Tender for Long Term Secure Storage of Paper Records

Tender for Long Term Secure Storage of Paper Records

The Contracting Authority have identified a requirement for a supplier to provide uplift and secure storage of a large volume of HM Government records for up to a 25-year period.

United Kingdom-Newport: Storage and warehousing services

2017/S 119-240012

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Office for National Statistics
Government Buildings, Cardiff Road
Newport
NP10 8XG
United Kingdom
Telephone: +44 1329444000
E-mail: census2021.transformation.programme@ons.gov.uk
NUTS code: UK
Internet address(es):Main address: www.ons.gov.uk

Address of the buyer profile: https://intendhost.co.uk/ons/aspx/Home

I.2)Joint procurement

I.3)Communication

Access to the procurement documents is restricted. Further information can be obtained at: https://intendhost.co.uk/ons/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://intendhost.co.uk/ons/aspx/Home
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Long Term Secure Storage of Paper Records (Christchurch).

Reference number: PU-17-0078

II.1.2)Main CPV code

63120000

II.1.3)Type of contract

Services

II.1.4)Short description:

The Contracting Authority have identified a requirement for a supplier to provide uplift and secure storage of a large volume of HM Government records for up to a 25-year period. The records are classified as OFFICIAL-SENSITIVE according to the Government Security Classification Scheme. It is highly unlikely that record retrieval will be required for the duration of the storage period except for bulk extraction of sections of records or all records at pre-agreed points in the contract signed with the supplier. There are in the region of thirty-four (34) linear miles of paper records to be uplifted and stored.

II.1.5)Estimated total value

Value excluding VAT: 15 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

63120000
63121100
63121000

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

The Contracting Authority have identified a requirement for a supplier to provide uplift and secure storage of a large volume of HM Government records over a 25-year period. The records are classified as OFFICIAL-SENSITIVE according to the Government Security Classification Scheme. It is highly unlikely that record retrieval will be required for the duration of the storage period except for bulk extraction of sections of records or all records at pre-agreed points in the contract signed with the supplier. There are in the region of thirty-four (34) linear miles of paper records to be uplifted and stored.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 15 000 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 01/02/2018
End: 31/01/2028
This contract is subject to renewal: yes
Description of renewals:

10 year contract with option to extend for 3 extensions of 5 years each, up to a total of 25 years

Options are also being sought for an initial contract term of 5 years.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged minimum number: 3
Maximum number: 5
Objective criteria for choosing the limited number of candidates:

Operators will be shortlisted according to the award criteria detailed in the Invitation to Participate.

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: yes
Description of options:

5 year contract or 25 year contract with break clause at 10 years.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

IV.1.6)Information about electronic auction

An electronic auction will be used

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2016/S 221-403529

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 24/07/2017
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 31/07/2017

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

The requirements for the provision of Long Term Secure Storage of Paper Records, and the criteria against which tenders will be evaluated, are described in more detail in the Invitation to Participate (ITP) document, which can be found on the Contracting Authority’s e-Sourcing Portal (https://intendhost.co.uk/ons/aspx/Home ).

It is anticipated that no more than 5 operators will be shortlisted, based on the selection criteria defined within the ITP. Shortlisted operators may be invited to attend a site visit to the Contracting Authority’s present storage facilities in order to obtain visual verification of the information contained within the ITP; this site visit will not provide operators with any additional information.

Participants should note that, in accordance with the UK Government’s policies on transparency, the Contracting Authority intends to publish the Invitation to Participate (ITP) document and Agreement, subject to possible redactions at the discretion of the Contracting Authority. Further information on transparency can be found at: https://www.gov.uk/government/publications/procurement-and-contracting-transparency-requirements-guidance

The Contracting Authority expressly reserves the right:

(i) Not to award any Contract as a result of the Procurement process commenced by publication of this notice; and

(ii) To make whatever changes it may see fit to the content and structure of the competition; and in no circumstances will the Contracting Authority be liable for any costs incurred by the Participant.

Any expenditure, work or effort undertaken prior to contract award is accordingly a matter solely for the commercial judgement of Participant.

The value provided in Section II.2.1) is only an estimate.

VI.4)Procedures for review

VI.4.1)Review body

Chief Procurement Office, Office for National Statistics
Room D.201, Government Buildings, Cardiff Road
Newport
NP10 8XG
United Kingdom
Telephone: +44 1633456569
E-mail: census2021.transformation.programme@ons.gov.ukInternet address:www.ons.gov.uk
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The Contracting Authority will incorporate a minimum 10 calendar day standstill period at the point that information on the award of the contract is communicated to tenderers. If an appeal regarding the award of contract has not been successfully resolved then the Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take action in the High Court. Any such action must be brought promptly (generally within 3 months).

VI.4.4)Service from which information about the review procedure may be obtained

Chief Procurement Office, Office for National Statistics
Room D.201, Government Buildings, Cardiff Road
Newport
NP10 8XG
United Kingdom
Telephone: +44 1633456569
E-mail: census2021.transformation.programme@ons.gov.ukInternet address:www.ons.gov.uk

VI.5)Date of dispatch of this notice:

20/06/2017

 

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