Records Storage and Retrieval London

Records Storage and Retrieval London

Records Storage, Retrieval, Disposal and Digitalisation Services.

United Kingdom-London: Storage and retrieval services

2016/S 007-008392

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Transport for London (Commercial Services)
Windsor House, 42- 50 Victoria St.
Contact point(s): https://eprocurement.tfl.gov.uk
For the attention of: Daiga Elsone
SW1H 0TL London
UNITED KINGDOM
E-mail: DaigaElsone@tfl.gov.uk

Internet address(es):

General address of the contracting authority: www.tfl.gov.uk

Address of the buyer profile: http://eprocurement.tfl.gov.uk

Electronic access to information: http://eprocurement.tfl.gov.uk

Electronic submission of tenders and requests to participate: http://eprocurement.tfl.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

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: yes

Greater London Authority
City Hall, The Queen’s Walk
SE1 2AA London
UNITED KINGDOM

London Fire and Emergency Planning Authority
169 Union Street
SE1 0LL London
UNITED KINGDOM

Mayor’s Office for Policing and Crime
City Hall, The Queen’s Walk
SE1 2AA London
UNITED KINGDOM

London Legacy Development Corporation
1 Stratford Place Montfichet Road
E20 1EJ London
UNITED KINGDOM

Old Oak and Park Royal Development
City Hall, The Queen’s Walk
SE1 2AA London
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

TfL 90694 — Pan-GLA Records Storage, Retrieval, Disposal and Digitalisation Services.

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.

NUTS code UKI

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 2

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 8 000 000 GBP

II.1.5)Short description of the contract or purchase(s)

The Greater London Authority Functional Bodies (also known as the GLA Group) — Transport for London (TfL), Greater London Authority (GLA), London Fire Emergency and Planning Authority (LFEPA), Mayor’s Office for Policing and Crime (MOPAC)/Metropolitan Police Services (MPS), London Legacy Development Corporation (LLDC) and Old Oak and Park Royal Development Corporation (OPDC) are seeking tenders for the provision of of Records Storage, Retrieval, Disposal and Digitisation Services.

II.1.6)Common procurement vocabulary (CPV)

63121000, 79996100, 79999100, 79999000, 79995100, 72252000

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: yes
Tenders may be submitted for one or more lots

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:

Lot 1 — Records Management (Records Storage, Retrieval, Disposal and Digitisation Services.
The GLA Group requires services to securely store records in boxes, containing paper and portable digital records. The services include collection of new boxes from each Authority, retrieval of these boxes from storage and delivery to the Authority and also the collection of retrieved boxes from the Authority before returning them to storage. The services will also include confidential destruction of time expired records, box level and occasionally, file level retrieval service, media tapes storage and the provision of an online data base and scanning services, where appropriate.
Lot 2 — Scanning Services (Secure Scanning, Storage & Destruction of the Scanned Documents).
These services will include but will not be limited to secure scanning, scanning to Legal Admissibility standard and ad hoc scanning, providing a Digital Mailroom.
Please note that TUPE (Transfer of Undertakings (Protection of Employment) Regulations will apply to 3 people, who are currently providing scanning services at the Authority’s premises.
The Framework Agreement will be awarded for 4 years with Call-Off Contracts for each Functional Body up to 10 years (5 years + 5 years’ extension).
Estimated value excluding VAT: 8 000 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes

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

Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Lot 1 — Records Management (Records Storage, Retrieval, Disposal and Digitisation Services

1)Short description

Lot 1 — Records Management (Records Storage, Retrieval, Disposal and Digitisation Services.
The GLA Group requires services to securely store records in boxes, containing paper and portable digital records. The services include collection of new boxes from each Authority, retrieval of these boxes from storage and delivery to the Authority and also the collection of retrieved boxes from the Authority before returning them to storage. The services will also include confidential destruction of time expired records, box level and occasionally, file level retrieval service, media tapes storage and the provision of an online data base and scanning services, where appropriate.

