Published date: 18 October 2023

Awarded contract - This means that the contract has been awarded to a supplier.


Closing: 23 June 2023, 12pm

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

18 October 2023

Closing date

23 June 2023

Closing time

12pm

Contract start date

1 November 2023

Contract end date

31 October 2027

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.

More information

Previous notice about this procurement

FRAM-926-23-TH

  • Opportunity
  • Published 25 May 2023

Award information

Awarded date

11 October 2023

Contract start date

1 November 2023

Contract end date

31 October 2027

Total value of contract

£75,000

This contract was awarded to 1 supplier.

Restore Records Management

Address

The Databank, Unit 5, Redhill Distribution
Centre, Salbrook Road, Redhill, Surrey, RH1
5DY

Reference

Companies House number: 05169780

Supplier is SME?

Yes

Supplier is VCSE?

No

About the buyer

Contact name

Thomas Hasson

Address

Priory Street
COVENTRY
CV15FB
England

Email

ad7747@coventry.ac.uk