Secure Destruction, Storage, Archival and Digital Mail Services

Overview Campbelltown City Council is seeking a suitably experienced contractor for the provision of secure destruction, record storage, document archival and retrieval, daily mail digitisation services, and online access capabilities for Council's physical records, media and assets. About Campbelltown is located on Dharawal Country and framed by the Nepean and Georges Rivers, approximately 55 kilometres south-west of the Sydney CBD. It serves as the key commercial centre for the Macarthur region, with strong connections to the Illawarra region and the rest of Western Sydney. The Local Government Area spans 31,200 hectares, including extensive bushland and waterways, with Dharawal and Warranmadhaa National Parks nearby. Campbelltown is one of the fastest-growing regions in Australia, home to more than 180,000 residents, with the population projected to reach around 250,000 by 2036. Thirty-one percent of residents were born overseas, and over sixty percent have parents who were born overseas. Scope The scope includes but is not limited to: Secure storage of physical records, media, and assets, in accordance with State Records Standard 14 and AS ISO 15489.1.2017 Digitisation services for various media, including scan on demand services Secure destruction of physical records, media and assets, including the provision of secure 240 L lockable destruction "wheelie" bins on site at nominated Council locations An online client database through secure user and/or password access, with Council's preferred system being a Single Sign On (SSO) platform Online access to allow the creation of work orders for the delivery and pickup of items from Council sites, being any physical location owned, leased, or otherwise controlled by Campbelltown City Council where official business is conducted and where Council records may be created, received, stored, accessed, archived, or disposed of Online access to allow all reporting functionality, including reports on holdings summaries, records destroyed or permanently out, work orders, and invoices Provision of a Quality Assurance System for the purpose of searching, retrieval and/or document or item location Provision of a bar code indexing system, or other similar machine-readable data format, for monitoring location, inventory, transactions, destruction, and reporting of physical records, including a procedure that identifies how and where Council enters record data, meeting all legislative requirements and/or standards Regular stock takes and reconciliation of records, with relevant security controls and backups to ensure accuracy and integrity of information Provision and maintenance of secured destruction service bins to all listed Council sites Transfer of records from their current location within the Campbelltown Local Government Area (LGA) Offsite document storage and management services, as Council is unable to store the volume of records onsite Contract Terms and Conditions Contract Award: February 2027 Services may be requested from: 01 July 2027 Term: Three years, with two options of extension of 12 months each This timetable is an approximation and is only to be used as a guide. Tender Briefing Date: Tuesday 17 November 2026 Time: 10:00am AEDT Format: Virtual briefing Please confirm your intention to attend the online briefing by emailing Council's procurement section at tenders@campbelltown.nsw.gov.au. You will then be provided with the details to join the live event. Instructions to Tenderers The Request for Tender (RFT) document can be downloaded after registering with Tenderlink through the portal in electronic form. All enquiries following the download of the RFT should be made via the Tenderlink online forum. Enquiries Enquiries prior to download of the RFT should be directed to: Contact: Vanessa Wunsch Phone: 02 4645 4207 Email: tenders@campbelltown.nsw.gov.au