Offsite storage and records management contract

Offsite storage and records management contract

London Borough of Hackney. UK-London: storage and retrieval services

2012/S 83-136564

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Hackney
Hackney Town Hall, Mare Street
E8 1EA London
UNITED KINGDOM
Telephone: +44 2083563448
E-mail: procurement.admin@hackney.gov.uk

Internet address(es):

General address of the contracting authority: www.hackney.gov.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: Jennfier Jallim
Telephone: +44 2083563641
E-mail: jennifer.jallim@hackney.gov.uk

Tenders or requests to participate must be sent to: Jennfier Jallim
Telephone: +44 2083563641
E-mail: jennifer.jallim@hackney.gov.uk

I.2)Type of the contracting authority
Regional or local authority
I.3)Main activity
General public services
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:
Off-site storage and records management contract.
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 UKI12
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)
Hackney Council is seeking a supplier for the provision of a range of off-site storage and records management services. The supplier must offer solutions for secure storage, box collection and delivery, scan-on-demand retrieval and bulk and on demand scanning services, a next day service and an emergency (express) service. The supplier will also provide the facility for confidential destruction of materials and evidence that all destroyed material will be recycled.
II.1.6)Common procurement vocabulary (CPV)

63121000, 79996100, 79999100, 79995100, 72512000, 63121100

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:
The scope of the contract includes:
Storage (and transfer) of 41 000 boxes.
Storage (and transfer) of 5 500 fiche jackets, each fiche containing 55 frames. Currently held in two fiche cabinets, 6 drawers per cabinet.
Next day retrieval/collection of 7 200 boxes per year (seeking to decrease over time).
Express delivery (within 3 hours) of 50 boxes per year.
Scan on demand retrieval of 120 files per year (seeking to increase).
Addition of 1 250 boxes per year, including empty boxes and barcodes.
Secure destruction of up to 5-10 percentage of our holdings per year, initially.
Ad hoc services as required including but not limited to bulk scanning requests, indexing requests, application of retention and disposal data to existing holdings.
Estimated value excluding VAT: 600 000 GBP
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
This contract is subject to renewal: no
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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
The terms concerning financing and payment will be set out in the contract documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
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
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Applicants will be required to provide information relating to their company accounts to enable the authority to assess their financial standing.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
A mandatory requirement for this tender is that suppliers must have significant experience of providing secure document storage and scanning services. Suppliers must:
Demonstrate 10-15 years proven experience of providing secure document storage and scanning services.
Be compliant with BS5454 (archival storage standard).
Be ISO 27001 (Information Security Management) certified.
Have the facility and capacity to store 500 000 boxes.
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
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:
HPS/FNR/0100
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
11.6.2012
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.
Other: English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Place:

HPS Keltan House E8 4RU.

Persons authorised to be present at the opening of tenders: no

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

See Section VI.4.2

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: This authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Such additional information should be requested from the address in Section 1.1 If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 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). Any such action must be brought promptly. Where a contract has not been entered into the court may order the settling aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the court may only award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:
26.4.2012

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