Document storage Tender NHS Scotland

Document storage Tender NHS Scotland

Document storage products and services to NHSS including boxes, secure document storage, secure transfer of records for collection and return, on demand retrieval and delivery, secure file destruction.

UK-Edinburgh: data storage services

2012/S 219-360832

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Common Services Agency (commonly known as NHS National Services Scotland) (‘Authority’)
Gyle Square (NSS Head Office), 1 South Gyle Crescent
For the attention of: Yvonne Gardner
EH12 9EB Edinburgh
UNITED KINGDOM
Telephone: +44 1312757129
E-mail: yvonnegardner@nhs.net

Internet address(es):

General address of the contracting authority: https://www.publictendersscotland.publiccontractsscotland.gov.uk/web/login.html

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11883

Further information can be obtained from: Common Services Agency (commonly known as NHS National Services Scotland) (‘Authority’)
Gyle Square (NSS Head Office), 1 South Gyle Crescent
Contact point(s): National Procurement
For the attention of: Yvonne Gardner
EH12 9EB Edinburgh
UNITED KINGDOM
Telephone: +44 1312757129
E-mail: yvonnegardner@nhs.net
Internet address: https://www.publictendersscotland.publiccontractsscotland.gov.uk/web/login.html

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Common Services Agency (commonly known as NHS National Services Scotland) (‘Authority’)
Gyle Square (NSS Head Office), 1 South Gyle Crescent
Contact point(s): National Procurement
For the attention of: Yvonne Gardner
EH12 9EB Edinburgh
UNITED KINGDOM
Telephone: +44 1312757129
E-mail: yvonnegardner@nhs.net
Internet address: https://www.publictendersscotland.publiccontractsscotland.gov.uk/web/login.html

Tenders or requests to participate must be sent to: Common Services Agency (commonly known as NHS National Services Scotland) (‘Authority’)
Gyle Square (NSS Head Office), 1 South Gyle Crescent
Contact point(s): National Procurement
For the attention of: Yvonne Gardner
EH12 9EB Edinburgh
UNITED KINGDOM
Telephone: +44 1312757129
Internet address: https://www.publictendersscotland.publiccontractsscotland.gov.uk/web/login.html

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: yes

Golden Jubilee Hospital (National Waiting Times Centre Board)

NHS 24

NHS Ayrshire and Arran

NHS Borders

NHS Dumfries and Galloway

NHS Education for Scotland

NHS Fife

NHS Forth Valley

NHS Grampian

NHS Greater Glasgow and Clyde

NHS Health Scotland

NHS Highland

NHS Lanarkshire

NHS Lothian

NHS Orkney

NHS Shetland

NHS Tayside

NHS Western Isles

Scottish Ambulance Service

The Common Services Agency for the Scottish Health Service (a.k.a the NHS National Shared Services)

The State Hospital for Scotland

Healthcare Improvement Scotland

Section II: Object of the contract

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

NP759/13 Document storage.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Any or all locations of all NHS Scotland Health Boards, all NHS Scotland Special Health Boards and/or the Authority or other NHS organisation established pursuant to the NHS (Scotland) Act 1978 (altogether hereinafter referred to as “NHS Scotland”).
NUTS code UKM

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: 7
Justification for a framework agreement, the duration of which exceeds four years: Industry standard product transfer charges can be a significant cost driver in the Document Storage Business constraining the economic value of document transfer between service providers. The adoption of a 7 year framework will enable suppliers and the participating authorities to improve Return on Investment opportunities that may result from the framework competition.
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 14 000 000 GBP

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

Document storage products and services to NHSS including boxes, secure document storage, secure transfer of records for collection and return, on demand retrieval and delivery, secure file destruction.
NOTE: The authority has indicated that they are using the PCS-Tender Module to carry out this procurement process. To access the PCS-Tender Module and record your interest in this notice please visit https://www.publictendersscotland.publiccontractsscotland.gov.uk.

If you are not already registered with the PCS-Tender Module registration will be required.

II.1.6)Common procurement vocabulary (CPV)

72317000

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:

A Framework Agreement for the Supply of Document Storage Products and Services which will apply to all entities constituted pursuant to the National Health Service (Scotland) act 1978, (i.e. all NHS Scotland Health Boards, Special Boards and the Authority or other NHS organisation). The Framework Agreement will be awarded on a Multi Supplier Ranked basis to a maximum of 3 potential Framework Participants.
This tender will be carried out using Public Contracts Scotland – Tender eSourcing portal. The site requires you to register to obtain the tender documentation. The portal website address is:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/web/login.html

Estimated value excluding VAT: 14 000 000 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 1.4.2013. Completion 31.3.2020

Section III: Legal, economic, financial and technical information

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

See Contract/Tender documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

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

The Prime Contractor shall be liable in the event of a consortium bid.
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: Economic operators should confirm that neither it, its directors, nor any person who has power or representation decision or control of the economic operator has been convicted of any of the offences detailed in Regulation 23(1) of The Public Contracts (Scotland) Regulations 2012 and that the grounds detailed in Regulation 23(4) of the Regulations do not apply to the economic operator.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(2) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
III.2.3)Technical capacity
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 below

1. Commercial. Weighting 50

2. Security. Weighting 30

3. Quality & Customer Service. Weighting 20

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

4.1.2013 – 09:00
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

Date: 4.1.2013 – 09:00
Place:

Gyle Square, Edinburgh.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

The Authority intends that 3 Potential Framework Participants will be awarded to the Framework Agreement (‘Framework Participants’) on a ranked basis, (subject to submission of admissible Tenders as determined in accordance with the provisions of the ITT). The Framework Agreement is to be available to all entities constituted pursuant to the National Health Service (Scotland) Act 1978, (i.e. all NHS Scotland Health Boards, Special Health Boards and the Authority or other NHS organisation).
This tender will be carried out using Public Contracts Scotland – Tender eSourcing portal. The site requires you to register to obtain the tender documentation. The portal website address is:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/web/login.html

(SC Ref:241278).

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 Authority will notify economic operators who submitted a tender or (where no deselection notification has previously been made) applied to be selected to tender, of its decision to award the framework agreement which notification will contain among other information, a summary of the reasons why the economic operator was unsuccessful. The notification will incorporate a ‘standstill period’ of a minimum of 10 clear calendar days (or a minimum of 15 if the communication method used is not electronic) between the date on which the Authority despatches the notice(s) and the date on which the Authority proposes to conclude the relevant framework agreement. The bringing of court proceedings against the Authority during the standstill period will automatically continue the prohibition on entering into the framework agreement until the court proceedings are determined, discontinued or disposed of, or the court, by interim order, brings to an end the prohibition. The remedies that may be awarded by the courts before the framework agreement has been entered into include the setting aside of the decision to award the framework agreement to the winning tenderer(s). The bringing of court proceedings against the Authority after the framework agreement has been entered into will not affect the framework agreement unless grounds for the imposition of special penalties under the Public Contracts (Scotland) Regulations 2012 can be established. Otherwise the remedies that may be awarded by the courts where the framework agreement has been entered into are limited to the award of damages. Economic operators are entitled to write to the Authority after receipt of the notification should they require further clarification. The Authority will respond within 15 days of such a written request, but it should be noted that receipt by the Authority of such request during the standstill period may not prevent the Authority from awarding the framework agreement following the expiry of the standstill period. Where an economic operator is dissatisfied with the Authority’s response to its request for clarification, or considers that the framework agreement has been concluded in breach of The Public Contracts (Scotland) Regulations 2012, such economic operator is advised to promptly seek independent legal advice.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:9.11.2012