Off-Site Storage Service Cheshire

Off-Site Storage Service Cheshire

Provision of off-site storage and retrieval services for documents, records and exhibits.

United Kingdom-Winsford: Storage and retrieval services

2014/S 158-284607

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Police and Crime Commmissioner for Cheshire
Chehsire Constabulary Headquarters, Strategic Procurement Unit, Clemonds Hey, Oakmere Road
For the attention of: Mrs Helen Elliott
CW7 2UA Winsford
UNITED KINGDOM
Telephone: +44 1606362063
E-mail: helen.elliott@cheshire.pnn.police.uk

Internet address(es):

General address of the contracting authority: www.cheshire.police.uk

Address of the buyer profile: www.bluelight.gov.uk

Further information can be obtained from: The Police & Crime Commissioner for Cheshire
Economic Operators wishing to Express Interest and obtain the Invitation to Tender document, should go to www.bluelight.gov.uk and click on New Opportunities which is within the Supplier Area box on the left of the screen. On the next screen enter 9MYG-RPL2Y1 in the box labelled ‘contains’ then click search. Click on the blue link for the contract title to view the opportunity. To express interest you will need to login. If you are not already registered on www.bluelight.gov.uk you will need to return to the home page and click on the ‘Register Company’ link in the Supplier Area box on the left. Registration is free of charge and your user name and password will be emailed to you.

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The Police & Crime Commissioner for Cheshire
Economic Operators wishing to Express Interest and obtain the Invitation to Tender document, should go to www.bluelight.gov.uk and click on New Opportunities which is within the Supplier Area box on the left of the screen. On the next screen enter 9MYG-RPL2Y1 in the box labelled ‘contains’ then click search. Click on the blue link for the contract title to view the opportunity. To express interest you will need to login. If you are not already registered on www.bluelight.gov.uk you will need to return to the home page and click on the ‘Register Company’ link in the Supplier Area box on the left. Registration is free of charge and your user name and password will be emailed to you.

Tenders or requests to participate must be sent to: The Police & Crime Commissioner for Cheshire
Economic Operators wishing to Express Interest and obtain the Invitation to Tender document, should go to www.bluelight.gov.uk and click on New Opportunities which is within the Supplier Area box on the left of the screen. On the next screen enter 9MYG-RPL2Y1 in the box labelled ‘contains’ then click search. Click on the blue link for the contract title to view the opportunity. To express interest you will need to login. If you are not already registered on www.bluelight.gov.uk you will need to return to the home page and click on the ‘Register Company’ link in the Supplier Area box on the left. Registration is free of charge and your user name and password will be emailed to you.

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Public order and safety

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:

Provision of an Off-Site Storage Service (2014) — CPA/SPU/421.

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: Cheshire Constabulary Area covering the four unitary authorities of Cheshire West & Chester, Cheshire East, Halton and Warrington.

NUTS code UKD2

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)

Provision of off-site storage and retrieval services for documents, records and exhibits.

II.1.6)Common procurement vocabulary (CPV)

63121000

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:

The Police and Crime Commissioner for Cheshire (PCC) and Chief Constable (CC) are seeking a secure off-site storage facility which adheres to the recommendations outlined in British Standard PD 5454:2012 and addresses issues relating to preservation, legal compliance, secure storage, retrieval and destruction.
In order to maintain evidential integrity and security of material stored it is necessary that storage, tracking, transportation and secure destruction of items are appropriately managed in line with the requirements of the PCC/CC and in accordance with the Government Classification Scheme.
The Contractor must provide a fully documented and auditable chain of custody for all items belonging to the PCC/CC that are held within and transported to and from the contractors’ premises. The use of an auditable storage management and tracking system in place to enable the tracking, monitoring and reporting of items going in and out of the storage facility and updated during the transportation to PCC/CC’s premises and which must be accessible to named PCC/CC staff.
Storage is required for approximately 27 000 tamper-proof security-sealed boxes and non-sealed boxes, two safes and 600 bulky items. The PCC/CC has items for storage that are too large to fit in a box and are referred to Bulky Items, these could be items such as kitchen sink, a garden gate, bicycle, mattress, sword, infact anything which will not fit in a box.
Material stored by the PCC/CC is mainly paper records, however, there will also be audio/video tapes/cassettes, disks, negatives, lever-arch folders, photographs, clothing, metal objects, battery operated devices and anything the PCC/CC has deemed as evidential and needs to be retained in line with current policies and legislation.
There may be a requirement in the future to include long term frozen storage items, which are generally of a small size.
A retrieval service will be required so that any items can be removed from the storage facility and delivered to the PCC/CC’s chosen premise. A response service within a maximum of 3 hours is required for urgent retrievals and routine retrievals will be required within a 48 hour response.
A returns service will be required to ensure that previously retrieved items are returned to storage and place in its originating racking. Unless otherwise instructed by the PCC/CC to permanently withdrawn item/s from storage.
Access to the storage facility and the PCC/CC’s boxes and bulky items must be restricted to personnel with security clearance (Non-police personnel vetting – Level 2). The Contractor is to make necessary provisions to allow PCC/CC’s staff to visit their premises to collect and/or drop off records and conduct audit functions on occasions.
Whilst it would be preferable for the off-site storage provider to handle the transportation of all items to/from the storage facility, should the operational and/or commercial offering not be acceptable, the PCC/CC may choose to provide the transport themselves.
Estimated value excluding VAT:
Range: between 250 000 and 1 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: There is the option to extend the contract for a further 5 periods of 12 months.

