On Track Building Better Opportunities Document Retention Storage

Description

On Track is one of four projects in the New Anglia LEP that has secured funding from the Building Better Opportunities Programme. The project started in 2017 and is due to finish delivery by March 2023. Scope of the Document Retention Storage On Track can be subject to an audit even after the project is completed and it is a requirement of funding that core documents are retained and made available for inspection over the entire period. These documents should be kept in an acceptable format so that they can be inspected where necessary. As stated in the European Social Fund (ESF) Funding Agreement, ESF Grant Recipients are required to provide records to evidence that the expenditure in claims complies with the relevant regulations, rules and terms of the Funding Agreement, to enable the Managing Authority (MA) to meet its reporting obligations and to demonstrate compliance with European Union (EU) requirements. As a lead organisation, On Track are required to retain evidence in line with the ESF Document Retention guidance to support post closure audits. We expect the capacity of storage required to be 50 archive boxes of documents. Storage will be required from 1st April 2023. Currently the estimated date for document retention is 31 March 2034. Deliverables We envisage that we will require: • Document retention storage for up to 50 archive boxes from 1st April 2023 to 31st March 2034 • Access to documents in storage throughout this time period • Collection of boxes from Next Steps, 70-80 Oak Street, Norwich, NR3 3AQ, on or before 31st May 2023 • Disposal of all data at the end of the storage period • Facility to make full payment up front on or before 31st March 2023 Budget The budget for the document retention storage should include all expenses but exclude VAT. Tenders should give a full breakdown of the budget, setting out its use to achieve the deliverables as set out in section 5 above. Form of Tender Your tender should comprise: • A statement of your understanding of our needs in terms of this brief. • Breakdown of daily, weekly, monthly or yearly rates. • Breakdown of transportation costs. • Breakdown of any additional costs not already mentioned. • A track record in document retention storage. • Evidence of liability insurance to cover data in the event of loss or compromise • Identification of any added value you feel you can bring to this contract. Scoring criteria Tenders will be scored against the following criteria: Value for Money Evidence of high quality track record Accessibility of data to our offices in Norwich Submission deadline The deadline for submission of tenders is 12 noon on 20th February 2023. Tenders can be sent via email to anita.gagen@matthewproject.org Tenders received after the deadline of 12 noon on 20th February 2023 will not be accepted. Please direct any enquiries about the tender to: Anita Gagen anita.gagen@matthewproject.org General Information Website www.ontracknorfolk.org

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