On Site Records Management Service for DWP

On Site Records Management Service for DWP

This Records Management Contract is for the provision of Services relating to the management of DWP’s hard copy Records and does not include any electronic Records.

United Kingdom-London: Records management

2015/S 137-253068

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Department for Work and Pensions
Caxton House, Tothill Street
SW1H 9NA London
Telephone: +44 3450103503
E-mail: supplier@crowncommercial.gov.ukeenablement@crowncommercial.gov.uk

Internet address(es):

General address of the contracting authority: https://www.gov.uk/government/organisations/department-for-work-pensions

Address of the buyer profile: https://gpsesourcing.cabinetoffice.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: 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

Ministry or any other national or federal authority, including their regional or local sub-divisions

I.3)Main activity

Other: public procurement

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.1.1)Title attributed to the contract by the contracting authority:

On Site Records Management Service.

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

Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Heywood in Lancashire, UK.

NUTS code UK

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)

The Department for Work And Pensions (DWP) (referred to hereafter as the Contracting Authority) is seeking to establish a Contract with a single Supplier for the provision of an On Site Records Management Service for an initial period of four (4) years with the option to extend for up to a further one (1) year period.
This Records Management Contract is for the provision of Services relating to the management of DWP’s hard copy Records and does not include any electronic Records, with the exception of the provision of services relating to the scanning of hard copy Records as set out in the specification (which is available in the ITT).
The Supplier’s responsibilities shall include, but not be limited to, accepting deliveries of Records from the Contacting Authority’s Business Areas, preparing Records for storage (including barcoding, indexing and linking of Records), moving Records into storage, retrieving Files from storage, preparing Records for return to Business Areas, and destroying and archiving Records.
The Supplier shall be required to undertake bulk projects on an ad-hoc basis, when requested by the Contracting Authority.
The Supplier shall be required to manage space effectively within the File Store.
The Supplier is also required to provide, install, manage and maintain a Records Management IT system to record all activities undertaken, including tracking the movement of all Files from Intake through to Destruction. The Records Management IT system shall have the capacity to allow extensive User access at any one time.
The Supplier will be required to provide regular management reports to the Contracting Authority, it’s Business Areas and the Agent via the Records Management IT system.
The Supplier shall be required to provide a helpdesk service to answer the Contracting Authority’s Users’ enquiries about the Records Management Service and enquiries about the Records Management IT system.
The Supplier shall be required to provide training to the Contacting Authority’s Users about the Records Management IT System.
The Supplier shall provide the full end-to-end On Site Records Management Service from the Contracting Authority’s single designated location which shall be the Heywood File Store, which is located in Manchester Road, Heywood, Lancashire OL10 2PZ. Further details about the File Store at Heywood can be found in the ITT.
An Implementation Period will commence as soon the Contract has been awarded, and delivery of the Services under this Contract is expected to commence on 1.7.2016 (Activity Commencement Date), subject to the provisions in the Contract. Suppliers shall note that charges under this Contract will not come into effect until the Activity Commencement Date.
A detailed description of the Services that the Supplier shall be required to supply under this Contract are set out in full in Attachment 4b of the ITT.

II.1.6)Common procurement vocabulary (CPV)

79996100, 48311100, 48613000, 63121000, 63121100, 64216200, 72512000, 79995100, 79999100, 92512100

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

The contract is covered by the Government Procurement Agreement (GPA): yes


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:

This Procurement is being managed and facilitated by Crown Commercial Service (CCS) (referred to as the Agent). The Agent is acting on behalf of the Contracting Authority throughout the procurement process. The On Site Records Management Service Contract will be between the successful Supplier and the Contracting Authority, not the Agent.
After the Contract has been awarded, the Agent will manage the strategic and operational contract management activities on behalf of the Contracting Authority.
The Contracting Authority has decided not to divide this requirement into Lots because such division would make execution of the contract technically difficult to manage, especially because the Services will be delivered from a single File Store location and single records management IT platform.
Estimated value excluding VAT:
Range: between 70 000 000 and 80 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The Contracting Authority intends to award the Contact for an initial term of four (4) years with an option to extend the initial term for such period or periods of up to a maximum of one (1) year in total. The extension will be exercised at the sole discretion of the Contracting Authority.
As explained in section II 1.5 above, an Implementation Period shall commence as soon as the Contract has been awarded and delivery of Services is expected to commence at the Activity Commencement Date. The initial four (4) year term will start at the Activity Commencement Date (subject to the provisions in the Contract).
II.2.3)Information about renewals

