Published date: 18 October 2022
This notice was replaced on 2 June 2023
This notice does not contain the most up-to-date information about this procurement. The most recent notice is:
Awarded contract (published 2 June 2023)
Closed opportunity - This means that the contract is currently closed. The buying department may be considering suppliers that have already applied, or no suitable offers were made.
Contract summary
Industry
Records management - 79996100
Location of contract
West Midlands
Value of contract
£1,300,000
Procurement reference
WCC-14760
Published date
18 October 2022
Closing date
18 November 2022
Closing time
12pm
Contract start date
8 March 2023
Contract end date
7 March 2033
Contract type
Service contract
Procedure type
Competitive procedure with negotiation (above threshold)
Anyone may ask to participate, but only those who are pre-selected will be invited to submit initial tenders and to negotiate.
This procedure can be used for procurements above the relevant contract value threshold.
Contract is suitable for SMEs?
Yes
Contract is suitable for VCSEs?
Yes
Description
Warwickshire County Council is looking to re-procure the contract for the provision of paper records storage, retrieval, confidential disposal and scanning services.
To date 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.
Warwickshire County Council will be using its e-tendering system (In-Tend) for the administration of this procurement process and providers must register with the system to be able to express an interest.
The web address is: www.csw-jets.co.uk
Registration and use of In-Tend is free. Once registered, all correspondence for this procurement process must be via the in-tend correspondence function. However, if you are unable to register with the website please email us at procurement@warwickshire.gov.uk
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.
More information
Additional text
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Warwickshire County Council will be using its e-tendering system (In-Tend) for the administration of this procurement process and providers must register with the system to be able to express an interest.
The web address is: www.csw-jets.co.uk
Registration and use of In-Tend is free. Once registered, all correspondence for this procurement process must be via the in-tend correspondence function. However, if you are unable to register with the website please email us at procurement@warwickshire.gov.uk
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.
WCC reserves the right to award the contract on the basis of the initial tender submissions without conducting the negotiation phase, or to enter into negotiations with bidders on any aspect of their submissions except for the Minimum Requirements and Award Criteria. WCC may use the negotiation procedure to improve the content of the bidders' initial submissions and/or to reduce the number of bidders invited to submit a best and final offer.
About the buyer
Address
Shire Hall,Market Square
WARWICK
CV344RL
England
Telephone
01926 476791
procurement@warwickshire.gov.uk
Website
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