Records and Archive Management Tender

Records and Archive Management Tender

Record and Archive Management Service to include storage of documents held in box and file format as well as the scanning of documents to a secure portal for multiple user access.

United Kingdom-London: Records management

2013/S 137-238373

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Central and North West London NHS Foundation Trust
Stephenson House, 75 Hampstead Road
For the attention of: James Harris
NW1 2PL London
UNITED KINGDOM
Telephone: +44 2032145383
Fax: +44 2032145959

Internet address(es):

General address of the contracting authority: www.cnwl.nhs.uk

Address of the buyer profile: http://www.mytenders.org/search/Search_AuthProfile.aspx?ID=AA16561

Further information can be obtained from: Central and North West London NHS Foundation Trust
Stephenson House, 75 Hampstead Road
For the attention of: James Harris
NW1 2PL London
UNITED KINGDOM
Telephone: +44 2032145383
Fax: +44 2032145959
Internet address: www.cnwl.nhs.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Central and North West London NHS Foundation Trust
Stephenson House, 75 Hampstead Road
For the attention of: James Harris
NW1 2PL London
UNITED KINGDOM
Telephone: +44 2032145383
Fax: +44 2032145959
Internet address: www.cnwl.nhs.uk

Tenders or requests to participate must be sent to: Central and North West London NHS Foundation Trust
Stephenson House, 75 Hampstead Road
For the attention of: James Harris
NW1 2PL London
UNITED KINGDOM
Telephone: +44 02032145383
Internet address: www.cnwl.nhs.uk

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

Milton Keynes

Camden Community Health

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Records and Archive Management.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: London and Surrounding countties to include Milton Keynes.
NUTS code UK
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)
Record and Archive Management Service to include storage of documents held in box and file format as well as the scanning of documents to a secure portal for multiple user access.
This service is to include delivery via same day as well as next day services to mulitple sites across the SE, SW and North London and will also include the NW of England.
Note: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site at: http://www.myTenders.org/Search/Search_Switch.aspx?ID=106676.
II.1.6)Common procurement vocabulary (CPV)

79996100

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:
Record and Archive Management Service to include storage of documents held in box and file format as well as the scanning of documents to a secure portal for multiple user access.
This service is to include delivery via same day as well as next day services to approx. 200 sites across the SE, SW and North London and will also include the NW of England.
Scope to include;
40 000 box storage
over 1 000 000 file storage.
Estimated value excluding VAT:
Range: between 500 000 and 600 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: There is an option to extend this contract for a further 2 years in 12 month intervals.
II.2.3)Information about renewals
This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
No.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Delivery payment.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Yes.
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
Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a reference from their bank.
(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(3) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(4) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years.
(2) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the Community Eco-Management and Audit Scheme (EMAS); or the European standard BS EN ISO 14001.
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
Envisaged number of operators: 5
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: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
CNWL/T022
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
12.8.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
26.8.2013
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 of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information
None
(MT Ref:106676)
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:15.7.2013

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