The Provision of off-site Records Management & Document Storage

Tender description

Tenders are invited to supply and maintain a secure, flexible and value-for-money service for records management, storage of the paper records of the Council. The council must adhere to: The Data Protection Act 1998; The Freedom of Information Act 2000; And manage its records as advised by the information commissioner's office. The council's records are split across different locations and this tender seeks to improve access and security. The council is also rationalising its property assets and may require additional document storage within the life of this contract. As well as consolidate and reduce the cost of storage, retrieval, management and disposal. It also seeks to include the use of technology where legally allowed reducing the need for physical delivery and return wherever possible. There are currently approximately 24,000 boxes of documents that require transfer from their current premises and integration into a new solution. Although approximately 2000 boxes require immediate destruction. Therefore the contract should allow flexibility to reduce and increase that number. There will be varying protective marking. It is expected to be a five year fixed price contract with an option to extend the contract by up to 3 x 12 month periods at the sole discretion of the council. During the contract term the Council may wish to vary the Contract in accordance with the Agreement. In such circumstances the Council will negotiate this with the successful organisation It should be noted that the Council believes that TUPE may apply to this contract. Organisations are strongly advised to take independent professional advice on the possible application of EC Directive 77/187 (regarding the safeguarding of employee's rights in the event of transfers of undertakings, business or parts of business) (the Directives) and TUPE to any contract which might result from any tender submitted by them. The term 'TUPE' throughout the contract documents also incorporates 'the Directives'. Organisations should also take such advice into account in any tender which they submit. It should be noted that the Council does not provide a warranty to the accuracy of the information provided in regards to TUPE.