WCC Records Management Storage

Warwickshire County Council is looking to re-procure the contract for the provision of paper records storage, retrieval, confidential disposal and scanning services.

To date the Council has approximately 40,000 boxes in storage with its current Provider, and, despite the Pandemic, this number has increased significantly over the last two years owing to the council undertaking a property and paper document rationalisation exercise known as "Bin, Scan, Store". The Council is unsure of any increased volume of storage during the life of this contract and has a view to digitise the records. Most records are held in cardboard boxes, measuring 405mmL x 280mmW x 265mmH that carry the brand of the current contract holder alongside outsized roll plan boxes. There are some boxes measuring 381mmL x 330mmW x 270mmH. There are also outsize, maps/plans stored flat or in plan chests and rolled plan drawings stored in plan tubes, The Council also stores some information in microfilm/fiche format. Most of the information will be in the standard cardboard boxes, the dimensions of which are stated above.

The Council is particularly keen to see how suppliers will reduce their impact on the environment through innovative approaches to managing the Council's records throughout their lifecycle and the life of the contract. This is with reference to buildings management, consumables, storage, transport, digital storage, digitisation and confidential document disposal.

Warwickshire County Council will be using its e-tendering system (In-Tend) for the administration of this procurement process and providers must register with the system to be able to express an interest.

The web address is: www.csw-jets.co.uk

Registration and use of In-Tend is free. Once registered, all correspondence for this procurement process must be via the in-tend correspondence function. However, if you are unable to register with the website please email us at procurement@warwickshire.gov.uk

During the course of the contract period the range and scope of these services may be subject to modification and variation to meet the changing needs and requirements of the Council, potential changes in legislation and the changing demands placed on the Council by its customers.

Additional information: Warwickshire County Council will be using its e-tendering system (In-Tend) for the administration of this procurement process and providers must register with the system to be able to express an interest.

The web address is: www.csw-jets.co.uk

Registration and use of In-Tend is free. Once registered, all correspondence for this procurement process must be via the in-tend correspondence function. However, if you are unable to register with the website please email us at procurement@warwickshire.gov.uk

During the course of the contract period the range and scope of these services may be subject to modification and variation to meet the changing needs and requirements of the Council, potential changes in legislation and the changing demands placed on the Council by its customers.

WCC reserves the right to award the contract on the basis of the initial tender submissions without conducting the negotiation phase, or to enter into negotiations with bidders on any aspect of their submissions except for the Minimum Requirements and Award Criteria. WCC may use the negotiation procedure to improve the content of the bidders' initial submissions and/or to reduce the number of bidders invited to submit a best and final offer.