TD1966 - Provision of Records Office Services for Derby City Council

Concepts

• derby
• derby city council
• software package
• provision of records office services for derby city council
• professional care of derby
• public records
• public records act
• td1966 - provision of records office services
• hospital records
• church of england parish records

Location

Derby:

Description

Professional care of Derby's records, including acquisition, storage, preservation, conservation, cataloguing and enabling public access

Total Quantity or Scope

Professional care of Derby's records, including acquisition, storage, preservation, conservation, cataloguing and enabling public access. Enables Derby City Council to comply with the requirements of the Local Government Act 1972 s.224, by making proper arrangements for its records. Also enables Derby to comply with the Public Records Act 1958, and the Law of Property Act 1922, by ensuring that public records and manorial documents relating to Derby are held in a suitably appointed repository. Service Provider will: • Provide a professional archive service to the City of Derby and County of Derbyshire • Comply with the standards for appointed 'Places of Deposit' as set out by the National Archives. • Comply with the National Archives' Archive Service Accreditation Standard and retain its 'Accredited Archive' status. • Inform Derby City Council of any change of status following inspection or assessment by the National Archives. Record sets include but not limited to: • Public records defined under the Public Records Act 1958, including magistrates court, coroners court, health and hospital records, and records of nationalised industries • Manorial records which are or should be recorded on the Manorial Documents Register • Tithe records • Church of England parish records for parishes within the boundaries of the City of Derby • Records of local authority bodies within the boundaries of Derby, particularly Derby City Council and its predecessors • Records of people and families who reside in Derby, or whose primary residence is in Derby • Records of businesses established in Derby, or where their head office is located in Derby • Records of other organisations based in Derby, including Derby branches of national organisations Additional information: Award of a contract without prior publication of a call for competition as the requirements falls outside the scope of application of the directive. The Council will observe a 10 day standstill period which will end at 00:00 on 12/03/2023.

Award Detail

Renewal Options

Contract term is four years with an option to extend for a further year.

CPV Codes

• 48000000 - Software package and information systems

Indicators

• Options are available.

Legal Justification

Award of a contract without prior publication of a call for competition in OJEU, as the procurement falls outside the scope of application of the directive. The council is proposing to contract with Derbyshire Record Office (Derbyshire County Council) as the existing institution holding and caring for Derby's records. This has previously been carried out under an inter-authority agreement and as such Derbyshire CC are the only provider able to support this work. The negotiated procedure without prior publication is being used and is justified under Regulation 32(2)(b) (ii) of the Public Contracts Regulations 2015 for the award of a public services contract. The services can only be carried out by a particular economic operator because competition is absent for technical reasons. A change of supplier cannot be made for technical reasons such as requirements of interchangeability or interoperability with existing equipment, services or installations procured under the initial contract.

Other Information

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