Digitisation of Archive Service Records

Digitisation of Archive Service Records

The digital records will then be hosted on a web site set up and maintained by the Provider which will then charge members of the public for access to these digitised records.

UK-Stafford: Computer archiving services

2013/S 022-034286

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Staffordshire County Council
Wedgwood Building, Tipping Street
For the attention of: John Tapsell
ST16 2DH Stafford
Telephone: +44 1785854651
E-mail: john.tapsell@staffordshire.gov.uk
Fax: +44 1785854660

Internet address(es):

General address of the contracting authority: www.staffordshire.gov.uk

Address of the buyer profile: www.staffordshire.gov.uk/business/procurement/etendering/

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
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.1.1)Title attributed to the contract by the contracting authority:

Digitisation of Archive Service Records.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services
NUTS code UKG24

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)

This is a Services Concession contract and as such, the County Council is publishing this notice voluntarily in order to ensure that adequate advertising of the opportunity.
A Services Concession is defined as – a contract under which the service provider derives income from payments by the users of the service, rather than a payment by the contracting authority.
A modified publication timescale is being used, with submissions being required by the date specified below.
The provision of the services will be undertaken at the expense of the successful Provider and the County Council does not envisage paying the Provider a fee for the provision of the services.
The successful Provider will be required to scan, digitise, transcribe, index, audit, web-host and market parish and other archival records belonging to Staffordshire.
The digital records will then be hosted on a web site set up and maintained by the Provider which will then charge members of the public for access to these digitised records. The County Council will expect the Provider to pay royalties to the County Council in relation to the public use of the archives. At the end of contract period all materials, including metadata, copyright, digitised images and Intellectual Property rights will remain in the sole ownership of Staffordshire County Council. Further details will be set out in the documents to be issued with the Invitation to Tender.
II.1.6)Common procurement vocabulary (CPV)

72252000, 92500000, 79999100

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

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:

Staffordshire County Council wishes to appoint a Provider to scan and digitise archival records. This will involve the provision of inventory management, scanning, digitisation transcription, indexing, auditing, web hosting and marketing services.
II.2.2)Information about options

Options: yes
Description of these options: The initial period commences on 1st April 2013 to 31st March 2020, with option to extend for one further 36 month period. Therefore an option may be taken up for the period 1st April 2020 to 31st March 2023. This option will be exercised at the discretion of the County Council.
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 120 (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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payments may be made following acceptance by the banking agents of the County Council.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

No special legal form is required by the grouping of providers but each provider will be required to become jointly or severally responsible for the contract before acceptance.
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
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The applicant must meet the minimum set standards of economic and financial standing to service the term and value of the contract.
Financial checks will be undertaken for economic operators using one or more of the Councils current financial assessors, n2check (www.n2check.com), Dun & Bradstreet (www.dnb.co.uk), Experian (www.experian.co.uk). Economic operators will be assessed according to the level of risk stipulated by the financial assessors used. Any economic operator being given an ABOVE AVERAGE/HIGHER THAN AVERAGE RISK rating or poorer, by one or more of the assessors used, may be rejected.

It is the responsibility of the economic operator to ensure that the appropriate accounts have been filed and that the credit information held is correct.
Should economic operators wish other financial information to be taken into account to support the economic and financial check this should be submitted with the response to the PQQ. SCC reserves the right to request further financial information and to take this into account where necessary in addition to the level of risk stipulated by the financial assessors.
For sole traders/partnerships where third party financial assessments are not available the assessment will be undertaken using a financial spreadsheet detailing trading account data for the last three years.
Minimum level(s) of standards possibly required: The organisation should hold as a minimum the following insurance levels or be able to provide with their response, a written statement advising that should they be awarded the contract they will have the required levels of insurance in place for the commencement of the contract.
Public Liability 5 million GBP
Employers Liability 10 million GBP
Professional Indemnity 2 million GBP

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Information and formalities necessary for evaluating if the requirements are met:
Failure to comply with Regulation 25C.
A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years and:
(i) the dates on which the goods were sold or the services provided
(ii) the consideration received
(iii) the identity of the person to whom the goods were sold or the services were provided
(iv) any certificate issued or countersigned by that person confirming the details of the contract for thosegoodssold or services provided and
(v) where:
(aa) that person was not a contracting authority and.
(bb) the certificate referred to in subparagraph (c)(iv) is not available
Any declaration by the economic operator attesting the details of the goods sold or services provided.
The economic operator must submit at least 3 references as detailed within Invitation To Tender Questionnaire.
Failure to comply with Regulation 25D.
A statement of the technicians or technical services available to the candidate to carry out the work under thecontract or be involved in the production of goods or the provision of services under the contract particularlythose responsible for quality control whether or not they are independent of the candidate.
Economic operators must complete the section within the Invitation To Tender, technical / service qualitycapacity.
Regulation 25E.
A statement of the economic operators technical facilities measures for ensuring quality and their study andresearchfacilities.
Economic operators must complete the section within the Invitation To Tender. Quality Issues.
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

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

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
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:

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

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: 18.2.2013 – 17:00
IV.3.4)Time limit for receipt of tenders or requests to participate

25.2.2013 – 12:00
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

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: 22.2.2013 – 12:30

SCC Offices

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
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

This is an electronic tender. All requests for information to be sent through the electronic tendering portal and messaging facility on the Proactis electronic tendering system. How to register: –
Instructions at http://www.staffordshire.gov.uk/business/procurement/etendering/

Follow the link to Proactis E-Tendering (http://www.staffordshire.alito.co.uk). On the main page click SUPPLIERS then (new user) REGISTER links.

Complete the self-registration questions and click the Register button.
You will receive a confirmation e-mail with an authentication link (this email may find its way to your trash/junk email account, so please check).
Confirm the authentication and then login into Proactis SUPPLIERS-side.
Search the bulletin board for the tender(s) using key words, search criteria etc.
Once found, click on the (blue) contract title to register interest against an active tender.
Click the REGISTER button and then CONTINUE.
The tender will now be in the MY TENDERS profile area on the main menu.
Find the READ ME FIRST document and continue with managing the tender.
If you require urgent assistance regarding the initial usage of the eTendering package please contact the Contracting Authority point-of-contact in Section I.1 of this notice. On failure to reach this contact, please immediately email the nature of the difficulty to sp@staffordshire.gov.uk

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

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

High Court

Body responsible for mediation procedures


VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

This is an electronic tender. All requests for information to be sent through the electronic tendering portal and messaging facility on the Proactis electronic tendering system. Follow the instructions and follow the link to the PROACTIS E-Tendering. Initially, go to http://www.staffordshire.gov.uk/business/procurement/etendering/
Internet address: http://www.staffordshire.gov.uk/business/procurement/etendering/. Refer also to details in section VI.3 Additional Information

VI.5)Date of dispatch of this notice: