Document Storage for the Government Procurement Service

Document Storage for the Government Procurement Service

Government Procurement Service as the Contracting Authority is putting in place a Pan Government Collaborative Framework Agreement for use by Other Contracting Bodies identified at VI.3 (and any future successors to these organisations), which include Central Government Departments and their Arms Lengths Bodies and Agencies, Non Departmental Public Bodies, Devolved Administrations, NHS bodies, Educational Establishments, the Emergency Services, Charity and Third Sector, Housing and Local Authorities.

UK-Liverpool: storage and retrieval services

2012/S 15-023846

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Cabinet Office, as represented by Government Procurement Service a trading fund of the Cabinet Office
9th Floor, The Capital, Old Hall Street
L3 9PP Liverpool
UNITED KINGDOM
Telephone: +44 3454102222
E-mail: supplier@gps.gsi.gov.uk

Internet address(es):

General address of the contracting authority: www.governmentprocurementservice.gov.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

Ministry or any other national or federal authority, including their regional or local sub-divisions
I.3)Main activity

Other: Public Procurement
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Document Storage and Related Services.
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 UK

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
Number of participants to the framework agreement envisaged: 10
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:
Range: between 102 000 000,00 and 200 000 000,00 GBP

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

Government Procurement Service as the Contracting Authority is putting in place a Pan Government Collaborative Framework Agreement for use by Other Contracting Bodies identified at VI.3 (and any future successors to these organisations), which include Central Government Departments and their Arms Lengths Bodies and Agencies, Non Departmental Public Bodies, Devolved Administrations, NHS bodies, Educational Establishments, the Emergency Services, Charity and Third Sector, Housing and Local Authorities.
The Framework Agreement will comprise of 4 Lots and will include, but not be limited to the storage of physical documents, tracking, ad-hoc retrievals (on request), ad-hoc retrievals (time triggered), storage for electronic media, linking and filing, destruction of records, file cleaning, electronic document management, electronic scanning of documents and electronic tracking of documents, the transport of files between the Contractors store(s) and the Customers premises, cleaning, repair and restoration of files before despatch to the National Archive.
Lot 1 is for an Off Site Document Storage Service.
Lot 2 is for an On Site Document Storage Solution.
Lot 3 is for a Composite Solution combining Off Site and On Site Storage.
Lot 4 is for Document Scannning and related services. This Lot will be reserved for ‘supported businesses’, as defined in Regulation 7 (Reserved Contracts) of the Public Contract Regulations 2006 as amended.
Government Procurement Service reserves the right for an electronic auction to be held by Other Contracting Bodies during further competition among the parties to the Framework Agreement(s).
II.1.6)Common procurement vocabulary (CPV)

63121000, 79996100, 48311100, 79999100, 79995100, 63121100, 72512000, 92512100

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:

Estimated value excluding VAT:
Range: between 102 000 000,00 and 200 000 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: The Contracting Authority reserves the right in Lots 1, 2 and 3 to allow customers to place call-off agreements for up to 7 years.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Off-Site Document Storage Service

1)Short description

The provision of a Off-Site Document Storage Service with the capability to provide enhanced secure storage.
This will include the storage of records and supporting services to identify, review, retrieve and/or destroy files either automatically by date or by following review by the Customer.
The intention is to award one Framework Agreement under this Lot to a single provider.
2)Common procurement vocabulary (CPV)

63121000, 79996100, 48311100, 79999100, 79995100, 63121100, 72512000, 92512100

3)Quantity or scope

Estimated value excluding VAT:
Range: between 50 000 000,00 and 85 000 000,00 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
The Framework Agreement duration is for a maximum of 4 years however the Contracting Authority reserves the right for Other contracting Bodies to issue Call Off agreements for up to a maximum of 7 years.
Lot No: 2 Lot title: On-Site Document Storage Service

1)Short description

The provision of an On-Site Document Storage Service solution to meet the requirements of Customers who already have an on-site storage solution which may already be outsourced. The service required will include but is not limited to the storage of records and supporting services, to identify, review, retrieve and/or destroy files either automatically by date or following a review by the Customer. Enhanced secure storage may be necessary.
The intention is to award a Framework Agreement under this Lot to three providers.
2)Common procurement vocabulary (CPV)

63121000, 79996100, 48311100, 79999100, 79995100, 63121100, 72512000, 92512100

3)Quantity or scope

Estimated value excluding VAT:
Range: between 25 000 000,00 and 55 000 000,00 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
The Framework Agreement duration is for a maximum of 4 years however the Contracting Authority reserves the right for Other Contracting Bodies to issue Call Off agreements for up to a maximum of 7 years.
Lot No: 3 Lot title: Composite Solution combining Off Site and On Site Storage

