Invitation to Tender for the Procurement of Off-Site Archiving of Records for Velindre Cancer Centre.

The requirement is to meet the Trust’s archiving requirements for the next 2 years with an option to extend for a further 2 years. The Supplier will be required:

The supplier must do a site survey before submitting their Tender response.

On initiation of the service, to collect from current supplier (if different) and transport them securely to an off-site storage site.

To store these items with due regard to security and confidentiality.

To provide a retrieval and delivery service Monday to Friday from 8:30 to 5pm.

To provide any urgent retrieval and delivery service Monday to Friday from 8.30 to 5pm within 24 hrs of the request or if there is a requirement for the patient to have treatment on the same day, retrieval of notes within 5 hours of the request

Suppliers should note that:

They will be expected to use the Trust’s existing archiving system (of archiving boxes).

Once a record has been retrieved and delivered, there is no requirement to return it to the box it came from unless specifically requested by the requesting department. Once retrieved, records will be archived again in the usual way.

The archiving of the Organisational records to the archive box is the responsibility of the Trust staff.

Any reboxing of notes by the supplier should replicate the number of the box.

There is no requirement for filing.

There is no requirement to destroy old records and documents, unless specifically requested in writing.

Further requirements are noted in the Tender documentations Additional information: Tenders must be submitted and communicated through Bravo E tender Wales's electronic portal