Cargo handling and storage services

Tender description

The Royal Cornwall Hospitals NHS Trust (RCHT) requires the provision of a secure, off-site storage facility that enables access to its records 24 hours a day, every day of the year. The Trust records are all to be stored in a central area within the off-site storage facility to aid efficient working. The Royal Cornwall Hospitals NHS Trust (RCHT) requires the provision of a secure, off-site storage facility that enables access to its records 24 hours a day, every day of the year. The Trust records are all to be stored in a central area within the off-site storage facility to aid efficient working. The current off-site storage facility is located in Truro, Cornwall within an accessible distance of the main Hospital site. The Trust's records must only be stored at the off-site storage approved by the Trust. The Trust's Records Management Service will manage the records stored at the off-site storage facility and staff will need routine access to the facility to perform their duties. The storage facilities must preferably be located within a reasonable travelling distance from the site to allow an efficient management of the service by Trust staff. (IE: preferably not more than 15 miles). All records stored at the off-site facility shall at all times remain the property of the Trust and the contractor shall not itself have or grant or allow any third party to have any access rights to those records. Total turnaround time permissible for Trust staff to leave RCHT site, retrieve an emergency record from the facility and return to RCHT must be within 60 minutes. The Trust currently occupies approximately 6 500 running metres of metal rolled edged racking (the contractor must provide storage space with racking/shelving). The Supplier is to bear all costs involved in moving the records from its current storage location to the new site, and if necessary provision of storage boxes to move and or store the records. This includes the cost of health records staff re-tracering records on an individual basis to a new location. There are approximately 350 000 records which cover 6 500 running metres (metal rolled edged racking) and 3 500 boxes of records varying in size which cover 255 running metres. Other types of records stored, but not limited to are ledgers, box files and registers. There may be a need for additional storage requirements due to growth which is approx. 5 % on the information here. Office space is to be provided for Trust staff with access to telephone, Wi-Fi, toilet, kitchen facilities and electronic points for Trust computers/printer. This tender is being conducted using electronic means using the Internet. Companies should register their interest and respond to the contract notice using the link to the e-tendering portal: https://uk.eu-supply.com/login.asp?B=UK Potential suppliers are required to click on the current opportunities button on the e-tendering site to view details of this procurement and then use the online registration link to enter their company details. Within the form to register company details, there is a ‘Test’ button to verify the identified e-mail address. It is strongly recommended that this is used, to ensure validity and effectiveness of the link registered for messages to/from the e-tendering site. Once the registration screen has been completed and an e-mail confirming successful registration of the company has been received from CTM, suppliers can continue to follow the on-screen prompts to register an expression of interest in any particular tender. Details of the process to be followed are also available in ‘A Suppliers 1st Step Guide’ from the CTM login page. The guide will explain some of the requirements and procedures involved when responding to a tender. For more detailed information there is a 2nd document ‘Suppliers User Guide’ that can be found on the CTM home page.