1)Short description

A storage solution that could be undertaken at a site currently owned and run by a Contracting Body or alternatively undertaken at a contractor’s facility.
The intention is to award a Framework Agreement under this Lot to three providers.
2)Common procurement vocabulary (CPV)

63121000, 79996100, 48311100, 79999100, 79995100, 63121100, 72512000, 92512100

3)Quantity or scope

Estimated value excluding VAT:
Range: between 25 000 000,00 and 55 000 000,00 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
The Framework Agreement duration is for a maximum of 4 years however the Contracting Authority reserves the right for Other Contracting Bodies to issue Call Off agreements for up to a maximum of 7 years.
Lot No: 4 Lot title: Document Scanning and related services

1)Short description

The provision of Document Scanning and related services. This Lot will be reserved for ‘supported businesses’, as defined in Regulation 7 (Reserved Contracts) of the Public Contract Regulations 2006 as amended.
The intention is to award a Framework Agreement under this lot to a maxumum of three providers.
2)Common procurement vocabulary (CPV)

63121000, 79996100, 48311100, 79999100, 79995100, 63121100, 72512000, 92512100

3)Quantity or scope

Estimated value excluding VAT:
Range: between 2 000 000,00 and 5 000 000,00 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
This Lot is reserved for ‘supported businesses’ as defined in Regulation 7 (Reserved Contracts) of the Public Contract Regulations 2006 as amended.

Section III: Legal, economic, financial and technical information

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

Participants will be advised if this is necessary during the procurement. Parent company and/or other guarantees of performance and financial liability may be required by Government Procurement Service and/or Other Contracting Bodies utilising the Call Off Agreement if considered appropriate.
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:

No special legal form is required but if a contract is awarded to a consortium, the Contracting Authority may require the consortium to form a legal entity before entering into the Framework Agreement.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As appropriate, to be set out in the contract documents accompanying the Invitation to Tender.
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: Potential Providers will be assessed in accordance with Part 4 of the Public Contracts Regulations 2006, as amended (implementing Title II, Chapter V11, Section 2 of Directive 2004/18/EC), on the basis of information provided in response to an Invitation toTender (ITT).
Potential Providers must express interest and submit completed ITT documentation using the Government Procurement Service eSourcing portal that can be accessed atwww.governmentprocurementservice.bravosolution.co.uk using the following instructions:

1. Navigate to the Portal: https://governmentprocurementservice.bravosolution.co.uk

2. Select the ‘Click here to register!’ link
3. Read, accept the terms and conditions and select ‘continue >>‘
4. Enter the correct business and user details
5. Note the username you chose and select (Save) when complete, then (Close Window)
6. You will be sent an email with a unique password (keep this secure)
7. Login to the Portal with your username/password
8. Select the link ‘ITTs Open to All Suppliers’
9. Select the name of the ITT to access information about the procurement
10. Select the ‘Express Interest’ button (NOTE: This will move the ITT from the open area into the ‘My ITTs’section)
11. You can now access the published documents from the ‘Buyer Attachments’ area.
For assistance please contact our Helpdesk operated by BravoSolution: Freephone: +44 8003684850 eMail:help@bravosolution.co.uk.

Responses must be published by the date in IV.3.4.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Potential Providers will be assessed in accordance with Part 4 of the Public Contracts Regulations 2006, as amended (implementing Title II, ChapterV11, Section 2 of Directive 2004/18/EC), on the basis of information provided in response to the ITT.
See the ITT documentation for details – the ITT can be accessed at www.governmentprocurementservice.bravosolution.co.uk.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Potential Providers will be assessed in accordance with Part 4 of the Public Contracts Regulations 2006, as amended (implementing Title II, Chapter V11, Section 2 of Directive 2004/18/EC), on the basis of information provided in response to the ITT.
See the ITT documentation for details – the ITT can be accessed at www.governmentprocurementservice.bravosolution.co.uk.

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

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

Envisaged number of operators: 10
Objective criteria for choosing the limited number of candidates: The criteria used to select those candidates is shown in the Invitation to Tender questionnaire.
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: yes
Additional information about electronic auction: At Framework Agreement level in Lot 1.
Government Procurement Service reserves the right to conduct an electronic auction at the Invitation to Tender(ITT) stage of this procurement. In such instances information will be provided to the Potential Providers as part of the ITT documentation.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

RM1689
IV.3.2)Previous publication(s) concerning the same contract

no
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: 14.2.2012 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

5.3.2012 – 15:00
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 tenders

Place:

Electronically via e-tendering tool.

