Record Archiving for the Welsh Blood Service

Record Archiving for the Welsh Blood Service

The number of image scans over a period of 12 months can be up to 600,000.

United Kingdom-Cardiff: Archiving services

2018/S 022-046177

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

NHS Wales Shared Services Partnership
Unit 1 Charnwood Court, Heol Billingsley, Parc Nantgarw
Cardiff
CF15 7QZ
United Kingdom
Telephone: +44 2920902251
E-mail: Emma.Rowe-Jones@Wales.nhs.uk
NUTS code: UK
I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://etenderwales.bravosolution.co.uk/
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://etenderwales.bravosolution.co.uk/

I.4)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5)Main activity

Health

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Provision of Record Archiving for the Welsh blood Service

Reference number: WBS- OJEU – 36691

II.1.2)Main CPV code

79995100

II.1.3)Type of contract

Services

II.1.4)Short description:

The Welsh Blood Service has a requirement for Archiving services for records.

The service are required to retain access to documents or document images over extended periods (up to 40 years). Media storage is currently provided in CD format (a master copy and a working document) and storage of some original hard copy documents.

The number of image scans over a period of 12 months can be up to 600 000 and approximately 40 boxes (bankers box size) of documents to be held in storage at any 1 time. This figure is likely to fluctuate over the year.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

79995100

II.2.3)Place of performance

NUTS code: UKL15
Main site or place of performance:

Talbot Green, Llantristant is the pick up site of paper records.

II.2.4)Description of the procurement:

The Welsh Blood Service has a requirement for Archiving services for records.

The service are required to retain access to documents or document images over extended periods (up to 40 years). Media storage is currently provided in CD format (a master copy and a working document) and storage of some original hard copy documents.

The number of image scans over a period of 12 months can be up to 600 000 and approximately 40 boxes (bankers box size) of documents to be held in storage at any one time. This figure is likely to fluctuate over the year.

The contract requirement is for the collection of the physical hard copy paper records, preperation and scanning of documents and then media output of these records to a user friendly output.

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

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

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

There will be an option to extend for a further 2 years (+1+1), addition to the initial contract term.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
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:
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
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: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

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

Date: 01/03/2018
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

Tender must be valid until: 31/08/2018

IV.2.7)Conditions for opening of tenders

Date: 01/03/2018
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

Initial term, 2.2020, however if the extensions are invoked then 2.2023.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at http://www.sell2wales.gov.wales/search/search_switch.aspx?ID=76540.

(WA Ref:76540).

The buyer considers that this contract is suitable for consortia.

VI.4)Procedures for review

VI.4.1)Review body

NHS Wales Shared Services Partnership
Unit 1 Charnwood Court,, Heol Billingsley, Parc Nantgarw
Cardiff
CF15 7QZ
United Kingdom
Telephone: +44 29202251Internet address:http://www.procurement.wales.nhs.uk
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

30/01/2018

 

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