Published date: 25 May 2023
This notice was replaced on 18 October 2023
This notice does not contain the most up-to-date information about this procurement. The most recent notice is:
Awarded contract (published 18 October 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
Filing services - 79560000
Location of contract
West Midlands
Value of contract
£0 to £1
Procurement reference
GROUP PHYSICAL RECORD REPOSITORY
Published date
25 May 2023
Closing date
23 June 2023
Closing time
12pm
Contract start date
16 August 2023
Contract end date
16 August 2025
Contract type
Supply contract
Procedure type
Call-off from a framework agreement
A mini-competition or direct purchase from a pre-established framework agreement.
Contract is suitable for SMEs?
No
Contract is suitable for VCSEs?
No
Description
Coventry University Higher Education Corporation and its subsidiary companies (to be subsequently referred to as "CU / Group") is looking for an offsite records storage provider to store its Group physical records, e.g. paper. Whilst the Group is a global organisation, with records held in Coventry, London, Scarborough, and outside of the UK, immediate storage requirements are for records held in our UK campuses, namely Coventry. However, this is likely to still require collection and delivery of records from multiple locations.
Our initial storage requirement can be split into three stages ordered by priority:
1. The Group has approximately 1000 boxes of physical records (the majority are paper files though some contain CD's and microform), needing to be moved from the ground floor of the Alma Building, CV1 5QA, due to environmental concerns.
2. The Group has a further ~1000 boxes of physical records, e.g. paper, stored with an offsite storage provider based in Lutterworth, whose contract is due to end.
3. In addition to the above, the Group has undertaken an exercise to determine any other records stored on site within various onsite locations, this has highlighted approximately 1500 boxes of physical records. These records will need to be stored offsite. It is also understood that these records will need cataloguing.
Records as per points 1 and 2 are unlikely to require cataloguing but will require their existing inventories to be migrated into one catalogue.
The Agreement will be awarded for a duration of two years, with an option for Coventry University, at its discretion, to elect to extend the term of the Agreement for two further one year periods. For the avoidance of doubt, the term of the Agreement shall not exceed a maximum of four years.
The procurement document can be accessed for free at https://in-tendhost.co.uk/coventryuniversity/. This is the same location to reply to this Tender.
About the buyer
Contact name
Thomas Hasson
Address
Priory Street
COVENTRY
CV15FB
England
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