Records Archiving Tender Oxford

Records Archiving Tender Oxford

On completion of this contract it is intended that the records and ongoing provision of the service will be transferred to the new National Nuclear Archive (NNA) when this becomes available.

United Kingdom-Harwell: Archiving services

2014/S 158-284563

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Research Sites Restoration Ltd
Building 392.10, Room 1.02, Rutherford Avenue, Oxfordshire
Contact point(s): Contract Management Team
For the attention of: Jed Bonsor
OX11 0DF Harwell
UNITED KINGDOM
Telephone: +44 1305203951

Internet address(es):

General address of the contracting authority: http://www.research-sites.com

Further information can be obtained from: CTM Portal
UNITED KINGDOM
Internet address: https://sharedsystems.eu-supply.com/sellafield.asp

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: CTM Portal
UNITED KINGDOM
Internet address: https://sharedsystems.eu-supply.com/sellafield.asp

Tenders or requests to participate must be sent to: CTM Portal
UNITED KINGDOM
Internet address: https://sharedsystems.eu-supply.com/sellafield.asp

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Other: Nuclear Decommissioning

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:

JB 04/14 — HARWELL — Management and Operation of the NDA Southern Archive.

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: RSRL Site at Harwell, Oxfordshire.

NUTS code UKJ14

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)

The Nuclear Decommissioning Authority (NDA) is responsible under the Energy Act 2004, for a wide selection of industry wide public records, a significant number of which are located in a managed archive on a Nuclear Licensed site at Harwell, Oxfordshire, and are subject to the requirements of the Public Records Act, the Freedom of Information Act, the Data Protection Act, ISO15489-1:2001 (or equivalent) and ISO 9001:2008 (or equivalent). The Archive was designed to meet BS 5454:2000 (now replaced by PD 5454:2012).
The NDA wish to appoint a Contractor to manage this archive (and any new records issued for archiving),and have instructed Research Sites Restoration Ltd (RSRL) to carry out this procurement and implement and manage the subsequent contract. The resulting contract for the records and archive management will be placed by RSRL.
The archive contains classified information and the successful Contractor will be required to provide any such information as may be required by UK security authorities. Furthermore, any individuals who will work at the facility or who will have access to classified information associated with this contract, will be required to submit to vetting by UK authorities and be successfully granted the appropriate vetting status. The successful contractor must be able to demonstrate the ability to work broadly in line with the standards required by ISO 27001 (or equivalent) especially the implementation of an information risk management process.
On completion of this contract it is intended that the records and ongoing provision of the service will be transferred to the new National Nuclear Archive (NNA) when this becomes available. The NNA is currently planned for construction and could be available from 2017. This date however may be subject to change. The duration of the contract will be for a fixed period of two years with an option for RSRL to extend the duration at their option by up to a further 3 years. Such extension(s) to be entirely at the discretion of RSRL and in such periods as determined by RSRL, provided the total duration does not exceed 5 years. RSRL also reserve the right to reduce or omit this option to extend in any subsequent contract arising from this procurement to match the anticipated availability of the NNA at the time of contract award.
The service will be provided from existing premises at the Harwell Site.
The successful contractor must be able to demonstrate the ability to undertake the management and daily operations of such an archive facility, to the required statutory requirements and quality and security standards.
The service is currently provided by a records management contractor, supported by a small amount of contracted personnel and it is anticipated that the provisions of the Transfer of Undertakings (Protection of Employment) Regulations (TUPE) will apply.
The service required is to manage and improve the existing archive, to ensure that it is kept in a safe condition, and to develop the accuracy of indexing for both new and existing records. Procedures are to be reviewed for adequacy, improved as necessary and subsequently maintained by the service provider to ensure that records are managed effectively and retrieved, re-archived, transferred to The National Archive (TNA) or disposed of as necessary, in compliance with the Public Records Act and all other statutory and regulatory requirements. The archive is to be prepared ready for transfer to the NNA such that it is in a condition (complete with supporting information) to allow continued access to, and effective management of, the records for potentially hundreds of years. Indicative services required include (but are not limited to):-
1) Management of the Archive which consists primarily of approximately 9,700 linear metres of physical records which include a collection of around 700 linear metres of hard copy film/photographic media as well as thousands of digitally stored documents and images.
2) Liaison with The National Archive (TNA) and any consequent records management and administration task to meet Public Records statutory and regulatory compliance requirements, including the processing of Lord Chancellor’s Instrument applications and referrals on behalf of the NDA.
3) Arranging for and managing support from two existing specialist subcontractors.
4) Provision of records management services including advice and guidance on best practice for record-keeping and Public Records compliance in addition to accession, retention, storage, search and retrieval, loan, review, disposition and destruction (including certificated confidential) of NDA archived records in the collection. These services are to be provided at RSRL’s sites at Harwell in Oxfordshire and Winfrith in Dorset, with the vast majority of work being at Harwell and only a very small proportion being required at Winfrith.
5) Management of the existing premises and monitoring the condition of the facility.
6) Task management and records location and condition management.
7) Management of archives and new records for any external organisations whose records are contained within the existing archive, and for arranging invoices for these services on behalf of the NDA.
8) Provision of e-records management services via EDRMS, including acting as the Intelligent Customer for EDRMS provision of archive services to external customers.
9) Audit of the archive and the index and improvement in accuracy of indexing for both new and existing records in preparation for transfer to the NNA.
10) Reviewing, sorting and re-boxing records and scanning degraded records.
11) Review and progressive transfer of obsolescent film/video media to prevailing industry standard formats.
12) Review of existing standard operating procedures for adequacy and implementation of improvements where appropriate.
13) Provision of regular reports regarding the services provided.

