Storage, Retrieval and Destruction for Paper and Electronic Records 29 March 2005 to 28 March 2016

Transcription

1 Contract No. CUA34504 & CUA Last Updated: 13 August 2015 Document No: Storage, Retrieval and Destruction for Paper and Electronic Records 29 March 2005 to 28 March 2016 About the Contract How do I use this Contract? What s on Offer for CUA 34504? Who are the Contractors? What s on Offer for CUA ? Contractor Information General Conditions Need more Information?

2 ABOUT THE CONTRACT Contract Number A: (Legacy) B: (Legacy) Contract Term A: From 29 March 2005 to 28 March 2016 B: From 29 March 2005 to 28 March 2016 Categories A: (Legacy) Storage of records placed in offsite storage prior to 15 July 2015 (no new records to be lodged after this date under this CUA) Retrieval of records lodged prior to 15 July 2015 For disposal of non-confidential general waste, please use the Waste Disposal (General) and Recycling Services Common Use Arrangement (CUA36309). B: (Legacy) Storage of records placed in offsite storage prior to 29 March 2005 (no new records to be lodged after this date under this CUA) Retrieval of records lodged prior to 29 March 2005 Contract Manager A dedicated Contract Manager is available to help you to understand and get the most out of this contract. If you have any queries about this contract or this publication, please contact: Daniel Hartley Tel: (08) Fax: (08) daniel.hartley@finance.wa.gov.au Government Procurement Department of Finance Locked Bag 11, Cloisters Square WA 6850 L4 Optima Centre 16 Parkland Road OSBORNE PARK WA 6017 Department of Finance Page 2

3 Supporting Documents The following contract documents and other relevant information can be sourced from Contracts WA Price Schedule Price Schedule Buying Smarter brochure Department of Finance Page 3

4 HOW DO I USE THIS CONTRACT? CUA and for the Supply of storage, retrieval & destruction for paper & electronic records is MANDATORY for all Western Australian public authorities in the Perth region. Step 1 What s on Offer? Click here to choose which services best meet your needs. Step 2 Who are the Contractors? Click here for a list of the qualified contractors. Step 3 How much will it cost Use the Price Schedule s to compare prices before deciding on which Contractor to buy from. Step 4 Buy it! Buy directly from Contractors Department of Finance Page 4

5 WHAT S ON OFFER FOR CUA 34504? Appendix 1 Record boxes As of 29 March 2011, the purchase of Record Boxes is no longer included in this CUA Agencies should purchase fit for purpose records cartons/boxes from the CUA Contractors or other suppliers as per the following: Recommended specifications for Standard Carton/Boxes: Standard Carton (1) A die cut one-piece self-locking box with short-hinged lid. Internal dimensions 397mmL x 307mmW x 257mmH (or equivalent). Board grade code 525K-C (or equivalent). Boxes are delivered flat in packs of 20. Standard Carton (2) A die cut two-piece box (with separate lid) Internal dimensions 397mmL x 307mmW x 257mmH (or equivalent). Board grade code 610-C (1) Boxes are delivered flat in packs of 20. Each box is marked on its short side to allow Customers to enter Record serial numbers. For records that are identified as State archives in an approved Disposal Authority, the State Records Office of Western Australia provides a list of specialised suppliers that can provide archival boxes to SRO recommended standards. SRO Contact Tel: , sro@sro.wa.gov.au Website: Department of Finance Page 5

6 Storage and Retrieval of Records Below is an overview of the various services offered by the Contractors. Further details can be found on the contractor s web sites, which also include web systems with a variety of functions designed to enhance service provision. Their web sites can be accessed as follows: Recall Information Management Iron Mountain Storage: A secure and confidential storage environment for a range of records including storage of paper based records, tapes, videos, compact discs, digital video discs, computer disks, other magnetic media, soil samples, core samples, X-rays or any other written, photographic, machine-readable or recorded information supplied by the customers. All records are stored in purpose built storage environments at premises outlined in this Buyer s Guide. Each premise has been inspected for security and appropriate environment in line with existing record keeping practices. Transfer: Records collected for storage are transported in covered and locked vehicles. Vehicles used to transfer computer tapes, disks, other magnetic media and microforms to storage are air-conditioned. Lodgement: Contractors collect for storage, the initial and subsequent uptakes of records from any metropolitan location, whether it be the customer s premises, the premises of another supplier or some other location. Scheduling of lodgements should be agreed with the Contractor to occur during the times of 8.30am to 5.00pm on business days. Contractors charge one single transportation fee for a one-way event. Where the same trip involves both pick-up and delivery of either the same or different records or bins or bags for record disposal, contractors at their discretion may charge a two-way event. Contractors track records lodged by Customers on their inventory management system recording the following information: Customer name Customer office location Customer contact number Customer unique uptake number Unique identifier for each Record Total number of Records in each uptake Records series title and number Retention period of each Record Security status of Records. Department of Finance Page 6

7 Each Contractor provides a receipt for all records stored. Contractors provide each Customer with look-up or read only access to their inventory system. The Contractor s system has the capability to make changes or revisions to any listing as requested by the Customer s Authorised Officer. Collection & delivery charges Charges for collection and/or delivery vary between Contractors. Recall charges the same rate for all metropolitan locations. Iron Mountain rates vary according to the distance Public Authorities are located from the Perth General Post Office (GPO) as follows: within a 10km radius of Perth GPO after the 10km radius but not further than 15km from the Perth GPO beyond the 15km radius of Perth GPO but within the Perth Region zone. Requests for retrieval of any Record must be made in writing by the unit in which the record is catalogued and placed in lodgement by the customer i.e. a file or a box or an item other than a box. If files within a box are not catalogued, Customers must retrieve the entire box rather than individual files in that box. On receipt of a request for retrieval, Contractors will retrieve from storage the Records requested and deliver them within the following timelines: Iron Mountain Next Day Urgent Before 15:30 delivered next business day by 17:00 After 15:30 delivered 2nd business day by 17:00 Within 3 hours* * Subject to specific agreement with Iron Mountain special medical records (for Health) can be retrieved and delivered within 2 hours as an urgent retrieval service. Department of Finance Page 7

8 Recall Routine Priority Urgent Before 15:00 delivered next business day by 17:00. After 15:00 delivered 2nd business day by 17:00 Before 10:00 delivered same day by 17:00 Between 10:00 and 15:00 delivered next business day by 12:00 After 15:00, delivered next business day by 17:00 Before 08:00, delivered same day by 11:00 Between 08:00 and 15:00 will be delivered within 3 hours After 15:00, delivered next business day by 11:00 Contractors must alert the Customer within the times set for retrieval if they are unable to meet the above timeline. Public Authority Officer must sign for the receipt of records delivered by Contractors. Contractors provide an online monitoring service that enables Customers to track at any time the status of a record requested for retrieval. This includes details regarding whether the records are in transit, being retrieved or are not yet located. Contractors have an obligation to return records to their original box/case. Customers can retrieve their records on a permanent basis. Where this is the case, the Customer must notify the Contractor that the records are being retrieved permanently. The Contractor will make appropriate changes to the automated record keeping system within two days of the Customer s notice and storage costs shall cease to apply upon removal of Records. The standard retrieval charges apply for permanent retrievals. No permanent retrieval charges apply. Tape cycle management for media Contractors collect backup tapes based on a Customer s predetermined schedule and transfer them to climate-controlled vaults for storage. Contractors provide an audit trail of all tape movements including initial and subsequent uptake. Department of Finance Page 8

9 Access to records Access to Records may be made during: normal business hours (8.30am to 5pm Monday to Friday, excluding public holidays) after hours (outside normal business hours, including public holidays, each and every day of the year) if required. Each Contractor provides a room at their premises, at no additional charge, where Authorised Officers of the Customer can access their Records. NOTE: Extra charges apply for after-hours access. After hours access should not be used for day-to-day management of records. Online Cataloguing Customers must provide an online list of records transferred to storage. Each record should have a disposal date so that the Contractors can monitor the status of record holdings. Storage containers A range of storage containers including standard storage boxes for A4 paper files, non-standard containers for cheques, maps, plans, computer print-outs, bound volumes, ledgers and core samples, and secure boxes for data tapes and vital materials are available from each Contractor. Secure boxes are made of metal or other impervious material that can be secured with straps, padlocks or seals. Customers can provide their own storage containers, as long as they are fit for the purpose of storing records. For more information please see page 4. Archival Records Customers wishing to store archival records need to notify and gain permission from the Director, State Records Office. This is to ensure an audit trail of archival records is maintained. Storage conditions specified in this contract are unsuited to the long term storage of archives. Destruction of Records held at contractor s premises Contractors undertake the destruction of records held at their premises. The destruction of records must be approved by the Public Authority s designated Authorised Officer in accordance with APPROVED Disposal Authorities. No staff member or representative of the Contractor can authorise the destruction. Department of Finance Page 9

