Cleaning of Carmarthenshire’s Archived Documents

Cleaning of Carmarthenshire’s Archived Documents

Carmarthenshire County Council has identified a requirement to appoint a specialist contractor to remove, clean and return the records housed in the County Archive.

United Kingdom-Carmarthen: Archive services

2015/S 187-339246

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Carmarthenshire County Council
County Hall
For the attention of: Jane Davies
SA31 1JP Carmarthen
UNITED KINGDOM
Telephone: +44 1267234567
E-mail: janedavies@carmarthenshire.gov.uk

Internet address(es):

General address of the contracting authority: www.carmarthenshire.gov.uk

Address of the buyer profile: http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0281

Electronic access to information: www.etenderwales.bravosolution.co.uk

Electronic submission of tenders and requests to participate: www.etenderwales.bravosolution.co.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Cleaning of Carmarthenshire’s Archived Documents.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Carmarthenshire.

NUTS code UKL14

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Carmarthenshire County Council has identified a requirement to appoint a specialist contractor to remove, clean and return the records housed in the County Archive.
The collection consists mainly of paper and parchment based material with leather bound volumes. It is unique and irreplaceable. The collection includes public records subject to the Public Records Act 1958, manorial and tithe documents, official records of publicly funded organisations and owned and deposited collections, spanning the 14th to 20th centuries. The majority of items are contained within archival packaging with some items loose on the shelves. A 2005 survey indicated that 98,50 % of the collection required cleaning. Active mould has since been identified within the collection. The approximate volume of the collection is 248 m3.The active mould, access arrangements, security of the collection and temporary storage required during cleaning will be key considerations for the successful contractor.
A site visit for prospective tenderers is available at 14:00 on 1.10.2015. Tenderers must confirm their attendance via the eTenderwales Portal.
It is anticipated that the award of contract will take place during November 2015 and that the collection must be removed by the contractor prior to Christmas 2015.

Note: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales athttp://www.sell2wales.gov.uk/search/search_switch.aspx?ID=33988

II.1.6)Common procurement vocabulary (CPV)

92512000, 92510000, 92500000, 45454100

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

As detailed in the specification document.

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As detailed in the tender documentation.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

In the event of a group of suppliers winning the contract the council will require each supplier in the group to become joint or severally responsible before acceptance.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Candidates will be required to provide evidence as specified in Article 58 (3)

http://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32014L0024&from=EN

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Candidates will be required to provide evidence as specified in Article 58 (4)

http://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32014L0024&from=EN

III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

IV.3.4)Time limit for receipt of tenders or requests to participate

27.10.2015 – 14:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

To assist you in locating these opportunities on the BRAVO eProcurement System the project code is: project_31312.
As this is an open procedure, tenderers must ensure that all ITT questions are fully responded to. The following ITT Project codes may further assist you in locating the opportunities:
ITT Code: itt_49988.
Please also ensure you check the attachments area for any documents/information which may assist you with your submission or you are required to upload as part of your submission as per information contained within the tender pack.
Suppliers Instructions How to express interest in this Tender:
1. Register your company on the eTenderwales portal (this is only required once):

— Browse to the eSourcing Portal: www.etenderwales.bravosolution.co.uk

— Click the ‘Suppliers Register Here’ link,
— Enter your correct business and user details,
— Note the username you chose and click ‘Save’ when complete,
— You will shortly receive an email with your unique password (please keep this secure),
— Agree to the terms and conditions and click ‘Continue’.
2. Express an Interest in the Project:
— Login to the portal with the username/password,
— Click the ‘ITTs Open to All Suppliers’ link. (These are Invitation to Tender Documents open to any registered supplier),
— Click on the relevant ITT to access the content,
— Click the ‘Express Interest’ button at the top of the screen,
— This will move the ITT into your ‘My ITTs’ page. (This is a secure area reserved for your projects only),
— Click on the ITT code, you can now access any attachments by clicking the ‘Buyer Attachments’ on the left hand side of the screen.
3. Responding to the Tender:
— At the top of the screen you can choose to ‘Create Response’ or ‘Decline to Respond’ (please give a reason, if declining),
— You can now use the ‘Messages’ function on to communicate with the buyer and seek any clarification,
— Note the deadline for completion, then follow the on-screen instructions to complete the ITT,
— There may be a mixture of online and offline actions for you to perform (there is detailed online help available).
If you require any further assistance use the online help or the BravoSolution help desk is available Monday-Friday (8:00-18:00) on:

— Email: help@bravosolution.co.uk

— Phone: +44 8003684850/Fax: +44 2070800480.
Tenders or Requests to Participate must be sent to:

Official name: www.etenderwales.bravosolution.co.uk

Postal Address:

Carmarthenshire County Council will be conducting this procurement exercise through the Value Wales e-Tendering portal. This can be found atwww.etenderwales.bravosolution.co.uk, all information may be downloaded and returned though this channel.

(WA Ref: 33988).

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

22.9.2015

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