ESPO Document Management Solutions Framework 2018

ESPO Document Management Solutions Framework 2018

ESPO is seeking to establish a framework agreement with a number of suppliers for the provision of scanning, storage, retrieval and associated services.

United Kingdom-Leicester: Storage and retrieval services

2018/S 136-311075

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

ESPO
Barnsdale Way, Grove Park, Enderby
Leicester
LE19 1ES
United Kingdom
Contact person: Ms Krishna Mistry
Telephone: +44 1162944163
E-mail: tenders@espo.org
NUTS code: UK
Internet address(es):Main address: http://www.espo.org/

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://procontract.due-north.com/Advert/Index?advertId=e8775ca8-fa96-e711-80e4-005056b64545
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://procontract.due-north.com/Advert/Index?advertId=e8775ca8-fa96-e711-80e4-005056b64545

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

Other activity: Local Authority Services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

390_18 Document Management Solutions

Reference number: 390_18

II.1.2)Main CPV code

63121000

II.1.3)Type of contract

Services

II.1.4)Short description:

ESPO is seeking to establish a framework agreement with a number of suppliers for the provision of scanning, storage, retrieval and associated services. The key aim of the framework will be to promote efficiencies and cost savings.

An eAuction process may be used to award subsequent call off contracts following the reopening of competition among the parties to the Framework Agreement.

To reflect the different types of document management services required, the framework will be divided into following lots:

— Lot 1: Electronic document scanning services and software solutions,

— Lot 2: Document storage, retrieval and associated services,

— Lot 3: Total document management solutions,

— Lot 4: Enhanced handling and security requirements.

To tender:

(a) Go to www.eastmidstenders.org

(b) Register;

(c) Search for tender opportunity ‘390_18’;

d) Express an interest;

(e) Download the tender from the website.

II.1.5)Estimated total value

Value excluding VAT: 60 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
II.2)Description

II.2.1)Title:

Electronic Document Scanning Services and Software Solutions

Lot No: 1

II.2.2)Additional CPV code(s)

48311100
63121000
63121100
72317000
72512000
79995100
79996100
79999100
92512100

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

This lot requires service providers to provide a full end-to-end scanning solution preparation, scanning, indexing, encryption, electronic storage, transportation and secure disposal of documents. Including the supply, implementation and maintenance of EDRM (Electronic Document and Records Management Software), associated consultancy and training.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 10 000 000.00 GBP

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

Start: 01/10/2018
End: 30/09/2020
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The Framework Agreement has the option to extend for up to a further 24 months. The total estimated value stated in Section II.1.5 includes the option period.

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
II.2)Description

II.2.1)Title:

Document Storage, Retrieval and Associated Services

Lot No: 2

II.2.2)Additional CPV code(s)

48311100
63121100
72300000
72317000
72512000
79995100
79996100
79999100
92512100

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

This lot requires service providers to provide preparation, collection, storage, retrieval, secure disposal of documents and any associated services.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 15 000 000.00 GBP

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

Start: 01/10/2018
End: 30/09/2020
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The Framework Agreement has the option to extend for up to a further 24 months. The total estimated value stated in Section II.1.5 includes the option period.

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
II.2)Description

II.2.1)Title:

Total Document Management Solutions

Lot No: 3

II.2.2)Additional CPV code(s)

48311100
63121100
72300000
72317000
72512000
79995100
79996100
79999100
92512100

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

This lot requires service providers to provide a full end-to end solution for all scanning, storage and consultancy requirements. This includes scanning, indexing, encryption, electronic storage, transportation and secure disposal of documents, storage, retrieval, associated consultancy and training.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 15 000 000.00 GBP

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

Start: 01/10/2018
End: 30/09/2020
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The Framework Agreement has the option to extend for up to a further 24 months. The total estimated value stated in Section II.1.5 includes the option period.

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
II.2)Description

II.2.1)Title:

Enhanced Handling and Security Requirements

Lot No: 4

II.2.2)Additional CPV code(s)

48311100
63121100
72300000
72317000
72512000
79995100
79996100
79999100
92512100

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

This lot requires service providers to provide a safe and secure document management solutions for all scanning, storage and consultancy requirements. This includes secure handling of documents, scanning, indexing, encryption, electronic storage, transportation and secure disposal of documents, storage, retrieval, associated consultancy and training.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 20 000 000.00 GBP

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

Start: 01/10/2018
End: 30/09/2020
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The Framework Agreement has the option to extend for up to a further 24 months. The total estimated value stated in Section II.1.5 includes the option period.

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

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

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
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:

This contract will operate on-going contract monitoring procedures following award, to ensure financial stability requirements are maintained.

Credit rating checks will be carried out on a regular basis, using the credit rating agency, Creditsafe Business Solutions Limited.

Any changes will be assessed (compared with a baseline credit rating score obtained at contract award stage) and significant changes or sustained degradation will be investigated.

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

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
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: no
IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2017/S 175-358474

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

Date: 15/08/2018
Local time: 12:00
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: 15/08/2018
Local time: 12:00

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:

As a Central purchasing body as defined by the EU Procurement Directive 2014/24/EU, the Framework Agreement is open for use by Public bodies (defined https://www.espo.org/ESPO/media/Documents/FAQs/ESPO-s_powers_to_trade__website_-2016-12-22.pdf) that also fall into one of the following classifications of user throughout all administrative regions of the UK:

— Local authorities,

— Educational establishments (including Academies),

— Central Government Departments and Agencies,

— Police, fire and rescue and Coastguard emergency services,

— NHS and HSC Bodies, including Ambulance Services,

— Registered charities,

— Registered Social Landlords, or any public body established by or under the Scotland Act 1998 or any Act of the Scottish Parliament.

Details of the classification of end user establishments and geographical areas is available on: http://www.espo.org/About-us-%281%29/FAQs/Legal

VI.4)Procedures for review

VI.4.1)Review body

ESPO
Barnsdale Way, Grove Park, Enderby
Leicester
LE19 1ES
United KingdomInternet address: www.espo.org
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

ESPO 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 2015 (SI 2105 No. 102) 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.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

16/07/2018

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