire Record Office (Derbyshire County Council) as the existing institution holding and caring for Derby's records. This has previously been carried out under an inter-authority agreement and as such Derbyshire CC are the only provider able to support this work. The negotiated procedure without prior publication is being used and is justified under Regulation 32(2)(b) (ii) of the Public Contracts Regulations 2015 for the award of a public services contract. The services can only be carried out by a particular economic operator because competition is absent for technical reasons. A change of supplier cannot be made for technical reasons such as requirements of interchangeability or interoperability with existing equipment, services or installations procured under the initial contract.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/007367-2023 |
| Notice type | Award Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Selective |
| Procurement method details | Restricted procedure |
| Tender suitability | Not specified |
| Awardee scale | Large |
| All stages | Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 14 Mar 2023 |
| Submission deadline | Not specified |
| Future notice date | Not specified |
| Award date | 1 Mar 2023 |
| Contract period | Not specified |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £695,194 |

## Status

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

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | DERBY CITY COUNCIL |
| Locality | DERBY |
| Post town | Derby |
| Postcode | DE1 2FS |
| Country | England |
| ITL 1 | TLF East Midlands (England) |
| ITL 2 | TLF1 Derbyshire and Nottinghamshire |
| ITL 3 | TLF11 Derby |
| Local authority | Derby |
| Electoral ward | Darley |
| Westminster constituency | Derby South |
| Delivery location | TLF11 Derby |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | DERBYSHIRE COUNTY COUNCIL |

## CPV Codes

### Divisions

- 51 - Installation services (except software)

### Codes

- 51000000 - Installation services (except software)

## Release History

- 14 Mar 2023 at 11:40 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/007367-2023
- 2 Mar 2023 at 08:48 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/006082-2023

## Notice URLs

- https://www.derby.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-03ad6e. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-03ad6e.json.