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

Duration in months: 48 (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:

Potential Providers will be advised if this is necessary during the procurement. Parent company and/or other guarantees of performance and financial liability may be required by the Authority if considered appropriate.
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:

No legal form is required but if a contract is awarded to a Group of Economic Operators, the Contracting Authority may require the Group of Economic Operators to form a legal entity before entering into the Contract.
III.1.4)Other particular conditions
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; Potential Providers will be assessed in accordance with Section 5 of Chapter 2 of the Public Contracts Regulations 2015, as amended (implementing Title II, Chapter III, Section 3, Sub-section I of Directive 2014/24/EU), on the basis of information provided in response to an Invitation to Tender (‘ITT’).

This procurement will be managed electronically via the Agents e-Sourcing Suite. To participate in this procurement, participants must first be registered on the e-Sourcing Suite. If you have not yet registered on the eSourcing Suite, this can be done online athttps://gpsesourcing.cabinetoffice.gov.uk by following the link ‘Register for CCS eSourcing’. Please note that, to register, you must have a valid DUNS number (as provided by Dun and Bradstreet) for the organisation which you are registering, who will be entering into a contract if invited to do so. Full instructions for registration and use of the system can be found at


Once you have registered on the eSourcing Suite, a registered user can express an interest for a specific procurement. This is done by emailingexpressionofinterest@crowncommercial.gov.uk.

Your email must clearly state: the name and reference for the procurement you wish to register for; the name of the registered supplier; and the name and contact details for the registered individual sending the email. The Authority will process the email and then enable the supplier to access the procurement online via the e-Sourcing Suite. The registered user will receive a notification email to alert them once this has been done. As a user of the e-Sourcing Suite you will have access to Emptoris email messaging service which facilitates all messages sent to you and from you in relation to any specific RFX event. Please note it is your responsibility to access these emails on a regular basis to ensure you have sight of all relevant information.
For technical assistance on use of the e-Sourcing Suite please contact Crown Commercial Service Support

Desk email: eenablement@crowncommercial.gov.uk

Responses must be published by the date in IV.3.4.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if the requirements are met: Candidates will be assessed on the basis of information provided in response to an ITT.

The ITT can be accessed at: https://gpsesourcing.cabinetoffice.gov.uk using the instructions detailed in III.2.1

The Contracting Authority may take into account any of the following information:
(a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of financial statements or extracts from the financial statements where the position of financial statements is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last 3 financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Candidates will be assessed in accordance with Section 5 of the Regulations implementing the Directive, on the basis of information provided in response to an ITT. The Agent may take into account the following information:
(a) the following lists:
(i) a list of the principal deliveries effected or the main services provided over at the most the past 3 years, with the sums, dates and recipients, whether public or private, involved. Where necessary in order to ensure an adequate level of competition, contracting authorities may indicate that evidence of relevant supplies or services delivered or performed more than 3 years before will be taken into account:
(b) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operators undertaking, especially those responsible for quality control and, in the case of public works contracts, these upon whom the Supplier can call in order to carry out the work.

The ITT can be accessed at: https://gpsesourcing.cabinetoffice.gov.uk using the instructions detailed in III.2.1.

Minimum level(s) of standards possibly required:
In relation to the Services to be provided under this Contract, Potential Providers must confirm (in the Selection Questionnaire which is Attachment 2 of the ITT) if they have, or will have in place, prior to the Activity Commencement Date, certification in the Standards set out below (the Standards are set out in Schedule 7 (Standards) in Attachment 4 of the ITT (the Contract).
— Cyber Essentials Plus Certification or equivalent (required 30 Working Days prior to the Activity Commencement Date)


— BS EN 15713 (The Secure Destruction of Confidential Material) or equivalent
— BS 8470 (Secure Destruction of Confidential material) or equivalent
— ISO14001 (Environmental Management) or equivalent
— BS 7858:2012 (Security Screening of Individuals Employed in a Security Environment) or equivalent
— ISO27001 (Information Security Management) or equivalent
— ISO/IEC 27002 (Information Security Management Code of practice) or equivalent
— CESG BCS Information security
— Public Services Network (PSN) certified and / or holds pan government accreditation or PSN compliant with a valid current PSN Code of Service.
— RM System Compliance with ISO 9241-171:2008 (Ergonomics of human-system Interface or equivalent)
— Compliance with WCAG V2 to ‘AA’ Standard on RM System
— HMG Baseline Personnel Security Standards
In addition to the above Standards, the successful Supplier will be required to comply with the Contracting Authority’s policies which are set out in Schedule 7 (Standards) in Attachment 4 (Contract) of the ITT.

