WCC Records Management Storage

Contract summary

Industry

• Records management - 79996100

Location of contract

West Midlands

Value of contract

£1,300,000

Procurement reference

WCC-14760

Published date

2 June 2023

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)

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

Yes

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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.

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More information

Previous notice about this procurement

WCC Records Management Storage

• Opportunity
• Published 18 October 2022

Additional text

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.

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Award information

Awarded date

22 May 2023

Contract start date

29 May 2023

Contract end date

27 May 2033

Total value of contract

£1,264,790

This contract was awarded to 1 supplier.

TOPWOOD LIMITED

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About the buyer

Address

Shire Hall,Market Square
WARWICK
CV344RL
England

Telephone

01926 476791

Email

procurement@warwickshire.gov.uk

Website

www.warwickshire.gov.uk