BBC Records Management and Storage Tender

Contract summary

Industry

• Storage and retrieval services – 63121000

Location of contract

Any region

Value of contract

£600,000

Procurement reference

tender_236235/923419

Published date

4 February 2021

Closing date

8 March 2021

Closing time

12pm

Contract start date

1 April 2021

Contract end date

31 March 2026

Contract type

Service contract

Procedure type

Open (non-OJEU)

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

No

Description

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which must comply with EN 16893:2018 and BS 4971:2017 standard or equivalent (please note BS PD 5454:2012 has been superseded).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. The services will include retrieval, intake, destruction, scanning, re-boxing and an online tracking and ordering system. 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.

More information

Links

• https://bbc.bravosolution.co.uk/
• Tender Notice
• BBC eSourcing

Additional text

Please register your interest in this project by taking the following steps: 1 – Register your company on the Jaggaer e-Tendering portal (this is only required once): 1.1 Go to https://bbc.bravosolution.co.uk 1.2 – Click the link on the login page to register. 1.3 Accept the terms and conditions and click 'Continue'. 1.4 – Enter your correct business and user details. 1.5 – Note the username you chose and click 'Save' when complete. 1.6 – You will shortly receive an email with your temporary password. 2 – Express an interest in the tender: 2.1 – Login to the portal with the username/password. 2.2 – Click the 'PQQs/ITTs Open to all Suppliers' link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier). 2.3 – Click on the relevant PQQ/ITT to access the content. 2.4 – Click the 'Express Interest' button at the top of the page. This will move the PQQ/ITT into your 'My PQQs/My ITTs page. (This is a secure area reserved for your projects only. 2.5 – You can now access any attachments by clicking 'Buyer Attachments' in the 'PQQ/ITT Details' box. 3. Responding to the tender: 3.1 – Click 'My Response' under PQQ/ITT Details', you can choose to 'Create Response' or to 'Decline to Respond' (please give a reason if declining). 3.2 – You can now use the 'Messages' function to communicate with the buyer and seek any clarification. 3.3 – Note the deadline for completion, and then follow the onscreen instructions to complete the PQQ/ITT. There may be a mixture of online and offline actions for you to perform (there is detailed online help available). 3.4 You must then submit your reply using the 'Submit Response' button at the top of the page. If you require any further assistance, please consult the online help, or contact the Jaggaer e-Tendering help desk.

 

How to apply

Follow the instructions given in the description or the more information section.

About the buyer

Address

Broadcasting House, Portland Place
London
W1A 1AA
England

Email

felicity.hendry1@bbc.co.uk