The buyer is not using this website to administer the notice.

To record your interest or obtain additional information or documents please find instructions within the Full Notice Text. (NOTE: Contract Award Notices and Prior Information Notices do not normally require a response)

Summary

OCID:: ocds-kuma6s-148290
Published by:: Mid and West Wales Fire and Rescue Authority
Authority ID:: AA0484
Publication date:: 25 July 2025
Deadline date:: -
Notice type:: Contract Award Notice
Has documents:: No
Has SPD:: No
Has Carbon Reduction Plan:: No

Abstract

Mid and West Wales Fire and Rescue Authority is seeking quotations from suppliers for the collection, scanning, digitisation and secure destruction of confidential HR and Occupational Health filing records. The Service has progressed towards electronic Human Resources (HR) and occupational health files for employees, however physical files are still stored within the HR Department. The Service has decided to digitise the existing physical files for employees enabling easier access to these records. The physical files will then need to be securely destroyed, and a certificate of destruction provided. The contract term will be for the duration of the project, as per the project timescales provided in your response.

Full notice text

CONTRACT AWARD NOTICE – NATIONAL

Notice Type: SUPPLIES

1 Authority Details

1.1 Authority Name and Address

Official Name: Mid and West Wales Fire and Rescue Authority
Postal Address: Procurement Department , Fire Service Headquarters, Lime Grove Avenue,
Town: Carmarthen	Postal Code: SA31 1SP	Country: UK
For the attention of: David Williams	Telephone: +44 3706060699
E-Mail: dh.williams@mawwfire.gov.uk	Fax:
Internet Address (URL): http://www.mawwfire.gov.uk

2 Contract Details

2.1 Title

Collection, Scanning, Digitisation and Secure Destruction of Confidential HR and Occupational Health

2.2 Description of the contract

The Service has progressed towards electronic Human Resources (HR) and occupational health files for employees, however physical files are still stored within the HR Department. The Service has decided to digitise the existing physical files for employees enabling easier access to these records. The physical files will then need to be securely destroyed, and a certificate of destruction provided.

The contract term will be for the duration of the project, as per the project timescales provided in your response.

2.3 Notice Coding and Classification

a) Commodity Codes

	Code		Description
	38520000		Scanners
	48329000		Imaging and archiving system
	72512000		Document management services
	79999100		Scanning services
	92512100		Archive destruction services

b) Delivery Location/Area

	Code		Location
	1014		South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)

2.4 Estimated Total Value

36703 GBP

3 Procedure

3.1 Type of Procedure

Single stage

4 Award of Contract

4.1 Successful Bidders

4.1.1 Name and Address of successful supplier, contractor or service provider

Contract No:

MWITQ63

Official Name: On Site Scanning Ltd
Postal Address: Unit 1-2, Building C, Kelburn Business Park,
Town: Port Glasgow	Postal Code: PA146BL	Country: UK
For the attention of:	Telephone:
E-Mail:	Fax:
Internet Address (URL):

5 Other Information

5.1 Reference number attributed to the notice by the contracting authority

MWITQ63

5.2 Date of Contract Award

15-07-2025

5.3 Number of tenders received

5.4 Other Information

(WA Ref:151989)

5.5 Additional Documentation

N/a

5.6 Publication date of this notice:

25-07-2025

SF 53

Coding

Commodity categories

ID	Title	Parent category
92512100	Archive destruction services	Archive services
72512000	Document management services	Computer-related management services
48329000	Imaging and archiving system	Drawing and imaging software package
38520000	Scanners	Checking and testing apparatus
79999100	Scanning services	Scanning and invoicing services

Delivery locations

ID	Description
1014	South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)

Alert region restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

ID	Description
There are no alert restrictions for this notice.

Document family

Notice details
FEB497811: Collection, Scanning, Digitisation and Secure Destruction of Confidential HR and Occupational Health Publication date: 20 February 2025 Deadline date: 26 March 2025 00:00 Notice type: Contract Notice Authority name: Mid and West Wales Fire and Rescue Authority
JUL527575: Collection, Scanning, Digitisation and Secure Destruction of Confidential HR and Occupational Health Publication date: 25 July 2025 Notice type: Contract Award Notice Authority name: Mid and West Wales Fire and Rescue Authority

About the buyer

Main contact:: dh.williams@mawwfire.gov.uk
Admin contact:: N/a
Technical contact:: N/a
Other contact:: N/a

Further information

Date	Details
No further information has been uploaded.

Collection, Scanning, Digitisation and Secure Destruction of Confidential HR and Occupational Health

Contents

Summary

Abstract

Full notice text

CONTRACT AWARD NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

2 Contract Details

2.1

Title

2.2

Description of the contract

2.3

Notice Coding and Classification

2.4

Estimated Total Value

3 Procedure

3.1

Type of Procedure

4 Award of Contract

4.1

Successful Bidders

4.1.1

Name and Address of successful supplier, contractor or service provider

5 Other Information

5.1

Reference number attributed to the notice by the contracting authority

5.2

Date of Contract Award

5.3

Number of tenders received

5.4

Other Information

5.5

Additional Documentation

5.6

Publication date of this notice: