Deep Storage Archiving Tender

Deep Storage Archiving Tender

Basildon and Thurrock University Hospitals NHS Foundation Trust are currently out to tender for the supply of Deep Storage Archiving services for medical records.

United Kingdom-Basildon: Archive services

2014/S 231-407679

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Basildon and Thurrock University Hospitals, NHS Foundation Trust
Nethermayne
For the attention of: Patricia Nweke
SS16 5NL Basildon
UNITED KINGDOM
Telephone: +44 1268524900
E-mail: tenders@btuh.nhs.uk
Fax: +44 1268821608

Internet address(es):

General address of the contracting authority: www.basildonandthurrock.nhs.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

Health

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:

Deep Storage Archiving Ref 556.

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: Main Hospital sites in Essex.

NUTS code UKH3

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)

Basildon and Thurrock University Hospitals NHS Foundation Trust (BTUH) are currently out to tender for the supply of Deep Storage Archiving services for medical records.
These records need to be retained for varying periods of time in line with current NHS records management and retention policies.
BTUH have an existing contract with a deep storage provider which is due to expire at the end of March 2015. We therefore need to commence a competitive tender process to procure a best value solution for the Trust.
Suppliers that would like to take part in this tender process are invited to express an interest upon which they will be given access to the full tender documentation through the Trust’s e-tendering portal, Intend.
The tender documents can be accessed from the My Tenders area of this website and by selecting the View Details button of this project.
The deadline for submission of the tender is 30.12.2014 at 12:00 noon.
Please allow sufficient time to make you return as late returns will not be permitted.
Any questions relating to the tender should be made via the message facility on the website.

II.1.6)Common procurement vocabulary (CPV)

92512000, 63121100, 92512100, 63121000, 63120000

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

The contract is covered by the Government Procurement Agreement (GPA): no

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:

The quotation needs to include the one-off cost of transporting the archive boxes from the current deep storage provider.
Archive boxes will need to be delivered and retrieved from two BTUH hospital sites.

II.2.2)Information about options

Options: no
II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

A parent company guarantee and/or performance bond may be required by BTUH, the details of which will be set out in the ITT and accompanying documentation.

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

The terms of payment will be set out in the ITT and accompanying documentation.

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

No special legal form is required.

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

Information and formalities necessary for evaluating if the requirements are met: Applicants will be required to complete the mandatory pass/fail questions as well as submitting their responses in accordance with the Technical, Environmental and commercial requirements of the tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As stated, in the ITT, instructions on how to obtain the ITT is given in VI.3. Additional Information.
The ITT must be completed and submitted by the date in point IV.3.4.
Minimum level(s) of standards possibly required: As stated in the ITT. Instructions on how to obtain the ITT is given in VI.3. Additional Information.
The ITT must be completed by the date in point IV.3.4.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As stated in the ITT, Instructions on how to obtain the ITT is given in VI.3. Additional Information.
The ITT must be completed by the date in point IV.3.4.
Minimum level(s) of standards possibly required:
As stated in the ITT, Instructions on how to obtain the ITT is given in VI.3. Additional Information.
The ITT must be completed by the date in point IV.3.4.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

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: no

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:

BTUH – Project – 00000106

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 29.12.2014
Payable documents: no

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

29.12.2014 – 12:00
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

in days: 120 (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

This is a recurrent procurement: no

VI.2)Information about European Union funds

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

VI.3)Additional information

Suppliers Instructions on how to Express an Interest in this Tender:
Register your company on the Basildon and Thurrock University Hospitals NHS Trust, e-tendering portal, In-Tend (this is only required once).

Follow the link, https://in-tendhost.co.uk/basildonandthurrock and click the register button.

Complete all mandatory information and any supplementary information.
After completing registration, you will shortly receive an email with your login details.
To express Interest in this current opportunity, click the tenders button on the top tool-bar.
A list of tenders will now be listed, to express interest in any of these you must first click on View Details and the Express Interest button on the bottom right of the screen.
If you are not logged in at this point you will be required to in order to register your expression of interest.
Once your expression of interest has been registered you will have access to the tender documents via a new tab. This is where you will be able to upload any documents as part of your tender return.
You can now use the correspondence tab to communicate with the buyer and seek any clarification.
Note the deadline for completion, then follow the on-screen instructions to complete the ITT.
If you require any further assistance when responding to this tender please refer to the supplier guide within the Guidance for Suppliers link at the top of the screen or alternatively contact the In-Tend support team on +44 8442728810.

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:

27.11.2014

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