Published date: 19 January 2021

Last edited date: 19 January 2021

This notice was replaced on 4 June 2021

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

Awarded contract (published 19 January 2021, last edited 9 June 2021)

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

North West

Value of contract

£9,500,000

Procurement reference

tender_190756/918969

Published date

19 January 2021

Closing date

5 February 2021

Closing time

11am

Contract start date

1 June 2021

Contract end date

10 January 2023

Contract type

Service contract

Procedure type

Open procedure (above threshold)

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

This procedure can be used for procurements above the relevant contract value threshold.

Contract is suitable for SMEs?

No

Contract is suitable for VCSEs?

No

Description

The purpose is to appoint a single supplier responsible for the provision of a records management service which shall include an onsite records management service.

The primary business as usual operational elements of the records management requirements are

Intake and return of records
storage of records
retrieval
destruction of records
secure removal of confidential waste
management and maintenance of records management IT system
user support
provision of records management consumables

As well as the BAU requirements listed the specification also includes the requirement for a full file audit of all records in storage. This will include the validation, reconciliation and consolidation of all items.

The successful supplier will be responsible for the provision of a records management service which shall include the requirement to undertake a file audit and consolidation exercise over the contract period to validate the DWP record holdings and manage the space effectively within the Heywood Store. This is to ensure that at the end of the contract term, the boxes DWP plans to transfer to an off site facility are at the optimum capacity and contents are validated as accurate.

DWP currently utilise the ONeills system and it's records management IT system and the successful supplier is required to fully manage and maintain the system on behalf of DWP. The supplier will be required to provide a help desk service to answer DWP user enquiries in relation to the records management IT system and other general service enquiries related to the provision of the services.

More information

Links

Additional text

Related notices publish for this exercise.

About the buyer

Address

Commercial Directorate, Peel Park, the Shell, Level 2, Brunel Way
Blackpool
FY4 5ES
England

Email

recordsmanagement.heywood@dwp.gov.uk