Document Management Services London Borough of Camden

Document Management Services London Borough of Camden

Lot No: 1 Lot title: Document Management Services – Inbound Document Handling. Lot No: 2 Lot title: Document Management Services – Outbound Document Handling. Lot No: 3 Lot title: Document Management Services – Reprographics.

UK-London: scanning and invoicing services

2012/S 57-093289

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Camden
Argyle Street
For the attention of: Neil Ward
WC1H 8NG London
UNITED KINGDOM
Telephone: +44 2079746945
E-mail: neil.ward@camden.gov.uk

Internet address(es):

General address of the contracting authority: http://www.camden.gov.uk

Address of the buyer profile: https://uk.eu-supply.com/lbcamden.asp

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)Description
II.1.1)Title attributed to the contract by the contracting authority:

Document Management Services.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Within the London Borough of Camden and the London Borough of Islington.
NUTS code UKI1

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 3
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 2 008 000 GBP

II.1.5)Short description of the contract or purchase(s)

3 Lots with respect to document managment services for Camden Council and Islington Council Parking Services. There will be one provider for each part of the framework.
II.1.6)Common procurement vocabulary (CPV)

79999000, 79999100

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

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
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:
II.2.2)Information about options

Options: yes
Description of these options: The contract will be for a period of 4 years.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Document Management Services – Inbound Document Handling

1)Short description

This service deals with any correspondence received including, emails; post; faxes; and pocketbooks. These documents will be sorted, scanned and meta datea added to enable identification of documents within relevant parking systems. This Lot also includes the banking of payments received from customers (for London Borough Of Islington only). One provider will be awarded this part of the framework.
2)Common procurement vocabulary (CPV)

79999000, 79999100

3)Quantity or scope

Estimated value excluding VAT: 840,000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Document Management Services – Outbound Document Handling

1)Short description

This is daily printing and mailing of statutory and non-statutory documents for the London Borough Of Islington Parking Service. An option for London Borough of Camden Parking Services to participate in this framework is retained. One provider will be awarded this part of the framework.
2)Common procurement vocabulary (CPV)

79999000, 79999100

3)Quantity or scope

Estimated value excluding VAT: 1 120 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Document Management Services – Reprographics

1)Short description

This Lot comprises the printing of various documents for Camden and Islington parking services such as visitor’s permits. One provider will be awarded this part of the framework.
2)Common procurement vocabulary (CPV)

79999000, 79999100

3)Quantity or scope

Estimated value excluding VAT: 48 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

The Contracting Authority will set out its requirements in the tender documents. A parent company guarantee or performance bond may be required. The contracting authorities reserves the right to require deposits, guarantees or other forms of security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payments will be made in accordance with the standard terms of payment detailed in the tender documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Providers applying as a consortium or joint venture must provide full details of each member of the consortium and confirm that the grouping is a legal venture with joint and several liabilities. Each member will be jointly and severally responsible for the performance of the contract. In the case of a consortium bid a lead contractor will be required to represent the consortium.
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

Information and formalities necessary for evaluating if the requirements are met: As set out in the pre-qualification questionnaire (PQQ).
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with the information and formalities set out in Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006 as set out in the Pre-qualification questionnaire (PQQ). In order to be considered those expressing an interest must have a minimum annual turnover of 500 000 GBP as stated in their last set of audited accounts.
Minimum level(s) of standards possibly required: Please refer to the PQQ. In order to be considered those expressing an interest must have a minimum annual turnover of 500,000 GBP as stated in their last set of audited accounts.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with the information and formalities set out in Article 48 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006 as set out in the pre-qualification questionnaire (PQQ).
Minimum level(s) of standards possibly required:
Please refer to the PQQ.
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

Restricted
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
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

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

19.4.2012 – 10:00
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
IV.3.8)Conditions for opening tenders

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

To express an interest and receive more information about this contract you must register on our etendering system: https://uk.eu-supply.com/lbcamden.asp. If you have not previously registered with us simply click on the New Supplier Link shown on this page and complete/submit the form. You will then receive an email quoting your unique system username and password which will enable you to access all the relevant documentation via the contract opportunities link on this page and also all future advertised contract exercises via this system. The Contracting Authority is not bound to accept the lowest or any tender and confirm that the issue of the Invitation to Tender or other tender documentation does not constitute any form of instruction. As such, the Contracting Authority accepts no responsibility for any costs in relation to the preparation or submission of tenders (or for the avoidance of doubt, PQQ’s). Please note that all prices must be quoted in GBP. The Contracting Authority undertakes to use its best endeavours to hold confidential any information provided in the proposal submitted, subject to the Contracting Authority’s obligations under law, including the Freedom of Information Act 2000. However, this does not give any cast iron guarantees of confidentiality as circumstances (for example an FOIA request or a court order) may arise which require disclosure and are outside the control of the Contracting Authority. The deadline for receipt of expressions of interest shall be deemed to be met upon the receipt of a completed pre-qualification form via the Council’s etendering system only. Please note that the Contracting Authority runs a Local Procurement Initiative (and has a Local Procurement Code) which it may invite you to participate in. The Contracting Authority has an environmental policy and is committed to using the most environmentally and socially responsible goods and services consistent with good performance and encourages all its service providers to do the same. Tenderers should be aware that the Contracting Authority reserves the right to hold interviews during the tender process. These might be scored as part of the tender,in which case the relevant criteria will be specified in the Invitation to Tender documents. In keeping with the Contracting Authority‚Äôs commitment to sustainability, please do not include any publicity material with your submission.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum ten calendar day (when using electronic means) stand still period 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 contract is entered into and to start proceedings where such action is necessary. Such additional information should be requested from the person stated in the contact details in section I.1 of this document. If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006/5 (as amended)) provide for aggrieved parties who have been harmed or at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly and within the time limits as defined in the above regulations. Where a contract has not been entered into the court may order the setting aside of the award decision or order the Contracting Authority to amend any document and may award damages. If the contract has been entered into the court has the options to award damages and/or to shorten or order the contract ineffective.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:19.3.2012