14) Maintenance of the Image Resources archive to ‘Place of Deposit’ status in accordance with the TNA’s Standard for Record Repositories (seehttp://www.nationalarchives.gov.uk/documents/information-management/standard2005.pdf).

II.1.6)Common procurement vocabulary (CPV)

799951006312100072317000725120007999610092512000

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

The contract is covered by the Government Procurement Agreement (GPA): no

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 will be to provide services to manage and operate the archive currently held on the RSRL Harwell Site.
Estimated value excluding VAT: 2 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: An option for RSRL to extend the duration of the contract from 2 years up to a further 3 years. Such extension(s) to be entirely at the discretion of RSRL and in such periods as determined byRSRL, provided the total duration does not exceed 5 years.
RSRL also reserve the right to reduce or omit this option to extend in any subsequent contract arising from this procurement to match the anticipated availability of the NNA at the time of contract award.
Provisional timetable for recourse to these options:
in months: 21 (from the award of the contract)
II.2.3)Information about renewals

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

Duration in months: 24 (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:

Any deposits or guarantees required will either be detailed in the tender documents or depend upon the details of tenders submitted.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

See tender documents.

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 in the event of a group of contractors submitting an acceptable offer, RSRL may require that the consortium take a particular legal form and/or that an undertaking be provided that each company or firm will be jointly and severally responsible for the due performance of the contract.
An economic operator may be ineligible for participation in the tender process due to the gounds detailed in regulation 23 of the Public Contract Regulations 2006. Tenderers are required to provide information as requested with regard to these matters via the Qualification Questionnaire in RSRL’s CTM System, details of which are set out in Section V.1.3 of this notice. Provision of this information is a mandatory requirement for being eligible to participate in the tender.

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: Refer to the Qualification Questionnaire within the CTM portal detailed in VI.3)

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Refer to the Qualification Questionnaire within the CTM portal detailed in VI.3)
Minimum level(s) of standards possibly required: Demonstration of a minimum turnover in excess of one million pounds sterling per annum in records management and archive services, over the previous two financial years.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Refer to the Qualification Questionnaire within the CTM portal detailed in VI.3)
Minimum level(s) of standards possibly required:
Demonstration of ability to operate a BS 5454:2000 (or equivalent) archive and to workto ISO 15489-1:2001 (or equivalent) and ISO9001:2008 (or equivalent).
Approval by and/or granting of appropriate vetting status by UK authorities.
Demonstration of capability to offer a Final Salary pension scheme to terms which are no less favourable than their current pension terms (as certified by the Government Actuary Department) to any employees who transfer under the Transfer of Undertakings (Protection of Employment) regulations (TUPE), either by the provision of evidence that such a scheme is in place, or by submission of proposals detailing a willingness and ability to provide such a scheme
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

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: Candidates will be assessed on the information provided in response to the PQQ included within CTM. If more than the required number of candidates meet the conditions for participation, the qualified candidates will be ranked and the top ranked candidates will be invited to tender. Criteria for Selection will be as detailed in the Qualification Questionnaire included on the CTM portal as VI.3 of this notice, weighted as follows: security 20 % (Questions T001a, T002 and T003), financial 15 % (Questions T004a, T005, F003 and F005b), technical 45 % (Questions T006 to T009a inclusive), health, safety and environment 10 % (Questions HSE001 to HSE004 inclusive), quality management 10 % (Question QM001a), section A1 General information (information only), Section A2 Professional and Business Standing Mandatory Pass/Fail, Section A3 Professional and Business Standing Discretionary Pass/Fail, Minimum standards as detailed in II.2.2 and III.2.3 Mandatory Pass/Fail (T001b, T004b, T007b, T009b and QM001b).
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:

JB 04/14 – 6769

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

29.9.2014 – 14:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

9.1.2015

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

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

To receive more information about this opportunity, including any amendments and/or clarifications and to request any clarifications and/or to respond to this opportunity, you must register via the following link to the CTM portal:

https://sharedsystems.eu-supply.com/sellafield.asp and then click on New Supplier Registration.

Further information and a CTM Supplier Quick Guide is available on the supplier section of the RSRL website: http://www.research-sites.com/suppliers/contract-opportunities/complete-tender-management-ctm

All documents must be in English or with an English translation. All documents to be priced in Sterling and all payments made in Sterling. RSRL work within strict safety guidelines and you will be required to specify and justify any proposals to subcontract. RSRL reserve the right to annul the tendering process and not award a contract. The costs of tendering shall be the responsibility of the tenderers.
In order to participate in the tender, interested companies must satisfy important security criteria and complete a Security Questionnaire (Civil Nuclear Security Standard No 1A Annex F form available via the CTM portal detailed above). The completed form will be reviewed by UK authorities which may include a visit to the supplier’s premises. Only suppliers who satisfactorily complete this part of the process will be eligible to be invited to submit a tender. Individuals may be required to submit to UK Government vetting process. Failure to submit to this process will result in individuals being denied access to some information. Failure to achieve the required vetting status will also result in those individuals being denied access to some information.

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

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: RSRL will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into The Public Contracts Regulations 2006 (SI 2006 No 5) 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).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

15.8.2014

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