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

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: yes
Additional information about electronic auction: Those Potential Providers whose Tenders have not been previously excluded, and have achieved or exceeded the Minimum Quality Threshold (as set out in the ITT), and have submitted a correctly completed Pricing Matrix, will be invited to the e-Auction. The e-Auction will be a ‘Reverse English Price Only e-Auction’.
IV.3)Administrative information

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


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

Prior information notice

Notice number in the OJEU: 2015/S 16-024768 of 23.1.2015

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

7.8.2015 – 14:00
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


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

Date: 7.8.2015 – 14:01

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

Potential Providers should note that, in accordance with the UK Government’s policies on transparency, the Agent intends to publish the Invitation to Tender (ITT) document and the text of any Contract awarded, subject to possible redactions at the discretion of the Agent. Further information about transparency can be found at: http://ccs.cabinetoffice.gov.uk/about—government—procurement—service/transparency—and—accountability/ transparency—procurement.

The Agent expressly reserves the right (i) not to award any contract as a result of the procurement process commenced by publication of this notice; and
(ii) to make whatever changes it may see fit to the content and structure of the tendering competition; and in no circumstances will the Contracting Authority be liable for any costs incurred by the candidates. Any expenditure, work or effort undertaken prior to contract award is accordingly a matter solely for the commercial judgement of Potential Providers.
The value provided in Section II.2.1 is only an estimate. The Contracting Authority does not provide any guarantee in respect of the levels or aggregate value of the Services which the Contracting Authority shall require the Supplier to provide during the Contract Period. In accordance with the provisions set out in Schedule 3 of Attachment 4 (Contract), Transactional Charges will be a variable amount each Month and dependent upon the volume and type of work undertaken by the Supplier in accordance with the provisions set out in this Contract. Transactional Charges do not include any entitlement to any minimum payments payable to the Supplier.
In 2014, the government introduced its new Government Security Classifications (GSC) classification scheme to replace the previous Government Protective Marking Scheme (GPMS). A key aspect of this is the reduction in the number of security classifications used. All Potential Providers should make themselves aware of the changes as it may impact on the requirements of this Contract. The link below to the Gov.uk website provides information on the new GSC:


The Authority considers that the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) may apply to this Contract on the basis that there is organised grouping of employees dedicated to providing these services under the current arrangements. It is the responsibility of Potential Providers to take their own advice and consider whether TUPE is likely to apply in the particular circumstances and to act accordingly.
For the Authority to conclude a Contract with the Potential Provider, it will be essential for the Potential Provider to meet the requirements of the Cyber Essentials Scheme, introduced in June 2014.
This scheme defines a set of controls which, when properly implemented, provides organisations with basic protection from the most prevalent forms of threat that come from the internet.

Potential Providers can view the details of the Cyber Essentials Scheme at: https://www.gov.uk/government/publications/cyber—essentials—scheme— overview.

From 1.10.2014, suppliers must be compliant with the new Cyber Essentials controls if bidding for government contracts which involve the handling of sensitive and personal information and the provision of certain technical products and services. The easiest way to demonstrate that the Cyber Essentials requirements are met is to gain the Cyber Essentials certificate.
The Cyber Essentials Assurance Framework, leading to the award of Cyber Essentials and Cyber Essentials Plus certificates for organisations, has been designed in consultation with SMEs, including the Federation for Small Business, to be ‘light touch’ and achievable at low cost. The two options give organisations a choice over the level of assurance they wish to gain and the cost of doing so. This scheme offers the right balance between providing additional assurance of an organisation’s commitment to implementing cyber security to third parties, while retaining a simple and low cost mechanism for doing so. The need to meet the requirements of the Cyber Essentials Scheme will extend to Sub-Contractors of the Supplier where such Sub-Contractors are involved, on behalf of the Supplier, in the handling of sensitive and personal information and the provision of certain technical products and services. The Supplier and any Sub-Contractors will need to renew their evidence of Cyber Essentials compliance at least annually. Please refer to the ITT and its attachments for further information relating to Cyber Essentials.

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:


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