FRAM-926-23-TH

Coventry University Higher Education Corporation and its subsidiary companies (to be subsequently referred to as "CU / Group") is looking for an offsite records storage provider to store its Group physical records, e.g. paper. Whilst the Group is a global organisation, with records held in Coventry, London, Scarborough, and outside of the UK, immediate storage requirements are for records held in our UK campuses, namely Coventry. However, this is likely to still require collection and delivery of records from multiple locations.

Our initial storage requirement can be split into three stages ordered by priority:

1. The Group has approximately 1000 boxes of physical records (the majority are paper files though some contain CD's and microform), needing to be moved from the ground floor of the Alma Building, CV1 5QA, due to environmental concerns.
2. The Group has a further ~1000 boxes of physical records, e.g. paper, stored with an offsite storage provider based in Lutterworth, whose contract is due to end.
3. In addition to the above, the Group has undertaken an exercise to determine any other records stored on site within various onsite locations, this has highlighted approximately 1500 boxes of physical records. These records will need to be stored offsite. It is also understood that these records will need cataloguing.

Records as per points 1 and 2 are unlikely to require cataloguing but will require their existing inventories to be migrated into one catalogue.

The Agreement will be awarded for a duration of two years, with an option for Coventry University, at its discretion, to elect to extend the term of the Agreement for two further one year periods. For the avoidance of doubt, the term of the Agreement shall not exceed a maximum of four years.

The procurement document can be accessed for free at in-tendhost.co.uk/coventryuniversity/ ↗. This is the same location to reply to this Tender.