---
title: "CT0818 Council Records - Storage and Management (Second Publication)"
ocid: "ocds-r6ebe6-0000671853"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-r6ebe6-0000671853"
markdown_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000671853.md"
json_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000671853.json"
source: "Public Contracts Scotland"
current_stage: "Award"
buyer: "THE CITY OF EDINBURGH COUNCIL"
published: "2022-09-21"
---

# CT0818 Council Records - Storage and Management (Second Publication)

Buyer: THE CITY OF EDINBURGH COUNCIL  
Current stage: Award  
OCID: ocds-r6ebe6-0000671853

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## Summary

The City of Edinburgh Council has awarded a contract for the provision of offsite storage and management of paper records. The tender title is "CT0818 Council Records - Storage and Management (Second Publication)". The procurement process has reached its award stage, with Iron Mountain being the successful supplier. The contract was signed on 18th August 2022, with a value of £1,725,241 in GBP. The procurement method used was an open procedure for services. The City of Edinburgh Council is the buying organisation located in Edinburgh, UK. The industry category is 'General public services'. The tender involved the storage of up to 65,000 boxes, routine and emergency access requirements, online inventory management, and secure disposal of records.

Businesses specialising in large-scale records management and storage services are well-suited to compete for this opportunity. The procurement process, now in the award stage, presents a growth opportunity for suppliers in the services industry. The contract offers a substantial value and requires expertise in maintaining the security and accessibility of records. Companies with experience in providing comprehensive storage solutions and online inventory management can leverage this tender to expand their business. The procurement aligns with the Council's need for efficient, secure, and compliant storage services, offering long-term potential growth for successful bidders.

## 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.. Please note - this is a Contract award notice. This procurement activity is now completed.

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=SEP459484 |
| 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 | Large |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 21 Sep 2022 |
| Submission deadline | 29 Nov 2021 |
| Future notice date | Not specified |
| Award date | 18 Aug 2022 |
| Contract period | Not specified |
| Recurrence | 2030 |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £1,725,241 |

## Status

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

## 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 |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | IRON MOUNTAIN |

## 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

- 21 Sep 2022 at 00:00 - Award - OJEU - F3 - Contract Award Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP459484
- 28 Oct 2021 at 00:00 - Tender - OJEU - F2 - Contract Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT431485

## Documents

- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=1
  28th October 2021 - Instructions to Tenderers
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=2
  28th October 2021 - Service Specification
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=3
  28th October 2021 - Single Procurement Document (SPD)
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=4
  28th October 2021 - Tenderers Submission
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=5
  28th October 2021 - Terms and Conditions
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=6
  28th October 2021 - Key Performance Indicators
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=7
  28th October 2021 - Pricing Schedule
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=8
  28th October 2021 - Community Benefits Contract Guidance
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=9
  28th October 2021 - Appendix 1 CEC Delivery Sites
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=10
  28th October 2021 - Appendix 2 CEC Record Retention Rules Export
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=11
  28th October 2021 - Appendix 3 Business Classification Scheme
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT431485&idx=12
  28th October 2021 - Appendix 4 Inventory Data Specification
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT431485
  CT0818 Council Records - Storage and Management (Second Publication) - 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=SEP459484
  CT0818 Council Records - Storage and Management (Second Publication) - 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-r6ebe6-0000671853
- 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-r6ebe6-0000671853. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-r6ebe6-0000671853.json.