---
title: "CT0818 Council Records - Storage and Management"
ocid: "ocds-r6ebe6-0000641156"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-r6ebe6-0000641156"
markdown_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000641156.md"
json_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000641156.json"
source: "Public Contracts Scotland"
current_stage: "Award"
buyer: "THE CITY OF EDINBURGH COUNCIL"
published: "2021-10-07"
---

# CT0818 Council Records - Storage and Management

Buyer: THE CITY OF EDINBURGH COUNCIL  
Current stage: Award  
OCID: ocds-r6ebe6-0000641156

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## Summary

The City of Edinburgh Council is currently conducting a tender process titled "CT0818 Council Records - Storage and Management" for the provision of offsite storage and management of paper records. This procurement is classified under the services category and is located in Edinburgh, UK. The tender process is in the active stage, with a submission deadline set for 4th October 2021 at 12:00 PM. Interested suppliers must meet specific requirements, including secure storage for up to 65,000 boxes and an online inventory management solution. The procurement follows an open procedure, allowing all qualified entities to submit their bids.

This tender presents significant opportunities for businesses involved in records management, logistics, and storage services. Companies that can demonstrate secure offsite storage capabilities and effective inventory management systems would be well-suited to compete for this contract. Additionally, businesses that adhere to regulations regarding data sensitivity and disposal processes, as mandated by the Public Records (Scotland) Act, will have a competitive edge in this procurement process. Given the recurring nature of this requirement, successful bidders may benefit from a long-term contract that could facilitate sustained growth and collaboration with a prominent local government authority.

## Notice

The Council has an ongoing requirement for offsite storage and management of its paper records. Interested parties must be able to provide: - Secure offsite storage arrangements for up to 65,000 boxes; - Routine and Emergency Access requirements to boxes and files (on-site and delivery); - Online inventory and retention policy management solution (Accessible to Council Staff); and - Secure and auditable disposal of records.

### Lot Information

Lot 1

Centralised offsite storage of Council records has been a long-standing requirement, which has become essential over the years due to office rationalisations and increasing compliance requirements around Scottish public sector records management. The Council requires new arrangements for its offsite storage and management of its paper records. This is a recurring need and breaks down as follows: - Secure offsite physical storage arrangements for up to 65,000 boxes at the start, but aiming to reduce this significantly over a 10 year period. - Routine and emergency access requirements to boxes and files, both onsite and by delivery to multiple Council office locations via dedicated transport. - Online inventory management solution that manages both boxes and individual files (where required), including audited and authenticated disposal and retrieval processes, legal holds, classification by business function and data sensitivity, and record retention policy management. - This solution must also provide self-service access to a wide range of Council staff that need to store, retrieve / return and dispose of boxes stored under this arrangement. Under the Public Records (Scotland) Act, 2011, the Council is required to create, manage and apply record retention policies to all of its records. Currently the Council has over 900 individual retention policies - covering adoptions through to waste site management.

Renewal: Initial 5 year contract term, with two optional extensions of 3 and 2 years. (5+3+2).

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Public Contracts Scotland |
| Latest notice | https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT429753 |
| Notice type | OJEU - F3 - Contract Award 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 | Planning, Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 7 Oct 2021 |
| Submission deadline | 4 Oct 2021 |
| Future notice date | 1 Mar 2021 |
| Award date | 7 Oct 2021 |
| Contract period | Not specified |
| Recurrence | 2030 |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

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

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | THE CITY OF EDINBURGH COUNCIL |
| Locality | EDINBURGH |
| Post town | Edinburgh |
| Postcode | EH8 8BG |
| Country | Scotland |
| ITL 1 | TLM Scotland |
| ITL 2 | TLM1 East Central Scotland |
| ITL 3 | TLM13 City of Edinburgh |
| Local authority | City of Edinburgh |
| Electoral ward | City Centre |
| Westminster constituency | Edinburgh East and Musselburgh |
| Delivery location | TLM Scotland |

## CPV Codes

### Divisions

- 63 - Supporting and auxiliary transport services; travel agencies services
- 72 - IT services: consulting, software development, Internet and support

### Codes

- 63120000 - Storage and warehousing services
- 63121000 - Storage and retrieval services
- 63121100 - Storage services
- 72317000 - Data storage services

## Release History

- 7 Oct 2021 at 00:00 - Award - OJEU - F3 - Contract Award Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT429753
- 3 Sep 2021 at 00:00 - Tender - OJEU - F2 - Contract Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP426476
- 21 Jan 2021 at 00:00 - Planning - OJEU - F1 - Prior Information Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JAN404744

## Documents

- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=14
  28th September 2021 - Pricing Schedule - Version 2
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=18
  28th September 2021 - Pricing Schedule - Version 3
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=17
  28th September 2021 - Site Visit Summary
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=5
  23rd September 2021 - Terms and Conditions
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=16
  23rd September 2021 - Terms and Conditions V2
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=1
  23rd September 2021 - Instructions to Tenderers
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=15
  23rd September 2021 - Instructions to Tenderers V2
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=7
  22nd September 2021 - Pricing Schedule
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=2
  10th September 2021 - Service Specification
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=13
  10th September 2021 - Service Specification - Version 2
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=4
  10th September 2021 - Tenderers Submission
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=12
  10th September 2021 - Tenderers Submission - Version 2
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=3
  3rd September 2021 - Single Procurement Document
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=6
  3rd September 2021 - Key Performance Indicators
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=8
  3rd September 2021 - Community Benefits Contract Guidance
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=9
  3rd September 2021 - Service Spec - Appendix 1
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=10
  3rd September 2021 - Service Spec - Appendix 2
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP426476&idx=11
  3rd September 2021 - Service Spec - Appendix 3
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JAN404744&idx=1
  9th April 2021 - RFI
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JAN404744
  CT0818 Council Records - Storage and Management - The Council has an ongoing requirement for offsite storage and management of its paper records. Interested parties must be able to provide: - Secure offsite storage arrangements for up to 65,000 boxes; - Routine and Emergency Access requirements to boxes and files (on-site and delivery); - Online inventory and retention policy management solution (Accessible to Council Staff); and - Secure and auditable disposal of records.
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP426476
  CT0818 Council Records - Storage and Management - The Council has an ongoing requirement for offsite storage and management of its paper records. Interested parties must be able to provide: - Secure offsite storage arrangements for up to 65,000 boxes; - Routine and Emergency Access requirements to boxes and files (on-site and delivery); - Online inventory and retention policy management solution (Accessible to Council Staff); and - Secure and auditable disposal of records.
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT429753
  CT0818 Council Records - Storage and Management - The Council has an ongoing requirement for offsite storage and management of its paper records. Interested parties must be able to provide: - Secure offsite storage arrangements for up to 65,000 boxes; - Routine and Emergency Access requirements to boxes and files (on-site and delivery); - Online inventory and retention policy management solution (Accessible to Council Staff); and - Secure and auditable disposal of records.

## Notice URLs

- http://
- http://www.edinburgh.gov.uk
- https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000641156
- https://www.publiccontractsscotland.gov.uk/
- https://www.publiccontractsscotland.gov.uk/Default.aspx

## 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-r6ebe6-0000641156. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-r6ebe6-0000641156.json.