Official UK procurement notice
Commercial Storage provision · UK public procurement notice
Authority: Worcestershire County Council (Local council)
What is being bought
Published requirement description- Following the declaration that County Hall is surplus to the current needs of the Council, all remaining assets, services & functions operating from the County Hall site have been identified for disposal / relocation and this includes the physical records currently held in the Record Office building, managed by the Corporate Information Governance Team (CIGT).
- The records held by CIGT comprise records created across the whole Council and include:
- Legal files
- Deeds and agreements
- Adult and Children’s Social care records
- Highways, planning, development control, environment
- Employee records
- Funding and grant programme records
- Building and property files
- To ensure compliance with statutory obligations and best-practice standards, the Council seeks to appoint a contractor to provide secure, efficient, and cost-effective off-site storage services with retrieval, destruction, and related support.
- Physical records are currently managed through a combination of the FileTrack records management system, locally maintained spreadsheets, and a suite of documented processes, policies, and standards. All boxes and oversized items are assigned a unique barcode identifier linked to FileTrack, enabling location control, audit trails, and retrieval management. Individual files within boxes are only barcoded if they have previously been requested, enabling accurate re‑filing back into their originating container.
- Retention and disposal activities are governed by the Council’s Disposal Schedule, which is complex due to the broad range of services the Council delivers and the diverse types of records it creates. The schedule sets out minimum retention periods based on legislative obligations, statutory guidance, and operational needs. When the contents of a box reach the end of their retention period, CIGT initiates a review by contacting the relevant Data Owners. Disposal decisions may result in destruction approval, extended retention, or—in some cases—individual file‑level reviews where mixed content exists.
- No preliminary market engagement: A Request for Information was published in June 2025, and we received five responses. Following on from this we spoke to two of the storage providers who responded to seek clarification on some of the costs.
CPV: Storage and retrieval services · Storage and warehousing services · Storage services
The lotProcurement structure
single lot · value publishedLot #1AwardedPublished value£600,000
- Economic & financial standing
The Supplier shall at its own cost effect and maintain with reputable insurance companies, insurance policies to cover its liabilities under this agreement providing as a minimum the following levels of cover:
public liability insurance with a limit of indemnity of at least £5,000,000 (five million pounds) in relation to any one claim or series of claims;
employer's liability insurance with a limit of at least £5,000,000 (five million pounds) per claim or in accordance with any legal requirement for the time being in force in relation to any one claim or series of claims;
professional indemnity insurance with a limit of indemnity of not less than £2,000,000 (two million pounds) in relation to any one claim or series of claims and shall ensure that all professional consultants or Subcontractors involved in the provision of the Services hold and maintain appropriate cover;
- Technical & professional ability
- Data Protection Act 2018
- UK GDPR
- Relevant facility standards for records storage (e.g., fire safety, environmental and security controls)
- The Council’s information governance standards
- Condition of participationshortlisting
- Company Experience
- Company Profile
- Bidder Availablility
- IT Security Assessment
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (6)
- Quality criterion 1 (Lot 0): 10%
- Quality criterion 2 (Lot 0): 5%
- Quality criterion 3 (Lot 0): 10%
- Quality criterion 4 (Lot 0): 10%
- Quality criterion 5 (Lot 0): 5%
- Price criterion 1 (Lot 0): 60%
Published award criteria (6)
- Quality criterion 1 (Lot 0): Project Plan/ The bidder must provide a detailed project plan depicting how the scope of work will be delivered within our timescales. The bidder must meet all the requirements outlined in: • Initial Uplift of Records (Section 2)
- Quality criterion 2 (Lot 0): Key Personnel Experience/Capabilities Outline the key personnel and the project team members to be involved in the implementation of the project. The Bidder must provide proof of expertise regarding key personnel.
- Quality criterion 3 (Lot 0): bidder must meet the requirements outlined in: • Retrievals and Delivery (Section 3). • Secure Destruction (Section 4). • Contract Management, Inventory & Portal (Section 6). • Service Levels (Section 7), please include any additional SLAs, and what service credits would be available to the council for service levels failures • Annual audit (Section 8), the bidder must outline process for requesting an audit. • Compliance Requirements (Section 9). • Exit Strategy (Section
- Quality criterion 4 (Lot 0): The bidder must meet the requirements outlined in: • Disaster Recovery, Business Continuity Security (Section 5) • Compliance Requirements (Section 9)
- Quality criterion 5 (Lot 0): Social Value This Toolkit is designed to help suppliers understand the types of deliverables they can offer to support Social Value as part of tender submissions.