10 Reports to Customers Contractors will provide quarterly reports to Customers detailing the following: number of records held in storage by the Contractor number and specifications of all Records transferred to the Customer during the quarterly period number of new Records that the Contractor has received from the Customer number and specifications of all authorised destruction of Records during the period records due for destruction percentage of retrievals that did not occur within the specified times set for retrieval number of Records that could not be located when requested during the quarterly period. Department of Finance Page 10

11 WHO ARE THE CONTRACTORS? The matrix below lists all Contractors on the CUA and the goods/services they have been contracted to provide. What s on Offer? for categories. Please refer to the previous section Contractor Iron Mountain Australia Pty Ltd Storage, retrieval & destruction Department of Finance Page 11

12 Iron Mountain Australia Pty Ltd Claudette O Reilly T: (08) M: F: (08) ABN No: E: claudette.o reilly@ironmtn.com.au Website: Postal Address: Sheffield Road, Welshpool WA 6106 Buying Direct Prices for this CUA are fixed so buyers can pick and buy the specified products from the Contractors without calling quotes or tenders. Buyers should view the Price Schedule to obtain prices for the items they require. Where more than one contractor is appointed to a category or sub category, buyers can evaluate which contractor represents best value for money for their needs, then contact the contractor to make their purchase. Orders should be placed directly with contractors by phone, or fax. Buyers should check each individual contractor s details as to which communication method is preferred for placing orders. If you are using a Contractor for the first time please notify them that you are a CUA user. Additionally you may need to establish a new account. If you are from an agency with a record / corporate information branch please contact an officer there before opening a new account. Department of Finance Page 12

13 WHAT S ON OFFER FOR CUA ? Please note: Only storage of records placed in offsite storage up to COB 28 March No new records to be lodged after this date under CUA Storage and retrieval of records Storage Contractors store a wide range of records including paper, files, maps, computer printouts, magnetic media, microfilm, digital media, optical media, photographic media, soil samples and other miscellaneous items. Retrieval Requests for retrieval of any Records can be made either by the box, an item within a box, or an item other than a box. On receipt of a request for retrieval, the Contractor must retrieve from storage the Records requested and deliver them within the following timelines: next day (next business day) same day priority - where retrieval and delivery must occur within two (2) hours of placing an order. Please check with the supplier for the timelines set for each of the retrieval services. Contractors MUST alert the Customer within the times set for retrieval if they are unable to meet the above timeline. Contractors deliver the required item/s to the requesting Customer, maintaining accurate records noting where, to whom and when a record was delivered. Access of records Access of Records may be made during: normal business hours after hours Each Contractor provides a room at their premises, at no additional charge, where Authorised Officers of the Customer can access their Records. NOTE: Extra charges apply for after hours. This service is costly and therefore should only be used for special circumstances, not day-to-day management of records. Department of Finance Page 13

14 Destruction of records held at contractor s premises Contractors can undertake destruction of records held at their premises. The destruction of records must be approved by the Public Authority s Authorised Officer in accordance with APPROVED Disposal Authorities. No staff member or representative of the Contractor can authorise the destruction of records. For destruction of non-confidential general office paper waste, please use the Waste Disposal and Recycling Services Common Use Arrangement (CUA), contract number Department of Finance Page 14

