Tender for Offsite Storage and Retrieval of Records – Kent and Essex

Tender for Offsite Storage and Retrieval of Records – Kent and Essex

The authorities require the provision of secure off-site storage utilising the successful tenderer’s own premises.

United Kingdom-Maidstone: Storage and retrieval services

2018/S 151-347136

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

The Police and Crime Commissioner for Kent
Kent Police HQ
Maidstone
ME15 9BZ
United Kingdom
Telephone: +44 14743663650
E-mail: procurement.services@kent.essex.pnn.police.uk
NUTS code: UKJ4Internet address(es):Main address: https://kentpolice-essexpolice.bravosolution.co.uk
I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://kentpolice-essexpolice.bravosolution.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://kentpolice-essexpolice.bravosolution.co.uk
Tenders or requests to participate must be submitted to the abovementioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: https://kentpolice-essexpolice.bravosolution.co.uk

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Public order and safety

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Offsite storage and retrieval of records, evidence, and materials for Kent Police and Essex Police

Reference number: 2018/111

II.1.2)Main CPV code

63121000

II.1.3)Type of contract

Services

II.1.4)Short description:

The Police and Crime Commissioner for Kent (“Kent Police”) wishes to procure as the lead authority on behalf of itself and the Police, fire and crime commissioner for Essex (“Essex Police”) a suitably experienced and qualified contractor to provide, utilising such contractor’s own premises at locations in the United Kingdom, secure off-site storage for a documented and auditable chain of custody, documentary, and physical evidence belonging to each of Kent Police and Essex Police (hereinafter referred to in this contract notice together as the “Authorities” and each individually as an “Authority”), as well as a service to collect such materials from each Authority and to retrieve them and deliver them to the Authorities where so required by the Authorities.

II.1.5)Estimated total value

Value excluding VAT: 7 000 000.00 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)

48782000
63120000
63121100
64216200
72317000
72512000
79995100
79996100
79999100
92512000
92512100

II.2.3)Place of performance

NUTS code: UKJ4
Main site or place of performance:

Kent Police HQ

Maidstone

ME15 9BZ

Essex Police

Kelvedon Park

London Road

Rivenhall

Witham CM8 3HB

II.2.4)Description of the procurement:

The Authorities require the provision of secure off-site storage utilising the successful tenderer’s own premises (the “Facilities”) at UK-wide locations for a documented and auditable chain of custody documentary and physical evidence belonging to each Authority (the “Materials”). Such Materials include without limitation: boxes of paper files; analogue, magnetic, and digital audiovisual media; evidential exhibits; biohazardous material; larger items, such as vehicles and plant; and irregular-shaped items, such as furniture. Each Authority requires the collection of Materials from such Authority’s central distribution hub for transfer to the facilities and the retrieval of materials stored at the facilities and delivery back to such Authority’s central distribution hub where required by such Authority. The appointed provider shall manage the storage, tracking, and transportation of the Materials in line with all applicable legislation (including without limitation applicable data protection legislation). The Materials must be stored at the facilities with appropriate levels of security and environmental conditions and and in a manner that delivers value for money for each Authority.

Tenderers are asked to specify whether they are able to provide additional services, including without limitation a scanning service and destruction service (the “Optional Services”). Provision of the Optional Services is not a mandatory requirement and will not be evaluated; however, where tenderers are able to provide the Optional Services, they are asked to state in their respective tenders the applicable pricing in respect of such Optional services, which pricing will apply in the event that either Authority during the term of the relevant contract chooses (at its absolute discretion) to purchase any of the Optional Services (and neither Authority shall be under an obligation to do so).

The Authorities require the provider of these services to be the same for each Authority so that each Authority can benefit from the efficiencies derived from economies of scale. As such, each Authority will award a separate bilateral contract to the appointed provider.

The contract with Essex Police shall cover, in addition to the requirements of the police service, any requirements of the fire and rescue service for the areas of the councils of the boroughs of Southend-on-Sea and Thurrock and Essex County Council. This is because the Police, fire and crime commissioner for Essex (Fire and rescue authority) Order 2017 abolished the former Essex Fire Authority, and responsibility for the fire and rescue service was brought within the remit of the Police, Fire and Crime Commissioner for Essex with effect from 1.10.2017.

Tenderers should note there is no guarantee of the volume of Materials to be sent for storage or retrieved and delivered under either contract.

Full details of the procurement and the Authorities’ requirements are set out in the procurement documents available on the e-tendering system at https://kentpolice-essexpolice.bravosolution.co.uk (please search for project_17435 and navigate to the ‘Attachments’ section to find all three volumes of the Invitation to tender).

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: 10 000 000.00 GBP

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

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

Each contract (i.e. one contract with Kent Police and one contract with Essex Police) may have up to 5 extensions of 36 months each, which extensions shall be awarded at the absolute discretion of the relevant Authority. The maximum potential duration of each contract to be awarded is therefore 240 months (20 years).

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
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

List and brief description of conditions:

As set out in the procurement documents.

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

Open 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

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

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

Date: 22/10/2018
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

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

Date: 22/10/2018
Local time: 12:01

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

The estimated maximum value of this procurement has been stated as 10 000 000 GBP (ten million pounds sterling) on the basis that it is likely to fall in the range of 7 000 000 GBP (seven million pounds sterling) and 10 000 000 GBP (ten million pounds sterling). This range has been calculated on the basis that, in the initial 5-year period during which prices will be fixed, the combined annual estimated value of both contracts (i.e. the contracts for both Authorities together) is 350 000 GBP (three hundred and fifty thousand pounds sterling). When this figure is multiplied by twenty (20), i.e. the number of years comprising the total potential duration of each contract (if all possible extensions under both contracts are used), this comes to 7 000 000 GBP (seven million pounds sterling).

However, after the initial five5-year period, if either contract is extended, then prices will be subject to indexation based on the Consumer Price Index (CPI) and, as such, the combined annual estimated value of both contracts may increase. As such, the potential increase in the pricing for the remaining fifteen years of each contract (if all extensions under each contract are used) means that the total estimated value could come to £10,000,000 (ten million pounds sterling).

Tenderers who submit bids must be capable of providing the services under each contract as soon as 1 May 2019.

The Authorities intend to hold a briefing day for interested suppliers in August 2018 as set out in the procurement documents. It is recommended that all interested tenderers attend where possible. No part of the briefing day will be subject to evaluation for the purposes of the procurement. Interested suppliers who wish to attend should confirm who will be representing their organisations (including full name and position) as soon as possible using the e-tendering system in accordance with the instructions set out in the procurement documents.

VI.4)Procedures for review

VI.4.1)Review body

High Court
The Royal Courts of Justice, Strand
London
WC2A 2LL
United Kingdom

VI.4.2)Body responsible for mediation procedures

High Court
The Royal Courts of Justice, Strand
London
WC2A 2LL
United Kingdom

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The Contracting Authority will incorporate a minimum standstill period of ten (10) calendar days at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the Contracting Authority before the contracts to be awarded under this procurement are entered into. If an appeal regarding the award of the contracts has not been successfully resolved, the Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or who are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).

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

High Court
The Royal Courts of Justice, Strand
London
WC2A 2LL
United Kingdom

VI.5)Date of dispatch of this notice:

06/08/2018

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