Records management

Tender description

The Department for Work and Pensions (DWP) (referred to hereafter as the Contracting Authority) is seeking to establish a Contract with a single Supplier for the provision of a Records Management Service for an initial term of four (4) years with the option to extend for up to a further one (1) year period by giving the Supplier no less than three (3) months written notice. Any extension will be exercised at the sole discretion of the Contracting Authority. This Records Management Contract is for the provision of Services relating to the management of DWP's hard copy Records only and does not include any electronic Records, with the exception of the provision of services relating to the scanning of hard copy Records as set out in the specification (which is available in the ITT). The Supplier shall provide the full end-to-end Records Management Service from the Contracting Authority's single designated location which shall be Heywood File Store, which is located in Manchester Road, Heywood, Lancashire OL10 2PZ. Further details about the File Store at Heywood can be found in the ITT. The Supplier's responsibilities shall include, but not limited to, accepting deliveries of Records from the Contracting Authority's Business Areas, preparing Records for storage (including barcoding, indexing and linking of Records), moving Records into storage, retrieving Files from storage, preparing Records for return to Business Areas, and destroying and archiving Records. The supplier shall be required to undertake bulk projects on an ad-hoc basis, when requested by the Contracting Authority. The Supplier shall be required to manage space effectively within the File Store. The Supplier is also required to provide, install, manage and maintain a Records Management IT system to record all activities undertaken, including tracking the movement of all Files from Intake through to Destruction. The Records Management IT system shall have the capacity to allow extensive User access at any one time. The supplier will be required to provider regular Management Reports to the Contracting Authority, it's Business Areas and the Agent via the Records Management IT system. The Supplier will be required to provide a help-desk service to answer the Contracting Authority's User's enquiries about the Records Management IT system and other general service enquiries related to the provision of the services. The Supplier shall be required to provide training to the Contracting Authority's Users about the Records Management IT system. An Implementation Period will commence as soon as the Contract has been awarded, and delivery of the Services under this Contract is expected to commence 1.1.2017 (Activity Commencement Date), subject to the provisions in the Contract. Suppliers shall note that charges under this Contract will not come into effect until the Activity Commencement Date. A detailed description of the Services, that the Supplier shall be required to supply under this Contract are set out in full in Attachment 4b of the ITT.