Published date: 4 April 2018

This notice was replaced on 17 May 2019

This notice does not contain the most up-to-date information about this procurement. The most recent notice is:

Awarded contract (published 17 May 2019)

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

  • Storage and retrieval services - 63121000

Location of contract

UB8 1UW

Value of contract

£85,000

Procurement reference

tender_159456/664218

Published date

4 April 2018

Closing date

25 April 2018

Contract start date

2 July 2018

Contract end date

1 July 2022

Contract type

Service contract

Procedure type

Open procedure

Any interested supplier may submit a tender in response to an opportunity notice.

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

No

Description

The London Borough of Hillingdon ("the Council") is seeking a single experienced supplier to provide off site document storage, the management off the Council's offsite records and secure destruction of its confidential waste. The Council currently has approximately 6,500 standard sized (40cm x 32cm) Boxes, 13,000 Files and 1,200 Tapes containing highly confidential information stored in a secure offsite facility.

The supplier shall have a secure offsite storage facility that complies with the forthcoming General Data Protection Regulations

Contract Conditions: Commencement date: 1st July 2018 (envisaged)

Contract duration: The Contract will be for an initial term of 3 (three) years with the option to extend for a further 1 (one) giving a total permissible contract term of 4 (four) years.

Brief scope of service requirements is outlined below. Further details can be found in Appendix A- Specification.

The supplier will be required to deliver the following service elements, but is not limited to the following;

- Intake of records (Files/Boxes/Tapes/Other Media)
- Records retrievals / returns
- New records collection
- Access to a records management platform (Inventory software) with live overview of what is stored and with compulsory fields such as
destruction date and description for each new submission
- One single auditable online channel for intake of new record requests Barcoding / Records indexing / Database management
- Retrieval
- Consumable items e.g. boxes, labels
- Transportation
- Telephone Help Desk
- Stored within a secure environment within store
- Report on inactive records (inactive duration of 12 months)
- Retrieved records to be flagged as possibly permanently removed after 60 days from removal date without return. Contract Administrator to be notified for final decision.

More information

Additional text

The London Borough of Hillingdon is not seeking expressions of interest in this project but invite all interested organisations to tender through the Council's nominated electronic tendering portal, www.capitalesourcing.com Please register on the above portal where the tender documents for this project can be downloaded.

About the buyer

Address

London Borough of Hillingdon
Uxbridge
UB8 1UW
England

Email

amayo2@hillingdon.gov.uk