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

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Potential providers should note that, in accordance with the UK Government’s policies on transparency, the Contracting Authority intends to publish the Invitation to Tender (ITT) document, and the text of any Framework Agreement awarded, subject to possible redactions at the discretion of the Contracting Authority. The terms of the proposed Framework Agreement will also permit an Other Contracting Body, awarding a contract under this Framework Agreement, to publish the text of that contract, subject to possible redactions at the discretion of the Other Contracting Body. Further information on transparency can be found at:http://www.buyingsolutions.gov.uk/aboutus/transparency/.

The Contracting Authority expressly reserves the right (i) not to award any contract as a result of the procurement process commenced by publication of this notice; and (ii) to make whatever changes it may see fit to the content and structure of the tendering competition; and in no circumstances will the Contracting Authority be liable for any costs incurred by the potential providers. If the Contracting Authority decides to enter into a Framework Agreement with the successful supplier, this does not mean that there is any guarantee of subsequent contracts being awarded. Any expenditure, work or effort undertaken prior to contract award is accordingly a matter solely for the commercial judgement of potential providers. Any orders placed under this Framework Agreement will form a separate contract under the scope of this Framework Agreement between the supplier and the specific requesting Other Contracting Body. The Contracting Authority and Other Contracting Bodies utilising the Framework Agreement reserve the right to use any electronic portal during the life of the Framework Agreement.
The duration referenced in Section II.1.4 is for the placing of orders.
The value provided in Section II.1.4 is only an estimate. The Contracting Authority cannot guarantee to potential providers any business through this Framework Agreement.
The Contracting Authority wishes to establish a Framework Agreement for use by the following Other Contracting Bodies (and any future successors to these organisations):
Central Government Departments, Executive Agencies and NDPBs.
HSC Business Services Organisation http://www.direct.gov.uk/en/Dl1/Directories/A-ZOfCentralGovernment/index.htm.

Royal Mail Group plc.
Local Authorities http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/AToZOfLocalCouncils/DG_AZ_LG).

NDPBs http://beta.civilservice.gov.uk/jobs/Departments-NDPBs-AtoL/A-to-L.aspx.

National Parks Authorities http://www.nationalparks.gov.uk/.

Educational Establishments in England and Wales, maintained by the Department for Children, Schools and Families including Schools, Universities and Colleges but not Independent Schools http://www.edubase.gov.uk/search.xhtml;jsessionid=4767F89630A039E98FE593093D577013?clear=true.

Police Forces in the United Kingdom http://www.crimemaps.org.uk/police.php.

Fire and Rescue Services (including Scotland, Wales and Northern Ireland) http://www.fireservice.co.uk/information/ukfrs.php

NHS Bodies England including Acute Trusts, Ambulance Trusts, Primary Care trusts, Care Trusts, NHS Hospital Trusts, Strategic Health Authorities, Mental Health Trusts, Special Health Authorities, Community Health Councils, Local Health Boards, NHS Trusts, including Ambulance Trusts. http://www.dh.gov.uk/en/Aboutus/OrganisationsthatworkwithDH/Armslengthbodies/Categorisationofarmslengthbodies/index.htm

Care Quality Commission (CQC).
Council for Healthcare Regulatory Excellence (CHRE).
Human Fertilisation and Embryology Authority (HFEA).
Human Tissue Authority (HTA).
Medicines and Healthcare products Regulatory Agency (MHRA).
Monitor (Independent Regulator of NHS Foundation Trusts).
National Institute for Health and Clinical Excellence (NICE).
Alcohol Education and Research Council (AERC).
Health Protection Agency (HPA).
General Social Care Council (GSCC).
National Patient Safety Agency (NPSA).
National Treatment Agency for Substance Misuse (NTA).
NHS Business Services Authority (BSA).
Information Centre for health and social care (NHS IC).
NHS Appointments Commission (NHSAC).
NHS Blood and Transplant (NHS BT).
NHS Institute for Innovation and Improvement (NHSi).
NHS Litigation Authority (NHSLA).
Future Bodies.
— Public Health England (PHE),
— Health Education England (HEE),
— NHS Trust Development Authority (NTDA),
— Health Research Authority (HRA),
— NHS Commissioning Board http://www.nhs.uk/servicedirectories/Pages/PrimaryCareTrustListing.aspx http://www.general-practitioners-uk.co.uk/.