2)Common procurement vocabulary (CPV)

63121000, 79996100, 79999100, 79999000, 79995100, 72252000

3)Quantity or scope

As stated above.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2 Lot title: Lot 2 — Scanning Services (Secure Scanning, Storage and Destruction of the Scanned Documents)

1)Short description

These services will include but will not be limited to secure scanning, scanning to Legal Admissibility standard and ad hoc scanning, providing a Digital Mailroom.
Please note that TUPE (Transfer of Undertakings (Protection of Employment) Regulations will apply to 3 people, who are currently providing scanning services at the Authority’s premises.

2)Common procurement vocabulary (CPV)

63121000, 79996100, 79999100, 79999000, 79995100, 72252000

3)Quantity or scope

As stated above.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Please see the PQQ and ITT documentation.

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

Please see the PQQ and ITT documentation.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Please see the PQQ and ITT documentation.

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: Please see the PQQ and ITT documentation.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please see the PQQ and ITT documentation.
Minimum level(s) of standards possibly required: Please see the PQQ and ITT documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please see the PQQ and ITT documentation.
Minimum level(s) of standards possibly required:
Please see the PQQ and ITT documentation.
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 10
Objective criteria for choosing the limited number of candidates: The 5 companies that score the highest marks per Lot will be shortlisted and invited to the Invitation to Tender stage (ITT); where they will be required to submit tenders.
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:

TfL 90694

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

8.2.2016 – 12:30
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.
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

This is a competitive procurement conducted in accordance with the Restricted Procedure of the Public Contracts Regulations
2015. Responses to the PQQ will be used as the first stage of the selection process to identify companies to be invited
to submit a tender. Companies that meet the requirements will be invited to participate in the second stage (Invitation to
Tender) of the procurement.
Transport for London (TfL) is undertaking this procurement on behalf of the Greater London Authority Functional Bodies, also known as the GLA Group:
Transport for London (TfL), Greater London Authority (GLA), London Fire Emergency and Planning Authority (LFEPA),
Mayor’s Office for Policing and Crime (MOPAC)/Metropolitan Police Services (MPS), London Legacy Development
Corporation (LLDC) and Old Oak and Park Royal Development Corporation (OPDC).
Organisations interested in being considered for the tender for this opportunity should express their interest by means of
completing a Pre Qualification Questionnaire (PQQ) detailing their capabilities. This document is available through the TfL
eTendering portal.
Register your organisation on the TfL eTendering portal (this is only required once). If you have already registered there is
no need to do so again, otherwise the instructions for registration are as follows:

— Browse to the eTendering portal: https://eprocurement.tfl.gov.uk/epps/home.do

— Click the ‘Register as a Supplier’ link and follow the instructions.
If you require any further assistance use the online help, or the Help desk is available Mon — Fri (8:00-17:00) on:

— Email: tfl-eproc-helpdesk@eurodyn.com

— Phone: 0800 0 740 503
Once you have completed the above registration process, you will be able to find the PQQ and the ITT documentation for this Notice.
8/ 12 _ — ID:2000-000000 Standard form 2 — EN
TfL/90694 — Pan GLA Records Storage, Retrieval, Disposal and Digitisation Services
The Framework Agreement(s) resulting from this call for competition may be awarded by and may be for the benefit of
TfL and any of the Functional Bodies listed above. The Contracting Authority reserves the right to award the Framework
Agreement(s) in whole or in part or not at all as a result of this call for competition. The Contracting Authority shall not be liable
for any costs or expenses incurred by any bidders in responding to this notice or in tendering for the proposed contract(s). All
discussions and meetings will be conducted in English. Tenders and supporting documents must be priced in pound sterling
and all payments under the Framework Agreement(s) will be made in pound sterling.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Transport for London
Commercial Services, 16th Floor, Windsor House, 42-50 Victoria Street
SW1H 0TL London
UNITED KINGDOM
Internet address: http://www.tfl.gov.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Transport for London (TfL) will incorporate a standstill period of at least 10 calendar days when information on the award of the Framework Agreement(s) is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from TfL before the Framework Agreement(s) is entered into. Applicants have two working days from notification of the award to request additional debriefing and that information has to be provided a minimum of 3 working days before expiry of the standstill period.
Such additional information should be requested from the address in I.1 above. If an appeal regarding the award of a Framework Agreement(s) has not been successfully resolved, the Public Contracts Regulations 2015 (R 86/87) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action to the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (generally within 3 months). If a Framework Agreement 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:

8.1.2016

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