Tender for Off-Site Records Storage and Retrieval Services
It is expected that these services will be required from August 2017 for an initial period of 3 years.
United Kingdom-Inverness: Records management
Section I: Contracting authority
I.1)Name and addresses
An Lòchran, 10 Inverness Campus
Telephone: +44 1463245245
NUTS code: UKM6Internet address(es):Main address: http://www.hie.co.uk
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00313
I.1)Name and addresses
Great Glen House, Leachkin Road
Telephone: +44 1463663473
NUTS code: UKM6
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA16344
I.1)Name and addresses
12b Ness Walk
Telephone: +44 1463279000
Fax: +44 1463279001
NUTS code: UKM62Internet address(es):Main address: http://www.uhi.ac.uk
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00101
I.4)Type of the contracting authority
Section II: Object
Off-site Records Storage and Retrieval Services.
II.1.2)Main CPV code
II.1.3)Type of contract
It is expected that these services will be required from August 2017 for an initial period of 3 years, unless terminated in accordance with the provisions of the Framework agreement, with HIE having the option to extend for a period or periods together not exceeding 1 calendar year following the Initial Term.
The 3 year budget currently available to deliver this service is between 180 000 GBP and 240 000 GBP (excluding VAT).
II.1.5)Estimated total value
II.1.6)Information about lots
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
II.2.4)Description of the procurement:
HIE requires a suitably qualified and experienced supplier to provide an off-site records storage and retrieval function. This is a collaborative framework with the Crofting Commission and the University of the Highlands and Islands.
The value in II.2.6 is the estimated value including all extensions.
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
This Framework will be awarded for 36 months with an optional 12 month extension.
II.2.10)Information about variants
II.2.11)Information about options
HIE may require the supplier to provide additional services. Any such modification shall be in terms of Regulation 72 of the Public Contracts (Scotland) Regulations 2015.
II.2.13)Information about European Union funds
Economic operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.
Lots have not been used since this would make the execution of the contract excessively technically difficult.
Section III: Legal, economic, financial and technical information
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
Bidders will be required to answer the following questions:
4A.2 2) For service contracts:
Is it a requirement in the bidder’s country of establishment to hold a particular authorisation or membership of a particular organisation needed in order to be able to perform the service in question?
4A.2.1 If yes, please specify which authorisation or membership is required:
The successful supplier must be registered with BS5454:2000/PD5454:2012 or equivalent.
4A.2.2 Please indicate whether the bidder has the required authorisation or membership (as named above).
4A.2.3 If the relevant documentation is available electronically, please indicate: Web address; Issuing authority or body; Precise reference of the documentation.
These will be evaluated on a Pass/Fail basis.
III.1.2)Economic and financial standing
4B.1 Bidders will be required to have a minimum ‘general’ yearly turnover of 160 000 GBP for the last 2 years:
4B.5 It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:
Employer’s (Compulsory) Liability Insurance = 5 000 000 GBP.
Public Liability Insurance = 3 000 000 GBP.
Professional Indemnity Insurance = 3 000 000 GBP.
III.1.3)Technical and professional ability
Not applicable to this procurement exercise.
III.2.1)Information about a particular profession
In order to perform certain services (e.g. medicine, law, financial advice, etc.) candidates have to possess a particular authorisation or to be members of a particular organisation in their country of origin in order to be able to perform the service concerned.
Please state if the provision of part or all of the services required for this contract is reserved for a particular profession. You should also reference the relevant law, regulation or administrative provision requiring such authorisation or membership.
III.2.2)Contract performance conditions:
Contracting authorities may lay down special conditions relating to the performance of a contract, provided that they are linked to the subject-matter of the contract.
Those conditions may include economic, innovation-related, environmental, social or employment-related considerations.
The contract will include Key Performance Indicators (KPIs), which can be found within the Tender documentation.
III.2.3)Information about staff responsible for the performance of the contract
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.8)Information about the Government Procurement Agreement (GPA)
IV.2.2)Time limit for receipt of tenders or requests to participate
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.7)Conditions for opening of tenders
Section VI: Complementary information
VI.1)Information about recurrence
HIE reserves the right to re-tender for these services upon termination of the contract or at the end of the contract period, including any extension period.
VI.2)Information about electronic workflows
Where relevant, bidders are required to provide information relating to consortia (Q2C1 of ESPD) and/or sub-contractors with the relevant supporting ESPD documentation being submitted.
In order to participate, bidders should register, for free, on the Public Contracts Scotland (PCS) website(www.publiccontractsscotland.gov.uk ), and record their interest in this contract and download and complete all relevant documentation.
Tenders must be submitted via the PCS postbox and must be received by the published deadline. Late tenders will not be accepted and HIE will reject any submissions received after the deadline. Hard copy responses will not be accepted.
PCS also gives suppliers access to an on-line Question & Answer facility which allows queries to be submitted (anonymously), and answers published and shared with all potential bidders.
This Framework will be non-exclusive i.e. HIE reserves the right, in certain circumstances, to procure out with the Framework as and when required.
The Framework will also be available for call-off by any HIE subsidiary organisation and/or associated company,subject to case-by-case prior approval by HIE.
Question scoring methodology for Award criteria is:
0 — Unacceptable — Nil or inadequate response which fails to demonstrate an ability to meet the requirement.
1 — Poor — Response is partially relevant but generally poor. It addresses some elements of the requirement but contains insufficient/limited detail or explanation to demonstrate how the requirement will be fulfilled.
2 — Acceptable — Response is relevant and acceptable. It addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas.
3 — Good — Response is relevant and good. It is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled.
4- Excellent — Response is completely relevant and excellent overall. It is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement and provides details of how the requirement will be met in full.
Note: to register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=485446
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=485446
VI.5)Date of dispatch of this notice: