Section one: Contracting authority
one.1) Name and addresses
The City of Edinburgh Council
Waverley Court, 4 East Market Street
Edinburgh
EH8 8BG
Contact
Jamie Smart
Country
United Kingdom
NUTS code
UKM75 - Edinburgh, City of
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00290
one.3) Communication
Additional information can be obtained from the above-mentioned address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
CT0818 Council Records - Storage and Management
Reference number
CT0818
two.1.2) Main CPV code
- 63121100 - Storage services
two.1.3) Type of contract
Services
two.1.4) Short description
The Council has an ongoing requirement for offsite storage and management of its paper records.
Interested parties must be able to provide:
- Secure offsite storage arrangements for up to 65,000 boxes;
- Routine and Emergency Access requirements to boxes and files (on-site and delivery);
- Online inventory and retention policy management solution (Accessible to Council Staff); and
- Secure and auditable disposal of records.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 63120000 - Storage and warehousing services
- 63121000 - Storage and retrieval services
- 72317000 - Data storage services
two.2.3) Place of performance
NUTS codes
- UKM - SCOTLAND
Main site or place of performance
The City of Edinburgh
two.2.4) Description of the procurement
Centralised offsite storage of Council records has been a long-standing requirement, which has become essential over the years due to office rationalisations and increasing compliance requirements around Scottish public sector records management.
The Council requires new arrangements for its offsite storage and management of its paper records. This is a recurring need and breaks down as follows:
- Secure offsite physical storage arrangements for up to 65,000 boxes at the start, but aiming to reduce this significantly over a 10 year period.
- Routine and emergency access requirements to boxes and files, both onsite and by delivery to multiple Council office locations via dedicated transport.
- Online inventory management solution that manages both boxes and individual files (where required), including audited and authenticated disposal and retrieval processes, legal holds, classification by business function and data sensitivity, and record retention policy management.
- This solution must also provide self-service access to a wide range of Council staff that need to store, retrieve / return and dispose of boxes stored under this arrangement.
Under the Public Records (Scotland) Act, 2011, the Council is required to create, manage and apply record retention policies to all of its records. Currently the Council has over 900 individual retention policies – covering adoptions through to waste site management.
two.2.14) Additional information
This is a Prior Information Notice. Please register your interest in the notice if you are interested.
There are no Tender documents available at this stage.
two.3) Estimated date of publication of contract notice
1 March 2021
Section four. Procedure
four.1) Description
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section six. Complementary information
six.3) Additional information
Please note that the purpose of this PIN is to engage with potential Service Providers and all information contained within this PIN may be
subject to change.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=641156.
(SC Ref:641156)