Published date: 17 January 2023

Last edited date: 17 January 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.


Closing: 20 February 2023, 12pm

Contract summary

Industry

  • Storage units - 39173000

Location of contract

East of England

Value of contract

£10,000

Procurement reference

The Matthew Project - On Track Data Storage

Published date

17 January 2023

Closing date

20 February 2023

Closing time

12pm

Contract start date

1 April 2023

Contract end date

31 March 2034

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?

Yes

Contract is suitable for VCSEs?

No

Description

On Track is one of four projects in the New Anglia LEP that has secured funding from the Building Better Opportunities Programme. The project started in 2017 and is due to finish delivery by March 2023.
Scope of the Document Retention Storage
On Track can be subject to an audit even after the project is completed and it is a requirement of funding that core documents are retained and made available for inspection over the entire period. These documents should be kept in an acceptable format so that they can be inspected where necessary.
As stated in the European Social Fund (ESF) Funding Agreement, ESF Grant Recipients are required to provide records to evidence that the expenditure in claims complies with the relevant regulations, rules and terms of the Funding Agreement, to enable the Managing Authority (MA) to meet its reporting obligations and to demonstrate compliance with European Union (EU) requirements.
As a lead organisation, On Track are required to retain evidence in line with the ESF Document Retention guidance to support post closure audits. We expect the capacity of storage required to be 50 archive boxes of documents. Storage will be required from 1st April 2023. Currently the estimated date for document retention is 31 March 2034.
Deliverables
We envisage that we will require:
• Document retention storage for up to 50 archive boxes from 1st April 2023 to 31st March 2034
• Access to documents in storage throughout this time period
• Collection of boxes from Next Steps, 70-80 Oak Street, Norwich, NR3 3AQ, on or before 31st May 2023
• Disposal of all data at the end of the storage period
• Facility to make full payment up front on or before 31st March 2023
Budget
The budget for the document retention storage should include all expenses but exclude VAT. Tenders should give a full breakdown of the budget, setting out its use to achieve the deliverables as set out in section 5 above.
Form of Tender
Your tender should comprise:
• A statement of your understanding of our needs in terms of this brief.
• Breakdown of daily, weekly, monthly or yearly rates.
• Breakdown of transportation costs.
• Breakdown of any additional costs not already mentioned.
• A track record in document retention storage.
• Evidence of liability insurance to cover data in the event of loss or compromise
• Identification of any added value you feel you can bring to this contract.
Scoring criteria
Tenders will be scored against the following criteria:
Value for Money
Evidence of high quality track record
Accessibility of data to our offices in Norwich
Submission deadline
The deadline for submission of tenders is 12 noon on 20th February 2023.
Tenders can be sent via email to anita.gagen@matthewproject.org
Tenders received after the deadline of 12 noon on 20th February 2023 will not be accepted.
Please direct any enquiries about the tender to: Anita Gagen anita.gagen@matthewproject.org
General Information
Website www.ontracknorfolk.org

More information

Attachments

  • On Track Building Better Opportunities Evidence Storage Tender Brief.docx
  • Tender notice
  • This brief outlines the requirements of the On Track Building Better Opportunities Programme for document retention storage requirements. The brief begins with an outline of the background of the project. This is followed by a description of the deliverables we need from the document retention storage, and then the timescales for delivery and the form of tender we need bidders to follow.

About the buyer

Contact name

Anita Gagen

Address

The Matthew Project
70-80 Oak Street
Norwich
NR3 3AQ
United Kingdom

Telephone

07500605091

Email

anita.gagen@matthewproject.org

Website

https://www.ontracknorfolk.org/