- Price criterion 1 (Lot 0): Please complete the Pricing Schedule (Appendix 5) providing detailed breakdown of all fees
- Economic & financial standing
The Supplier shall at its own cost effect and maintain with reputable insurance companies, insurance policies to cover its liabilities under this agreement providing as a minimum the following levels of cover:
public liability insurance with a limit of indemnity of at least £5,000,000 (five million pounds) in relation to any one claim or series of claims;
employer's liability insurance with a limit of at least £5,000,000 (five million pounds) per claim or in accordance with any legal requirement for the time being in force in relation to any one claim or series of claims;
professional indemnity insurance with a limit of indemnity of not less than £2,000,000 (two million pounds) in relation to any one claim or series of claims and shall ensure that all professional consultants or Subcontractors involved in the provision of the Services hold and maintain appropriate cover;
- Technical & professional ability
- Data Protection Act 2018
- UK GDPR
- Relevant facility standards for records storage (e.g., fire safety, environmental and security controls)
- The Council’s information governance standards
- Condition of participationshortlisting
- Company Experience
- Company Profile
- Bidder Availablility
- IT Security Assessment
- Price carries 60 of 100 points: a 10% discount moves about 6 points. This one is won on the number: sharpen the price before polishing the prose.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 1 Apr 2026, 11:51 BST
- Last source update
- 19 Jun 2026, 08:51 BST
- Award evaluation window
- Submission end – 8 Jun 2026
- Authority reference
COR26005- FTS notice number
2026/S 000-030285- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-067a96Find a Tender- Contract terms summary
- Payment runs are completed daily (Monday – Friday).
- Crediting dates may be impacted in line with UK bank holidays, etc.
- Approved payments will be made within 30 days of receipt of a valid invoice where possible, however we are unable to provide a guarantee for unapproved payments.
Worcestershire County Council operates a Premier Supplier Partnership, this ensures that you are paid
earlier than the standard 30 days terms of payment the Council offers in exchange for a small rebate.
The rebate deducted from the amount owed is calculated dynamically and is proportionate to the
actual number of days by which payment is accelerated. Outside of the tendering process, this is a 1%
rebate for accelerated payment on day 10. The benefits to suppliers include improved cash flow and
prioritised invoice processing. The Council expects its suppliers to support the Premier Supplier
Partnership, which will allow the Council to protect its front-line services.
Further details can be found in Premier Supplier Partnership (PSP) Appendix 5 .
- Risks
Contract value
Our current volumes have been provided. but actual volumes to be stored may vary as we are currently undertaking a cleansing exercise. Changes in box numbers could affect contract value. We have also estimated the number of box retrieval requests, again changes to the required number could affect the contract value.
How it was run
Official notice- Submission deadline
- 8 May 2026, 23:59 BST
- Clarification deadline
- 24 Apr 2026, 23:59 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
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Timeline
1 Apr 2026 → 30 Jun 2026 · 8 dates- Tender notice published208 days ago1 Apr 2026, 11:51 BST
- Clarification questions by185 days ago24 Apr 2026, 23:59 BST
- Submission deadline171 days ago8 May 2026, 23:59 BST
- Award decision expected by140 days ago8 Jun 2026, 23:59 BST
- Contract starts133 days ago16 Jun 2026, 00:00 BST
- Assessment summaries sent130 days ago19 Jun 2026, 00:00 BST
- Latest notice published129 days ago19 Jun 2026, 08:51 BST
- Standstill ends118 days ago30 Jun 2026, 23:59 BST
Notice history
4 events · 2 releases on Find a Tender · since 1 Apr 2026- Tender notice published1 Apr 2026, 11:51 BSTUK4
- Contract award notice published19 Jun 2026, 08:51 BSTUK6
- Status changed to complete19 Jun 2026, 08:51 BST
- Contract signature expected20 Jul 2026, 23:59 BSTscheduled
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Restore PLC20 Jul 2026 – 18 Jul 2031 | £201,870 | 10 Jun 2026standstill to 30 Jun 2026 | Standstill |
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 2final-stage tenders · 7 at stage one | 0 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- Restore PLCAwarded supplier
Official documents & specifications (2)
Official links; attachments are not copiedNotices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender