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Request for Proposals (RFP) for Off-Site Record/Tape Storage and Destruction Services


Tender Closed
RFx ID : 19758850
Tender Name : Request for Proposals (RFP) for Off-Site Record/Tape Storage and Destruction Services
Reference # : RFx_103
Open Date : Thursday, 24 May 2018 1:30 PM (Pacific/Auckland UTC+12:00)
Close Date : Friday, 22 June 2018 12:00 PM (Pacific/Auckland UTC+12:00)
Department/Business Unit : Procurement & Contracts
Tender Type : Request for Proposals (RFP)
Tender Coverage : Sole Agency  [?]
Categories :
  • 78131600 - General goods storage
  • 78131700 - Bulk storage
  • 78131800 - Specialized warehousing and storage
  • 92121500 - Guard services
  • 92121700 - Security systems services
  • 92121800 - Armored car services and money transport
  • Wellington
Required Pre-qualifications : None
Contact : Joseph Corby
Alternate Physical Delivery Address  :
Alternate Physical Fax Number  :

Hutt Valley District Health Board ("Hutt Valley DHB") has a requirement to procure Off-Site Record and Tape Storage Services, including Destruction Services. It is desirable to appoint a supplier of these services who has a good track record in the record management, storage, retrieval and destruction service industry, as well as have the required infrastructure (mobile and on-site security) as well as systems in place to provide the services at a high standard. Hutt Valley DHB is now looking to engage interest from Tenderers who can provide:

a. Off-site Clinical Record Storage and Retrieval Services;
b. Off-site Record Destruction Services - Document Destruction services shreds to a minimum of industry standards (Grade 2);
c. Tape Storage, Retrieval and Destruction Services;
d. Modern Site Security Standards;
e. Vehicle Security ensuring records are secured via alarms, concealed panelling, automatic door locking systems, enclosed load compartments, etc;
f. Operating/Online Systems Infrastructure for Record Retrieval Requests;
g. Established Record Management Systems and Practices; and
h. Acceptable Record Collection and Retrieval Timeframes for hardcopy and softcopy records.

The Agreement will be for an initial period of three (3) years with provision for two subsequent rights-of-renewal, each for an additional period of one (1) year (3+1+1). Questions are encouraged and you may request that they are kept confidential providing that they are commercially sensitive. Hutt Valley DHB reserves the right to provide supplementary information to all Tenderers should a confidential question highlight a point requiring clarification to other Tenderers. All enquires regarding this tender must be in writing via e-mail to Hutt Valley DHB's procurement inbox(

Hutt Valley DHB will endeavour to respond in writing to written enquires within two (2) business days.

Hutt Valley DHB expects to advise Tenderers of the outcome of this tender by July 2018. The estimated start date for the agreement is August 2018. Hutt Valley DHB reserves the right to amend this timeframe at any time.

All enquiries regarding this tender must be in writing.

Awarded Status

This tender has been awarded to

  • Iron Mountain New Zealand Ltd

Award Date : Monday, 10 December 2018 12:03 PM (Pacific/Auckland UTC+13:00)