Provision of Off-Site Storage for NatureScot Records

Tender description

NatureScot is preparing to undertake a procurement exercise for the Provision of Off-Site Storage. As part of the development process for the procurement approach, NatureScot is seeking views and information from the marketplace in connection with the areas set out in this Prior Information Notice (PIN). NatureScot have included a questionnaire (which can be found here - https://www.cognitoforms.com/ScotlandExcel1/OnBehalfOfNatureScotScottishNaturalHeritageOffsiteStorageForNatureScotRecords) Lot 1: NatureScot is preparing to undertake a procurement exercise for the Provision of Off-Site Storage. The future contract is expected to run for an initial five-year period, with the option to extend for up to two further years, providing a potential total duration of seven years. NatureScot currently stores approximately 5,743 cubic feet of records offsite, consisting of a wide range of formats including paper files, maps, photographs, slides, audiovisual materials, and digital media. These records require secure, environmentally controlled storage, robust inventory management and reliable retrieval and transport arrangements. In addition, the forthcoming requirement is expected to include scan on demand services, secure destruction, and the supply of associated materials such as boxes, barcodes and destruction sacks. The supplier will also need to ensure and maintain full system compatibility with NatureScot’s Electronic Records and Document Management System (eRDMS). Integration will be achieved through API-driven transmission of CSV metadata files from the eRDMS to the Contract’s inventory system. NatureScot requires that, in the event the incumbent supplier does not bid or is not awarded the contract, the successful supplier will be responsible for managing the full transfer of existing records from the incumbent’s facility to their own. This will include all planning, coordination, uplift, transport, and reconciliation of inventory data. Market consultation is an important part of the procurement process and gives us an opportunity to consider your specialist opinion and expertise. This engagement does not constitute the launch of a procurement process; however, responses will help shape the forthcoming Invitation to Tender.. NatureScot have included a questionnaire (which can be found here - https://www.cognitoforms.com/ScotlandExcel1/OnBehalfOfNatureScotScottishNaturalHeritageOffsiteStorageForNatureScotRecords) for interested suppliers and may invite further dialogue to explore delivery models and gather feedback.