15 CONTRACTOR INFORMATION Compu-Stor Robert Manford T: (08) F: (08) ABN No: E: Website: Postal Address: PO Box 441 Belmont WA 6984 GENERAL CONDITIONS THAT APPLY TO BOTH CONTRACTS Pricing All prices listed in this Buyers Guide are fixed for yearly periods. Prices may rise and fall, in line with Perth CPI (All Groups) index each year for suppliers of both CUAs. Payment Contractors will provide a consolidated monthly invoice to the Customer. Payments must be made within 20 working days upon receipt of an invoice, either by cheque or by corporate credit card, quoting the contract number. Additional Information If you require advice on technical or legislative issues related to Records Management, please contact: Ms Isabel Smith State Records Office Phone: Fax: isabel.smith@sro.wa.gov.au Payment by Purchasing Card The Government Purchasing Card offers a quick and convenient method of payment allowing many goods and services to be efficiently purchased. Always remember to inform the supplier that you will be paying by Government Purchasing Card, at the time of ordering the product or service, and ensure they clearly understand that they must send the tax invoice directly to you, the cardholder. Department of Finance Page 15

16 Exemption from using this CUA Finance is responsible for processing and approving all requests from public authorities seeking exemption from using a mandatory Common Use Arrangement (CUA). Requests for an exemption are considered on a case-by-case basis, and a requesting agency must be able to demonstrate that a business need cannot be adequately met by the relevant CUA. Exemption requests should be directed to the Director Strategic Sourcing in the first instance. Requests for exemption may be received by posted letter or , but must be in writing and provide sufficient explanation and background to enable the request to be considered. The requesting officer should be the Accountable Authority or delegate of the agency. Department of Finance Page 16

17 Complimentary Feedback and Complaints Resolution Finance aims to continuously improve the services it provides to Customers and welcomes feedback on the level of satisfaction experienced under this contract or with the Contractor(s) performance. If you are dissatisfied with the goods and/or service provided by the Contractor or have any specific concerns, these should be discussed in the first instance directly with the Contractor. If the problem or issue is not resolved to your satisfaction, please log your complaints via Finance's online Feedback Management System. The online form provides for both complimentary feedback and complaint resolution considerations. Department of Finance Page 17

18 NEED MORE INFORMATION? Appendices Appendix 1: Frequently Asked Questions Appendix 2: Accessing CUA information online Forms and Tools Contractors Details Price Schedule Price Schedule Links to CUA information Government Contracts Directory Still need more information? Contact the Contract Manager Department of Finance Page 18

19 APPENDIX 1: FREQUENTLY ASKED QUESTIONS Do I have to buy from this contract if I am purchasing from a regional location? No. This CUA is only mandatory for Public Authorities in the Perth Region. If you are outside this region, you can apply regional purchasing discretion in accordance with the Government s Buy Local Policy. Details of this policy can be found on the State Supply Commission Website. Do I need to get quotes? No. This CUA offers fixed prices for all products and services. Simply contact the noted contracted suppliers for the products/services you wish to order. What happens if I need to purchase products/services that are not available on this arrangement? You can purchase all standard products from this contract. As such it should not be necessary to purchase any additional items. In the instance that the product is not available on the CUA then buyers must purchase in accordance with relevant State Supply Commission Policy. Details of these policies can be found on the State Supply Commission Website. What do I do if I am unhappy with the service of a Contractor? Contact the Contractor and request a meeting to resolve the matter. Clearly outline the issue, ask the Contractor to explain and together resolve the matter. If the problem or issue is not resolved to your satisfaction, please log your complaints via Finance's online Feedback Management System. The Contract Manager will then be notified and if need be, Finance will follow-up the matter with the Contractor. How does Finance manage the contract? The Contractor at the end of every quarter reports to Finance on a range of fields to enable Finance to monitor the performance of the contract against the key performance indicators and compliance with the terms and conditions of the contract. Can I receive updates about this contract, including any price changes? Yes. your contact details to gpbusinessdevelopment@finance.wa.gov.au to receive updates. What do I do if I need to purchase standard or archival boxes? Visy Specialist previously a contractor on the CUA for the supply of boxes was not extended beyond 28/03/2011. Please refer to State Records Office recommendations on page 5 in this document for the purchase of record boxes. Department of Finance 19

20 APPENDIX 2: ACCESSING CUA INFORMATION ONLINE The options available to you to access CUA information including contracted prices, Contractor details and order forms will depend on the procurement system used in your Public Authority. Systems available to you could include Oracle or SAP. If you experience any difficulties locating CUA information, please call the Service Centre on Public Authorities with No Dedicated Procurement System If your Public Authority has no dedicated online procurement system, access the CUA information on the Government Procurement website at Click on the Contract List link for a list of all Buyers Guides and select the relevant CUA. Department of Finance 20