Multifunctional Devices, Managed Print and Content Services and Records and Information Management - Lot 4

The scope of this Lot 4 Records Information Management Services is for the provision of a Records Information Management Service through the following six (6) service lines:

• Off-Site Records Information Management Service (full end to end service);
• Off-Site Storage of Inactive Records;
• Off-Site and/or On-Site Secure Shredding, Destruction and Disposal Services;
• Off-Site and/or On-Site Specialist Records Management Services;
• Off-Site and/or On-Site combined Records Information Management Services;
• Off-Site and/or On-Site Scanning Services.

The Supplier shall support the Authority through this Framework Agreement by promoting a fully electronic Records Information Management System to Contracting Authorities that shall allow:

• efficient management of Physical and Digital Information, in line with the Government's digital by default agenda;
• Contracting Authorities to meet ongoing physical storage demands;
• the separation of 'Active' and 'Inactive' Records to improve the management of inactive Records resulting in more competitive storage costs;
• scanning services to be provided in line with the Government's digital by default agenda;
• combined On-Site and Off-Site Records Information Management Services to be provided where a planned move to a fully Off-Site Records Information Management Service is a defined strategic objective;
• shredding, destruction and disposal of Records in line with the Government's environmental and waste policies; and
• compliance with The National Archives Gateway process, where required.

The Lot 4 Framework Agreement will expire on 26.10.2020 with a maximum Call Off period of seven (7) years(84) months.

Additional information: Due to the current COVID-19 pandemic, Crown Commercial Service (CCS) believes that the first condition set out in Regulation 72(1)(c) Public Contracts Regulations 2015 has been fulfilled in respect of the Framework Agreement.

Crown Commercial Service has taken the decision to extend existing framework agreements that were due for reprocurement for a period of twelve (12 months). This is to enable CCS resource to be diverted to procuring urgent requirements to deal with COVID-19 consequences and to relieve pressure on the supply chain while short staffed, to enable businesses to continue to deliver services and goods to customers. CCS intends to deliver replacement framework agreements as quickly as possible after the initial COVID-19 impact