BBC Records Management, Storage and Retrieval ITT

Concepts

• storage and retrieval
• bbc
• bbc records management
• standard storage boxes of semi-active
• linear feet of standard storage boxes
• secure records management
• records management
• archival storage
• retrieval services
• storage

Location

London

Description

The BBC is looking to purchase secure records management and archival storage and retrieval services. The records comprise predominantly of standard storage boxes of semi-active pre-archival material and permanent archive material, including some tubes, non-standard boxes and other items. Services required include pre-storage for semi-active material and permanent archival storage which must comply with EN 16893:2018 and BS 4971:2017 standard or equivalent. The records comprise approximately 45,500 linear feet of standard storage boxes containing approximately 42,500 linear feet of standard (semi-active records) material and 3,000 linear feet of permanent archive material. The services will include retrieval, intake, destruction, scanning, re-boxing and an online tracking and ordering system. The BBC seeks a 3-year Contract with 2x12 month extensions, to a maximum of 5 years.

Total Quantity or Scope

The BBC is looking to purchase secure records management and archival storage and retrieval service and is acting on its own behalf and as agent for BBC Studios Production Ltd and Children in Need. The records consist of working papers of the BBC relating both to content production (e.g. radio and television programmes and online content) and to business support functions such as HR, property management, legal, rights and commercial activities. The records comprise of predominantly standard storage boxes of semi-active pre-archival material and permanent archive material, including some tubes, non-standard boxes and other items. Services required include pre-storage for semi-active material and for permanent archival storage which must comply with EN 16893:2018 and BS 4971:2017 standard or equivalent (please note BS PD 5454:2012 has been superseded). The records comprise approximately 45,500 linear feet of predominantly standard storage boxes containing approximately 42,500 linear feet of standard (semi-active records) material and 3,000 linear feet of permanent archive material and includes documents, plans in tubes, and some non-standard boxes and other items provided by the BBC (or otherwise) for storage as part of the Services. The Professional Ability, Capacity and Experience of managing the scale of the requirement is a specific mandatory minimum requirement. … Standard Materials are retained according to the BBC’s corporate retention schedule, pending appraisal and subsequent actions (destruction, further retention or designated as permanent archival). A smaller proportion (around 10%) has already been designated as archival and must be stored to EN 16893:2018 and BS 4971:2017 standard or equivalent. The BBC seeks a 3-year contract duration with options to extend by 2 x 12 month extensions to a total maximum duration of 5 years.

Renewal Options

The Contract will have an initial term of three (3) years, with 2x 12 month options to extend, upto maximum of five (5) years.

CPV Codes

• 63121000 - Storage and retrieval services
• 79996100 - Records management

Indicators

• Bids should cover the whole contract.
• Options are available.
• Renewals are not available.
• Professional qualifications are sought.
• Award on basis of price and quality.

Other Information

In the case of technology requirements, the BBC may involve its technology partner (Atos IT Solutions and Services Limited) to assist in the scoping and drafting of invitations to tender and/or the evaluation of tenders. However, the final decision as to which is the most economically advantageous (by reference to the award criteria) will be made by the BBC. The awarding authority reserves the right not to award a contract and to annul the procurement process at any stage. Tenders and all supporting documents must be priced in sterling and all payments will be made in sterling. The contract shall be subject to English law. The awarding authority does not bind itself to accept the lowest, or any tender and reserves the right to accept part of a tender unless the tenderer expressly stipulates otherwise in the tender document.