The National Archives Offsite Records Storage Tender

The National Archives Offsite Records Storage Tender

To provide secure offsite storage for an existing 40 linear kilometres of paper and parchment records.

United Kingdom-Richmond: Records management

2019/S 088-211172

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

The National Archives
TW9 4DU
Richmond
United Kingdom
E-mail: procurement@nationalarchives.gov.uk
NUTS code: UK
Internet address(es):Main address: www.nationalarchives.gov.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://www.contractsfinder.service.gov.uk/Notice/a77ca95d-bb93-4ffb-9099-2ed356f106bb
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

National or federal agency/office

I.5)Main activity

Recreation, culture and religion

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Offsite Records Storage

II.1.2)Main CPV code

79996100

II.1.3)Type of contract

Services

II.1.4)Short description:

Currently, the majority of the physical records selected for preservation at TNA are held at TNA’s site in Kew, Richmond, Surrey with further contracted storage located offsite in Winsford, Cheshire. With the current offsite storage contract coming to an end, The National Archives is undertaking a procurement exercise to select a supplier (or suppliers) to provide secure offsite storage for an existing 40 linear kilometres of paper and parchment records with a further requirement to increase that storage at an accrual rate of around 1 linear kilometre per annum. The proposed contract is for a 15 year period, with 2 extension options of up to 5 years each. TNA may decide to split this requirement into 2 separate lots, hence the reference to “a supplier or suppliers” above.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 2
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:

Lot 1: Existing Records.

Lot 2: New Records.

II.2)Description

II.2.1)Title:

Lot No: 1

II.2.2)Additional CPV code(s)

79996100

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

Currently, the majority of the physical records selected for preservation at TNA are held at TNA’s site in Kew, Richmond, Surrey with further contracted storage located offsite in Winsford, Cheshire. With the current offsite storage contract coming to an end, The National Archives is undertaking a procurement exercise to select a supplier (or suppliers) to provide secure offsite storage for an existing 40 linear kilometres of paper and parchment records with a further requirement to increase that storage at an accrual rate of around 1 linear kilometre per annum. The proposed contract is for a 15 year period, with 2 extension options of up to 5 years each. TNA may decide to split this requirement into 2 separate lots, hence the reference to “a supplier or suppliers” above.

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

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

Duration in months: 180
This contract is subject to renewal: yes
Description of renewals:

2 extension options of up to 5 years each.

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

II.2.10)Information about variants

Variants will be accepted: yes

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
II.2)Description

II.2.1)Title:

Lot No: 2

II.2.2)Additional CPV code(s)

79996100

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

Currently, the majority of the physical records selected for preservation at TNA are held at TNA’s site in Kew, Richmond, Surrey with further contracted storage located offsite in Winsford, Cheshire. With the current offsite storage contract coming to an end, The National Archives is undertaking a procurement exercise to select a supplier (or suppliers) to provide secure offsite storage for an existing 40 linear kilometres of paper and parchment records with a further requirement to increase that storage at an accrual rate of around 1 linear kilometre per annum. The proposed contract is for a 15 year period, with 2 extension options of up to 5 years each. TNA may decide to split this requirement into 2 separate lots, hence the reference to “a supplier or suppliers” above.

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

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

Duration in months: 180
This contract is subject to renewal: yes
Description of renewals:

2 extension periods of up to 5 years each.

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

II.2.10)Information about variants

Variants will be accepted: yes

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
III.1.2)Economic and financial standing

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

Competitive procedure with negotiation
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.1.5)Information about negotiation
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: 14/06/2019

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

Date: 01/07/2019

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
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:
VI.4)Procedures for review

VI.4.1)Review body

The National Archives
Kew, Richmond
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

03/05/2019

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