SSA_2023_South Africa_ Provision of records management services for materials provided by the British Council and stored in boxes.

Tender description

Records Management Services detailed below for Materials provided by the British Council and stored in Boxes. Such Services include but are not limited to storage, transfer, retrieval, and destruction of Materials stored in Boxes.<br /><br />Details of the Services are as follows: <br /><br />Box storage-Supplier stores the Materials provided by the British Council at their premises for a monthly storage fee.<br />Boxes- Please specify the types of boxes available. Our default position would be the standard box size.<br />New Box Purchase & Entry System British Council is responsible to prepare Box shipment forms, upload new Materials into Boxes, affix barcodes/naming conventions to Boxes and use parcel tape to seal the Boxes by taping around the lid and across the top of the box. Supplier is responsible to enter Boxes barcodes and identification data from the Box shipment forms in the electronic inventory system. Supplier will reject any damaged Box upon collection (if packing is not performed by Supplier packing team). Supplier will reject any Box without being labelled with Supplier barcode<br />Service Level Agreement (SLA) Please specify SLA's available with focus on retrievals, entries onto system post collection, index reporting etc<br />Box Preparation-Please specify if the boxes are reset once collected and entries are made onto the system<br />Transportation Delivery and collection of boxes. Will the fee include a set of alternative sites (British Council remote locations) up to a max or would the charge be separate<br />Emergency retrieval of files-Please specify process<br />Return of retrieved files-If the British Council returns the retrieved Materials for re-storage, Supplier will put the Files back in original place for easy recording and future retrieval.<br />Destruction/Disposal Please specify the process and schedules followed for this process. Additionally, please specify the destruction of paper and digital files.<br /><br />This Service includes the removal of files/materials from the facility, the preparation of the destruction report, the packaging of the boxes/materials, the loading of the materials/boxes into a vehicle, transportation to the disposal site and the safe and secure disposal of the items. <br /><br />Shredding method is applied for destruction. Materials will be irreparable after clipping/shredding. Supplier will ensure that the type of the Shredder is in line with the British Council Minimum standard (Cross-cut, DIN Standard 66399 Security Level 4 (Particle size ≤ 160mm2)). Since the Supplier does not examine the actual content, type, value and meaning of the Materials, the British Council is obliged to provide information in case the Disposal Service would be subject to special conditions due to the specific content, type, value, sensitivity or meaning of the Material in question, (in particular pre-official authorization, notarization, public archives permission, etc.).<br />Missing/Damaged Boxes/Files Please specify the process and levels of accountability<br />Digital filing- Please specify what digital storage options are available, process and regulations<br />Security Standards Please specify security standards (physical security, CCTV, temperature and humidity control, fire security, pest control, contingency plans etc)<br />Inventory/Indexing report This is critical to managing the contents stored. This must be included in the service fee as a mandatory reporting on a quarterly basis<br />Viewing Room A viewing room should be available for use (either free of charge or at agreed fee included in the Services Price List).<br />Naming conventions- Guidance is welcome here however this must be agreed in advance prior to commencement<br /><br />