Document Storage Tender NHS

Document Storage Tender NHS

Provision of secure document storage and retrieval services and high-volume scanning services.

UK-Dorking: storage and retrieval services

2012/S 98-163300

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Surrey and Borders Partnership NHS Foundation Trust on behalf of NHS Commercial Solutions
The Atrium. Curtis Road
Contact point(s): https://commercialsolutions.bravosolution.co.uk/, BravoSolution Secure Messaging
For the attention of: Derek Howe
RH4 1XA Dorking
UNITED KINGDOM

Internet address(es):

General address of the contracting authority: https://commercialsolutions.bravosolution.co.uk/

Address of the buyer profile: https://commercialsolutions.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
Health
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: yes

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Provision of secure document storage & retrieval services and high-volume scanning services.
II.1.2)Type of contract and location of works, place of delivery or of performance
Supplies
A combination of these
Main site or location of works, place of delivery or of performance: NHS Commercial Solutions represents NHS Trusts in Kent, Medway, Surrey and Sussex. This Framework Agreement will include, and be for the benefit of, NHS trusts in England, including Acute, Foundation, Ambulance, Care, Primary Care, Mental Health trusts, Strategic and Special Health Authorities. Please follow the links below to identify specific organisations:
— Acute trusts: http://www.nhs.uk/ServiceDirectories/Pages/AcuteTrustListing.aspx,

— Ambulance trusts: http://www.nhs.uk/ServiceDirectories/Pages/AmbulanceTrustListing.aspx,

— Care trusts: http://www.nhs.uk/ServiceDirectories/Pages/CareTrustListing.aspx,

— Foundation trusts: http://www.monitor-nhsft.gov.uk/home/about-nhsfoundationtrusts/nhs-foundation-trust-directory,

— Mental health trusts: http://www.nhs.uk/ServiceDirectories/Pages/MentalHealthTrustListing.aspx,

— Primary care trusts: http://www.nhs.uk/servicedirectories/pages/primarycaretrustlisting.aspx,

— Strategic health authorities: http://www.nhs.uk/ServiceDirectories/Pages/StrategicHealthAuthorityListing.aspx,

— Special health authorities: http://www.nhs.uk/ServiceDirectories/Pages/SpecialHealthAuthorityListing.aspx.

This will include any statutory and other successor organisations to any of the foregoing. More details of the specific organisations involved in this opportunity will be published during the process.
NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 5 000 and 2 000 000 GBP

II.1.5)Short description of the contract or purchase(s)
Provision of secure off-site storage and physical and/or electronic retrieval of medical and other records.
II.1.6)Common procurement vocabulary (CPV)

63121000, 79999100, 72512000

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: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
Estimated value excluding VAT: 0 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Provision of document storage & retrieval services

1)Short description
Intake, cataloguing, indexing and secure storage of physical documents and retrieval by physical and/or electronic means.
2)Common procurement vocabulary (CPV)

63121000, 79999100

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Lot No: 2 Lot title: Scanning services
1)Short description
Provision of high volume, high quality scanning services.
2)Common procurement vocabulary (CPV)

79999100

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

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: Please see tender documentation for details.
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: Information and formalities necessary for evaluating if the requirements are met: Suppliers instructions how to express interest in this tender:
1. Register your company on the eSourcing portal (this is only required once),
— Browse to the eSourcing Portal: https://commercialsolutions.bravosolution.co.uk and click the link to register,

— Accept the terms and conditions and click ‘Continue’,
— Enter your correct business and user details— Note the username you chose and click ‘Save’ when complete,
— You will shortly receive an e-mail with your unique password (please keep this secure).
2. Express an Interest in the tender:
— Login to the portal with the username/password,
— Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are pre-qualification questionnaires or invitations to tender open to any registered supplier),
— Click on the relevant PQQ/ ITT to access the content,
— Click the ‘Express Interest’ button at the top of the page,
— This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only),
— You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box.
3. Responding to the tender:
— Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining),
— You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification,
— Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT,
— There may be a mixture of online and offline actions for you to perform (there is detailed online helpavailable). You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Please see the Memorandum of Information and pre-qualification documentation for details.
Minimum level(s) of standards possibly required: Please see the Memorandum of Information and pre-qualification documentation for details.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Please see the Memorandum of Information and pre-qualification documentation for details.
Minimum level(s) of standards possibly required:
Please see the Memorandum of Information and pre-qualification documentation for details.
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
Restricted
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:
409-2365
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
20.6.2012 – 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
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information
The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
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: The Contracting Authority will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.
The Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:21.5.2012

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