Document Storage and Scan on Demand Services

The Trust requires the provision of a secure, confidential, off-site storage facility along with a scan on demand service.

United Kingdom-Hardwick: Storage and retrieval services

2015/S 169-308340

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

North Tees and Hartlepool NHS Trust
RVW
University Hospital of North Tees
For the attention of: Tracey Cramond
TS19 8PE Hardwick
UNITED KINGDOM
Telephone: +44 1642383754
E-mail: tracey.cramond@nth.nhs.uk

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

Body governed by public law

I.3)Main activity

Health

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:

PS122-1.15 Document Storage and Scan on Demand Services – The North Tees and Hartlepool NHS Foundation Trust.

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

Services
Service category No 27: Other services

NUTS code UKC11

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)

Storage and retrieval services. System, storage and content management software package. Scanning services. Document management software package. Document management system. Archive services. File storage box. System, storage and content management software development services. Storage and warehousing services. The Trust requires the provision of a secure, confidential, off-site storage facility along with a scan on demand service and a delivery and collection service from the Trust’s main sites and community locations.

II.1.6)Common procurement vocabulary (CPV)

63121000, 48780000, 79999100, 48311000, 48311100, 92512000, 30193700, 72212780, 63120000

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: 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:

1. The provision of secure off-site storage for all document type,
2. Provision of a 24/7 on demand scanning service,
3. Provision of secure file transfer service for scanned records,
4 .Provision of bulk ad hoc scanning services,
5. Provision of on-demand off-site secure records destruction,
6. Provision of a collection service from any Trust site for both single and bulk records,
7. Provision of a collection service to include the option for the contractor to pick records, catalogue records and box records on any Trust site to prepare them for collection, either in bulk or for individual records,
8. Provision of a delivery service to any Trust site for both single and bulk records,
9. Provision of ability to store other types of records including but not limited to ledges, box files, hard copy X-ray images and registers,

10. The Contractor is not to use any subcontractors or 3^rd parties to fulfil its duties in relation to this contract,

11. The storage and scanning provision must be maintained within the United Kingdom.
Estimated value excluding VAT:
Range: between 180 000 and 200 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Starting 1.12.2015. Completion 30.11.2019

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:

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

III.1.4)Other particular conditions

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

Minimum level(s) of standards possibly required: All potential bidders must have a minimum turnover 2 times larger than the total annual contract value. Should annual turnover be insufficient, then the Trust reserves the right to disqualify the bidder from this procurement exercise.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(a) A list of the principal deliveries effected or the main services provided in the past 3 years with the sums, dates and recipients, whether public or private involved. Evidence of delivery and services provided shall be given:
— where the recipient was a Contracting Authority in the form of certificates issued or countersigned by the competent authority,
— where the recipient was a private purchaser by the purchaser’s certification or failing this, simply by a declaration by the economic operator,
(b) An indication of the technicians or technical bodies involved whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and in the case of public works Contracts those upon whom the Contractor can call in order to carry out the work,
(c) A description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities,
(d) The educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular those of the person or persons responsible for providing the services or managing the work,
(e) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract,
(f) An indication of the proportion of the contract which the services provider intends possibly to subcontract.

III.2.4)Information about reserved contracts

III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open

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:

PS122-1.15 Document Storage and Scan on Demand Services

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

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

IV.3.4)Time limit for receipt of tenders or requests to participate

28.9.2015 – 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

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

IV.3.8)Conditions for opening of 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

If you wish to express your interest and gain access to the tender documentation please follow this link, or copy and paste into your browser to register your interest:

https://www.cardea.nhs.uk/Cardea/DisplayModules/TradeModules/Negotiations/Opportunities/ViewOpportunityEvent.aspx?EventID=3251&Culture=en-GB

To view this notice, please click here:

https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=158111865

GO Reference: GO-2015828-PRO-6994038.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

North Tees and Hartlepool NHS Trust
University Hospital of North Tees
TS19 8PE Hardwick
UNITED KINGDOM
E-mail: tracey.cramond@nth.nhs.uk
Telephone: +44 1642383754

Body responsible for mediation procedures

North Tees and Hartlepool NHS Trust
University Hospital of North Tees
TS19 8PE Hardwick
UNITED KINGDOM
Telephone: +44 1642624782

VI.4.2)Lodging of appeals

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

North Tees and Hartlepool NHS Trust
University Hospital of North Tees
TS19 8PE Hardwick
UNITED KINGDOM
Telephone: +44 1642624782

VI.5)Date of dispatch of this notice:

28.8.2015