Scanning Services Framework Yorkshire

Scanning Services Framework Yorkshire

Bulk scanning services; Specified level of scanning standards; Meta-data creation, naming and indexing of images.

United Kingdom-Leeds: Scanning services

2016/S 129-232030

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Leeds City Council
Evolution House, Springwell Road
Contact point(s): ICT Strategic Sourcing Team
LS12 1AW Leeds
United Kingdom
Telephone: +44 1133784357

Internet address(es):

General address of the contracting authority:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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

The Council of the Borough of Kirklees
Market Street
HD1 2YZ Huddersfield
United Kingdom

Leeds Community Healthcare NHS Trust
1st Floor, Stockdale House, Headingley Office Park, Victoria Road
LS6 1PF Leeds
United Kingdom

Leeds Teaching Hospitals NHS Trust
St. James’s University Hospital, Beckett Street, West Yorkshire
LS9 7TF Leeds
United Kingdom

Section II: Object of the contract


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

LCCITS160016: Scanning Services Framework.

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: Leeds, West Yorkshire.
NUTS code UKE42,UKE43

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 a single operator

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:
Range: between 1 and 12 000 000 GBP

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

This Framework is for the supply of Scanning Services and software. The Services to be provided against this Framework Agreement shall include but not be limited to:
— Bulk scanning services;
— Specified level of scanning standards;
— Meta-data creation, naming and indexing of images;
— Use of Optical Character Recognition software;
— Secure transportation of filing cabinets, files, records and documents;
— Secure storage facilities for filing cabinets, files, records and documents;
— Scan on demand services;
— File retrieval and return service;
— Disposal and destruction of filing cabinets;
— Disposal and destruction of files, records and documents;
— Provision of ad-hoc software requirements in support of the required services.
The Framework will take the form of a catalogue of individually listed prices for services required, and allow for the pricing of specific unique requirements which will be based upon the agreed catalogue pricing structure.

Requests to participate in this procurement must be made electronically at by searching for reference AAAK-5KI03Y or the title: LCCITS160016: Scanning Services Framework.

II.1.6)Common procurement vocabulary (CPV)


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


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:

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

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:
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:
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: As stated in the tender documents.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As stated in the tender documents.
Minimum level(s) of standards possibly required: As stated in the tender documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As stated in the tender documents.
Minimum level(s) of standards possibly required:
As stated in the tender documents.
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: no
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

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

3.8.2016 – 12:00
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
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

The Council has chosen not to divide this procurement into lots. The Council is seeking to appoint a single supplier who can offer the full range of scanning services. It has considered separate lots but concluded that the scope of requirements and inter-dependency of processes involved make it impractical and uneconomical. It would, therefore, not be appropriate to divide the Councils requirements into lots.
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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