Data Transcription Services Edinburgh

Data Transcription Services Edinburgh

The University of Edinburgh requires a supplier to manually transcribe between 18.7 and 25 200 000 hand written Scottish vital events records i.e. births, marriages and deaths, since 1856.

United Kingdom-Edinburgh: Data services

2016/S 209-378478

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Edinburgh
EH1 1HT
United Kingdom
Contact person: Antonia Hynd
Telephone: +44 1316509064
E-mail: antonia.hynd@ed.ac.uk
NUTS code: UKM25
I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.publictendersscotland.publiccontractsscotland.gov.uk

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Education

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Data Transcription Services for Historical Records.

Reference number: EC0713

II.1.2)Main CPV code

72300000

II.1.3)Type of contract

Services

II.1.4)Short description:

The University of Edinburgh requires a supplier to manually transcribe between 18.7 and 25 200 000 hand written Scottish vital events records i.e. births, marriages and deaths, since 1856. This has an estimated character count of 3 300 000 000 characters. Scanned images of the records will be made available to the successful supplier via a web interface. This interface will also provide a pre-existing database into which the transcribed data will be manually inputted by the successful bidder.

This requirement is not divided into Lots as this would entail disproportionate duplication of supplier set up costs.

Bidders must self-certify their adherence to selection and exclusion criteria via the ESPD (Scotland) on PCS-T. Suppliers may be required to submit Means of Proof at a later stage. Specific selection requirements detailed in Sections III of this OJEU Notice.

II.1.5)Estimated total value

Value excluding VAT: 1 500 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

72300000
72312000
72311100
72310000
72312100
72313000

II.2.3)Place of performance

NUTS code: UKM25
Main site or place of performance:

The results of the Transcription Services must be uploaded into the University’s Data Centre, however the actual transcription services do not have to be undertaken in the UK.

II.2.4)Description of the procurement:

The University of Edinburgh has received funding from the Economic and Social Research Council (ESRC) to create a multidisciplinary research database from historical vital events records.

This Digitising Scotland project is looking for a supplier to manually transcribe between 18.7 and 25 200 000 hand written Scottish vital events records i.e. births, marriages and deaths, since 1856. This has an estimated character count of 3 300 000 000 characters. Scanned images of the records will be made available to the successful supplier via a web interface. This interface will also provide a pre-existing database into which the transcribed data will be manually inputted by the successful bidder.

Any supplier wishing to bid must be able to transcribe a minimum of 18.7 million records within the Contract Budget and Timescales. Project set-up and transcription must be completed within 35 months from Contract start

Manual transcription services will be required. OCR technology will NOT be suitable for this work

As the data is sensitive all transcribers must be direct employees of any successful bidder, no subcontracting allowed.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 60
Price – Weighting: 40

II.2.6)Estimated value

Value excluding VAT: 1 500 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

If the winning bidder cannot transcribe all 25 200 000 records within the project budget, and additional funding is received at a later date, the University reserves the right to extend this contract to cover transcription of the balance of the records without further competition. The Contract can if necessary be extended on a 12 month basis up to a max of 72 months to encompass the extra work.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

If further funding is acquired, the inclusion of transcription of records from 1855 may also be included in the scope of this Contract.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Economic operators may be excluded from this competition if there are any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

Not Applicable to this procurement exercise.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

ESPD 4B.1.1 Statement

Bidders will be required to have a minimum ‘general’ yearly turnover of GBP 1 million for the last 2 years(or equivalent in local currency).

ESPD 4B.5.1 and 4B.5.2 Statement

It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

Employer’s (Compulsory) Liability Insurance = 5 000 000 GBP

Public Liability Insurance = 5 000 000 GBP

Professional Indemnity Insurance = 1 000 000 GBP

Or directly comparable levels in local currency.

http://www.hse.gov.uk/pubns/hse40.pdf

ESPD 4B.6 Statement

Bidders are required to provide adequate assurance of financial strength to successfully complete their contractual obligations, and must submit their 2 most recent sets of annual audited accounts including balance sheets and profit/loss accounts (translated into both GBP and English language if necessary) via electronic link in 4B.6.1 or uploading electronic copies into the general attachments area in PCS-T.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Statement for ESPD 4C.1.2

Bidders will be required to provide examples that demonstrate that they have the relevant experience to deliver the services as described in part II.2.4 of the OJEU Contract Notice.

This Section is pass/fail

The bidder must provide a case study of a data capture project successfully undertaken (within the last 10 years) which demonstrates strong similarities to the requirements of this contract.

The case study submitted must clearly demonstrate that the project involved/required:

— manual transcription/data capture services,

— transcription from handwritten documents,

— sensitive data,

— large numbers of records/characters,

— high accuracy rates.

The bidder must include in the case study response:

— full details of the scope of the services undertaken for the client;

— the methodology used to deliver the required services;

— the dates and duration of the services and contract;

— the types of records transcribed;

— the number of records and characters transcribed;

— accuracy levels both committed to and subsequently reached;

— the (relevant) obstacles experienced during delivery of the services and how they were overcome; and

— full contact details of the client and name of client project manager.

Please note that the University reserves the right to confirm that the services were indeed undertaken for the stated Client.

Note: In PCS-T, the response to 4C.1.2 should be given as clearly labelled attachment to this question and a template is provided.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2016/S 127-227681

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 25/11/2016
Local time: 17:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 4 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 25/11/2016
Local time: 17:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

Note: Bidders must complete the ESPD (Scotland) to demonstrate adherence to the Exclusion and Selection Criteria for this procurement.

This procurement includes additional procurement-specific minimum requirements which are detailed in the declaration box of the Qualification Envelope in PCS-T. These pass/fail requirements are as follows:

— Security

To be eligible to win this tender, any bidder must comply with the required following security standards during the lifetime of the Contract:

1. HMG Security Policy Framework.

2. ISO27001: Information Security Management;(the bidder does not need to hold ISO 27001 certification, but must be able to comply with the ISO requirements)

3. Data Protection Act 1998 and EU General Data Protection Regulation, specifically where it relates to Offshoring (Principle 8) if applicable;

4. Computer Misuse Act 1990;

5. Freedom of Information Act 2000;

6. The Public Records Act 1958 and 1967

7. HMG Information Assurance Standard No. 5 — Secure Sanitisation of of Protectively Marked Information or Sensitive Information

8. CESG Good Practice Guide No.13 — Protective Monitoring for HMG ICT Systems;

9. CESG Good Practice Guide No. 45 — Identity Proofing and Verification of an Individual.

— Subcontracting:

The Bidder must commit to directly employ the individuals undertaking the transcription services. The University will not accept any subcontracting of transcription services to another company

— Ability to meet the Statement of Requirements:

The Bidder must confirm that it can conform to and provide everything required in the Statement of Requirements

— Minimum Number of Records and Accuracy required:

The Bidder must confirm that they will be able to transcribe all the Essential Statutory Records as described in Schedule 3 of the ITT within the Contract budget and timescales to the minimum accuracy level of 95 % as described and calculated in Appendix 4 of the Statement of Requirements

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 6786. For more information see:http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

The Contracting Authority does not intend to include a sub-contract clause in this contract.

(SC Ref:461582).

VI.4)Procedures for review

VI.4.1)Review body

University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Edinburgh
EH1 1HT
United Kingdom
Telephone: +44 1316502508Internet address:http://www.ed.ac.uk/schools-departments/procurement/supplying
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

26/10/2016

 

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