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 5

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

Duration in months: 60 (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:

A parent company guarantee will be required (if applicable).

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

See Invitation to Tender document.

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

Joint and several liability.

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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j)has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
Directive 2004/18/EC and Regulation 23 of the Public Contracts Regulations 2006
Statutory Instrument 2006 No 5 and as set out in the Economic Operator Questionnaire which is part of the Invitation to Tender document and available from the address in section I.1.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate , of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
Directive 2004/18/EC and Regulation 23 of the Public Contracts Regulations 2006
Statutory Instrument 2006 No 5 and as set out in the Economic Operator
Questionnaire which is part of the Invitation to Tender document and available from the address in section I.1.
Minimum level(s) of standards possibly required: As set out in the Economic Operator Questionnaire which iscontained within the Invitation to Tender.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: – where the recipient was a contracting authority, in the form of certificates issues or countersigned by the competent authority, – where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator;
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
(d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities;
(e) where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capabilities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate;
(f) the educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
(g) for public works contracts and public services contracts, and only in appropriate cases, and indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
(i) a statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contracts;
Information and formalities necessary for evaluating if requirements are met:
Directive 2004/18/EC and Regulation 25 & 26 of the Public Contracts Regulations
2006 Statutory Instrument2006 No 5 and as set out in the Economic Operator
Questionnaire which is part of the Invitation to Tenderdocument and available from the address in section I.1.
Minimum level(s) of standards possibly required:
As set out in the Economic Operator Questionnaire which is contained within the Invitation to Tender.
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

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open
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 below

1. Price (See ITT for sub-weightings).. Weighting 60

2. Quality Score/Detailed Responses (See ITT for sub-weightings).. Weighting 40

 

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:

CPA/SPU/421

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 22.9.2014 – 17:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

3.10.2014 – 11:00
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

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 3.10.2014 – 11:00
Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

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

Economic Operators wishing to Express Interest and obtain the Invitation to Tender document, should go to www.bluelight.gov.uk and click on New Opportunities which is within the Supplier Area box on the left of the screen. On the next screen enter 9MYG-RPL2Y1 in the box labelled ‘contains’ then click search. Click on the blue link for the contract title to view the opportunity. To express interest you will need to login. If you are not already registered on www.bluelight.gov.uk you will need to return to the home page and click on the ‘Register Company’ link in the Supplier Area box on the left. Registration is free of charge and your user name and password will be emailed to you.

The Police and Crime Commissioner is committed to equality and diversity in its service provision and will ensure compliance with all legislation covering anti-discrimination and assess suppliers’ and service providers’ commitment to these aims and values. Economic operators will be asked to provide copies of policies they have in place to demonstrate their commitment to equal opportunities in respect of sex, age, race, disability, sexual orientation, religion and belief. Economic operators will also be expected to evidence and demonstrate how they will apply, promote, manage and monitor compliance with their policies whilst providing goods/works/services to the Police and Crime Commissioner/Chief Constable. Economic operators will also be required to demonstrate how they check and monitor equal opportunities when using third parties/sub-contractors (if applicable).

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:

15.8.2014

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