---
title: "Collection, Scanning, Digitisation and Secure Destruction of Confidential HR and Occupational Health"
ocid: "ocds-kuma6s-148290"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-kuma6s-148290"
markdown_url: "https://d3tenders.com/contract/ocds-kuma6s-148290.md"
json_url: "https://d3tenders.com/contract/ocds-kuma6s-148290.json"
source: "Sell2Wales"
current_stage: "Award"
buyer: "MID AND WEST WALES FIRE AND RESCUE AUTHORITY"
published: "2025-07-25"
---

# Collection, Scanning, Digitisation and Secure Destruction of Confidential HR and Occupational Health

Buyer: MID AND WEST WALES FIRE AND RESCUE AUTHORITY  
Current stage: Award  
OCID: ocds-kuma6s-148290

[View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-kuma6s-148290)  
[Download OCDS JSON](https://d3tenders.com/contract/ocds-kuma6s-148290.json)

## Summary

The Mid and West Wales Fire and Rescue Authority issued a tender for the collection, scanning, digitisation, and secure destruction of confidential HR and occupational health files. This procurement process is categorised under goods and involves document management and scanning services. The contract has been awarded to On Site Scanning Ltd, with a total value of £36,703. Located in Carmarthen, the authority aimed to transition physical records to an electronic format for improved access. The procurement method was open and the award process culminated with a contract signing on 15 July 2025, following the submission period ending on 24 March 2025.

This tender offers ample opportunities for businesses specialising in document management, digitisation, and secure destruction services. Companies adept at handling sensitive information and offering comprehensive digitisation solutions would find this type of contract beneficial for their portfolio. By participating in such tenders, businesses can showcase their expertise in managing large-scale data conversion projects and secure potential long-term collaborations with public sector organisations.

## Notice

Mid and West Wales Fire and Rescue Authority is seeking quotations from suppliers for the collection, scanning, digitisation and secure destruction of confidential HR and Occupational Health filing records.The Service has progressed towards electronic Human Resources (HR) and occupational health files for employees, however physical files are still stored within the HR Department. The Service has decided to digitise the existing physical files for employees enabling easier access to these records. The physical files will then need to be securely destroyed, and a certificate of destruction provided.The contract term will be for the duration of the project, as per the project timescales provided in your response.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Sell2Wales |
| Latest notice | https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=148290 |
| Notice type | S2W Notice - Website Contract Award Notice |
| Procurement type | Standard |
| Procurement category | Goods |
| Procurement method | Open |
| Procurement method details | Not specified |
| Tender suitability | Not specified |
| Awardee scale | Not specified |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 25 Jul 2025 |
| Submission deadline | 24 Mar 2025 |
| Future notice date | Not specified |
| Award date | 15 Jul 2025 |
| Contract period | Not specified |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | £36,703 |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Not specified |
| Lots status | Not specified |
| Awards status | Not specified |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | MID AND WEST WALES FIRE AND RESCUE AUTHORITY |
| Locality | CARMARTHEN |
| Post town | Swansea |
| Postcode | SA31 1SP |
| Country | Wales |
| ITL 1 | TLL Wales |
| ITL 2 | TLL4 Mid and South West Wales |
| ITL 3 | TLL42 South West Wales |
| Local authority | Carmarthenshire |
| Electoral ward | Carmarthen Town West |
| Westminster constituency | Caerfyrddin |
| Delivery location | Not specified |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | ON SITE SCANNING |

## CPV Codes

### Divisions

- 38 - Laboratory, optical and precision equipments (excl. glasses)
- 48 - Software package and information systems
- 72 - IT services: consulting, software development, Internet and support
- 79 - Business services: law, marketing, consulting, recruitment, printing and security
- 92 - Recreational, cultural and sporting services

### Codes

- 38520000 - Scanners
- 48329000 - Imaging and archiving system
- 72512000 - Document management services
- 79999100 - Scanning services
- 92512100 - Archive destruction services

## Release History

- 25 Jul 2025 at 11:28 - Award - S2W Notice - Website Contract Award Notice - https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=148290
- 20 Feb 2025 at 13:28 - Tender - S2W Notice - Website Invitation to Tender Notice - https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=148290

## Documents

- https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=FEB497811&idx=2
  26th February 2025 - Appendix B - MAWWFRA Contract Terms and Conditions for Goods and Services
- https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=FEB497811&idx=7
  26th February 2025 - Appendix B - MAWWFRA Contract Terms and Conditions for Goods and Services
- https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=FEB497811&idx=1
  21st February 2025 - Appendix A - Supplier Qualification Questionnaire
- https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=FEB497811&idx=6
  21st February 2025 - Appendix A - Supplier Qualification Questionnaire
- https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=FEB497811&idx=3
  20th February 2025 - Appendix C - Welsh Language Standards Questionnaire
- https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=FEB497811&idx=4
  20th February 2025 - ITQ Part 1
- https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=FEB497811&idx=5
  20th February 2025 - ITQ Part 2

## Notice URLs

- http://www.mawwfire.gov.uk
- https://www.sell2wales.gov.wales

## 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-kuma6s-148290. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-kuma6s-148290.json.