Section one: Contracting authority
one.1) Name and addresses
Warwickshire County Council
Shire Hall,Market Square
WARWICK
CV344RL
Contact
Samantha Priestley
procurement@warwickshire.gov.uk
Country
United Kingdom
Region code
UKG13 - Warwickshire
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main 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
WCC Records Management Storage
Reference number
WCC 14760
two.1.2) Main CPV code
- 79996100 - Records management
two.1.3) Type of contract
Services
two.1.4) Short description
Warwickshire County Council is looking to re-procure the contract for the provision of paper records storage, retrieval, confidential disposal and scanning services.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £1,264,790
two.2) Description
two.2.2) Additional CPV code(s)
- 79996100 - Records management
- FG12 - For storage purposes
two.2.3) Place of performance
NUTS codes
- UKG - West Midlands (England)
two.2.4) Description of the procurement
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.
two.2.5) Award criteria
Quality criterion - Name: Environment / Weighting: 3
Quality criterion - Name: Uplift of boxes / Weighting: 6
Quality criterion - Name: Management of files / Weighting: 15
Quality criterion - Name: Social Value / Weighting: 3
Quality criterion - Name: Security and disaster recovery / Weighting: 9
Quality criterion - Name: Digital records / Weighting: 12
Quality criterion - Name: Customer requests, communication and reporting / Weighting: 12
Price - Weighting: 40
two.2.11) Information about options
Options: Yes
Description of options
The term of the contract will be for an initial 7 years and the council has the option to extend for a further 36 months at its sole discretion
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
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Competitive procedure with negotiation
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2022/S 000-029264
Section five. Award of contract
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
22 May 2023
five.2.2) Information about tenders
Number of tenders received: 8
Number of tenders received by electronic means: 8
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Topwood Ltd
Wrexham
Country
United Kingdom
NUTS code
- UKL - Wales
Companies House
4398739
The contractor is an SME
Yes
five.2.4) Information on value of contract/lot (excluding VAT)
Total value of the contract/lot: £1,264,790
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Royal Court of Justice
The Stand
London
Country
United Kingdom