Hospices.
Hospices in UK including Scotland, Wales and Northern Ireland http://www.hauraki.co.uk/hospice_uk/.

Registered Social Landlords (Housing Associations) http://www.housingcorp.gov.uk/server/show/nav.490

Charities.
Third Sector organisations whose activities involve the delivery of public services.
Citizens Advice http://www.citizensadvice.org.uk/index/aboutus/citizens_advice_offices.htm.

Scottish Public Bodies.
Scottish Government http://www.scotland.gov.uk/Home.

Scottish Local Authorities http://www.scotland-excel.org.uk/index.asp.

Scottish Agencies, NDPBs http://www.cgcopescotland.gov.uk/cgcope/43.html.

Scottish NHS Bodies http://www.show.scot.nhs.uk/organisations/index.html.

Scottish Further and Higher Education Bodies http://www.sfc.ac.uk/about_the_council/council_funded_institutions/council_funded_institutions.aspx.

Scottish Police http://www.scottish.police.uk/.

Scottish Fire and Rescue http://www.dontgivefireahome.com/fire_safety/1347.html.

Scottish Housing Associations http://www.sfha.co.uk/index.php?pg=15.

Scottish Parliament http://www.scottish.parliament.uk/corporate/spcb/index.htm.

The Scotland Office http://www.scotlandoffice.gov.uk/scotlandoffice/10786.html.

Scotland Citizens Advice http://www.cas.org.uk/casoffices.aspx.

Scottish Schools.
Primary Schools http://www.ltscotland.org.uk/scottishschoolsonline/index.asp?schoolsearchstring=&addresssearchstring=&authority=&strTypes=isprimaryschool&bSubmit=1&Submit=Search.

Secondary Schools http://www.ltscotland.org.uk/scottishschoolsonline/index.asp?schoolsearchstring=&addresssearchstring=&authority=&strTypes=issecondaryschool&bSubmit=1&Submit=Search.

Special Schools http://www.ltscotland.org.uk/scottishschoolsonline/index.asp?schoolsearchstring=&addresssearchstring=&authority=&strTypes=isspecial&bSubmit=1&Submit=Search.

Welsh Public Bodies National Assembly for Wales, Welsh Assembly Government and Welsh.
Local Authorities http://www.assemblywales.org/abthome/abt-links.htm http://new.wales.gov.uk/?lang=en https://www.sell2wales.co.uk/help/2158.html.

NHS Wales http://www.wales.nhs.uk/catorgs.cfm#1.

NHS Wales GP Practices http://www.nhsdirect.wales.nhs.uk/small/en/home/healthinformation/usefulpatientinformation/localhealthboards.

NI Public Bodies.
Northern Ireland Government Departments http://www.northernireland.gov.uk/gov.htm http://www.dfpni.gov.uk/list-of-bodies-proc-pol-applies-june_2011.pdf.

Northern Ireland Public Sector Bodies and Local Authorities http://www.northernireland.gov.uk/az2.htm.

Schools in Northern Ireland http://www.denidata.nics.gov.uk/appinstitutes/instmain.aspx.

Further and Higher Education in Northern Ireland http://www.unixl.com/info/northern-ireland.htm.

Northern Ireland Housing Executive http://www.nihe.gov.uk.

Health and Social care in Northern Ireland http://www.hscni.net/index.php?link=hospitals http://www.hscni.net/index.php?link=boards http://www.hscni.net/index.php?link=agencies http://www.hscni.net/index.php?link=councils http://www.centralservicesagency.com/files/currentmedicallists/file/Northern%20Ireland%20Practice%20List.xls.

Police Service of Northern Ireland http://www.police-information.co.uk/policedirectory/view.php?id=31&page=0&cat=6&subcat=31&subsubcat=0.

Citizens Advice Northern Ireland http://www.citizensadvice.co.uk/en/Where-We-Are/Bureaus/ http://www.citizensadvice.co.uk/en/About-Us/Contact.

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

Body responsible for mediation procedures

DRS-CIArb, on behalf of the Chartered Institute of Arbitrators
12 Bloomsbury Square
WC1A 2LP London
UNITED KINGDOM
E-mail: padre@drs-ciarb.com
Telephone: +44 8452707055
Internet address: www.padre.org.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by the Authority as soon as possible after the decision has been made as to the reasons why the Applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, The Public Contracts Regulations 2006 (SI 2006 No. 5) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the Contracting Authority to pay a fine, and/or order that the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:18.1.2012