Digitisation of Council Records – Leicestershire

Digitisation of Council Records – Leicestershire

ESPO on behalf of Leicestershire County Council is seeking to appoint a suitably experienced organisation to create digital copies of records held by Leicestershire County Council and to have these records available to be researched by the general public through an internet portal.

United Kingdom-Leicester: Computer archiving services

2014/S 158-284684

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Leicestershire County Council
c/o ESPO, Barnsdale Way, Grove Park, Enderby
Contact point(s): tenders@espo.org
LE19 1ES Leicester
UNITED KINGDOM
Telephone: +44 1162657926
E-mail: tenders@espo.org
Fax: +44 1162944399

Internet address(es):

General address of the contracting authority: www.espo.org

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

Other: General public service

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:

Concession Contract for Digitisation of Council Records and Provision of Public Access Platform – 3145/14.

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

Services
Service category No 7: Computer and related services

NUTS code UKF22

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.4)Information on framework agreement

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

Computer archiving services. Library, archives, museums and other cultural services. Miscellaneous business and business-related services. Scanning services. Records management. Microfilming services. Subscription services. Computer platforms. Remote access software package. Storage management software package. Imaging and archiving system. ESPO on behalf of Leicestershire County Council is seeking to appoint a suitably experienced organisation to create digital copies of records held by Leicestershire County Council and to have these records available to be researched by the general public through an internet portal. The requirement is a service concession contract. The successful Provider will be required to scan, digitise, transcribe, index, audit, web-host and market parish and other archival records belonging to Leicestershire County Council. The digital records will then be hosted on a website set up and maintained by the Provider which will then charge members of the public for access to these digitised records. The County Council will expect the Provider to pay royalties to the County Council in relation to the public use of the archives. At the end of the contract period all materials, including metadata, copyright, digitised images and Intellectual Property rights will remain in the sole ownership of Leicestershire County Council. Further details are set out in the documents to be issued with the Invitation to Tender. In order to express an interest in tendering, please email your request to: tenders@espo.org quoting ESPO reference number 3145/14.

II.1.6)Common procurement vocabulary (CPV)

7225200092500000799000007999910079996100799613307998000030211300485140004878200048329000

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:

II.2.2)Information about options

Options: yes
Description of these options: The Contract may be extended on yearly basis thereafter if both parties are in agreement.
II.2.3)Information about renewals

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

Starting 3.11.2014. Completion 2.11.2024

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:

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

Joint and several liability.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: 1. The Supplier agrees that there shall be no discrimination by it against any person with respect to opportunity for employment or conditions of employment, because of age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation. The Supplier shall in all matters arising in the performance of the Agreement comply with the provisions of the Equality Act 2010 and the Human Rights Act 1998 and all other discrimination legislation.
2. This contract will contain a contract monitoring clause which will require suppliers to ensure that their organisation operates within the rating of 30 or more, as shall be determined by use of the credit rating agency, Creditsafe Business Solutions Limited.
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: As detailed in the Invitation to Tender.

III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: As detailed in the Invitation to Tender.

III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
As detailed in the Invitation to Tender.
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

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
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

3145/14

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

Prior information notice

Notice number in the OJEU: 2014/S 35-057405 of 19.2.2014

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: 8.9.2014
Payable documents: no

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

15.9.2014 – 17:00
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: 90 (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

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
To view this notice, please click here:

https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=109803432

GO Reference: GO-2014815-PRO-5926645

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: ESPO on behalf of Leicestershire County Council will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by ESPO as soon as possible after the decision has been made as to the reasons why the applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, The Public Contracts Regulations 2006 (SI 2006 No. 5) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order for any document to be amended and may award damages, make a declaration of ineffectiveness, order for a fine to be paid, and/or order the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

15.8.2014

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