Document Storage Tender

UK-Welwyn Garden City: storage and warehousing services

Document storage, scanning and electronic document management services framework.

 

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Hertfordshire Supply Management Confederation
HSMC-GATE, Gate House, Fretherne Rd
Contact point(s): Mr John Streeton
For the attention of: Mr John Streeton
AL8 6NS Welwyn Garden City
UNITED KINGDOM
Telephone: +44 1707356155
E-mail: john.streeton@hsmc.nhs.uk

I.2)Type of the contracting authority
I.3)Main activity

Health

I.4)Contract award on behalf of other contracting authorities

Section II: Object of the contract

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

Document storage, scanning and electronic document management services framework.

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

Services
NUTS code

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

This requirement is to create a framework agreement with a number of suppliers who can support participating Trusts with providing a secure location(s) for the storage and management of the archived paper case notes, the conversion of current paper records into a digital form and the subsequent management of those electronic records or to further enhance/support current digital records management systems that may already be in place at some Trusts.
The records will mainly consist of patient records but may extend to other critical corporate documents such as HR records, Finance records, Estates records etc.
The resulting agreement will focus on a number of factors including, but not limited to, value for money, ease of integration with existing systems and processes, scalability, information governance, security and audit ability plus legal admissibility of records and ongoing support and services.

II.1.6)Common procurement vocabulary (CPV)

63120000, 72212780, 63121000, 48780000, 79999100, 72512000, 48311000, 48311100

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

II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Lot no 1.
Title: Document Management and off site Storage Service.
Short description:
Secure collection, storage, retrieval and delivery service for clinical and corporate records:
— Filing and storage of paper (physical) documents in a facility free from dust, moisture, direct sunlight and other harmful elements, in accordance with national and local guidelines,policy and procedures e.g.Care Records Management Policy and Procedures,Data protection Act 1998,Records Management NHS code of practice etc.,
— Secure retrieval and transportation of individual files or documents or a number of files. Safe and secure destruction of records in accordance with Authority policies and procedures,
— Document scanning solution that supports ‘scan on demand’.
Lot no: 2.
Title: Electronic Tracking and Document Management.
Short description:
To provide document management services that support:
— scanning software and hardware,
— Inhouse and remote scanning services,
— Electronic document management and tracking system.
Lot no: 3.
Title: Managed Service Option 1.
Short description:
Provision of a document management service to include:
The physical storage of documents and management of documents:
— Electronic storage and management of documents,
— Electronic tracking of documents.
This service could be on Authority premises, Supplier premises or a combination of the two, and could be performed by a joint team of authority and supplier staff. Where relevant the document management functions could also be divided between the authority and the supplier.
Lot no: 4.
Title: Managed Service Option 2.
Short description.
Provision of a document management service to include:
— a design and business change plan for the implementation of a document management system / service across the Trust,
— development implementation and management of an IT solution that facilitates the electronic storage, retrieval,sharing and transfer of Authorities’ documents in an electronic format providing full integration into the Trusts’ existing IT infrastructure and systems,
— electronic storage and management of documents,
— electronic tracking of documents.
This service could be on Authority premises, Supplier premises or a combination of the two, and could be performed by a joint team of authority and supplier staff. Where relevant the document management functions could also be divided between the authority and the supplier.

II.2.2)Information about options

Options: no

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 and off site Storage Service

1)Short description

Secure collection, storage, retrieval and delivery service for clinical and corporate records. Filing and storage of paper (physical) documents in a facility free from dust, moisture, direct sunlight and other harmful elements, in accordance with national and local guidelines,policy and procedures e.g.Care Records Management Policy and Procedures, Data protection Act 1998, Records Management NHS code of practice etc. Secure retrieval and transportation of individual files or documents or a number of files. Safe and secure destruction of records in accordance with Authority policies and procedures. Document scanning solution that supports scan on demand.

2)Common procurement vocabulary (CPV)

63120000, 72212780, 63121000, 48780000, 79999100, 72512000, 48311000, 48311100

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2 Lot title: Electronic Tracking and Document Management

1)Short description

To provide document management services that support: scanning software and hardware, inhouse and remote scanning services, electronic document management and tracking system

2)Common procurement vocabulary (CPV)

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

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 3 Lot title: Managed Service Option 1

1)Short description

Short Description: Provision of a document management service to include: The physical storage of documents and management of documents. Electronic storage and management of documents. Electronic tracking of documents. This service could be on Authority premises, Supplier premises or a combination of the two, and could be performed by a joint team of authority and supplier staff. Where relevant the document management functions could also be divided between the authority and the supplier

2)Common procurement vocabulary (CPV)

63120000, 72212780, 63121000, 48780000, 79999100, 72512000, 48311000, 48311100

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 4 Lot title: Managed Service Option 2

1)Short description

Provision of a document management service to include: A design and business change plan for the implementation of a document management system / service across the Trust. Development implementation and management of an IT solution that facilitates the electronic storage, retrieval ,sharing and transfer of Authorities documents in an electronic format providing full integration into the Trusts existing IT infrastructure and systems. Electronic storage and management of documents. Electronic tracking of documents This service could be on Authority premises, Supplier premises or a combination of the two, and could be performed by a joint team of authority and supplier staff. Where relevant the document management functions could also be divided between the authority and the supplier

2)Common procurement vocabulary (CPV)

63120000, 72212780, 63121000, 48780000, 79999100, 72512000, 48311000, 48311100

3)Quantity or scope
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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

To be set out in the ITT document.

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

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: 1) You will need to ensure you register your company details via the suppliers portal on the Due North system www.supplying2nhs.com/. Candidates with an existing account should ensure all details are up to date. Candidates will be required to register their expression of interest via the Due North portal under contract ref: CONTRACT- DNWC-8NEF6Z. Candidates will be required to complete a PQQ which will be sent out, via the Due North system, after the closing date for Expressions of Interest. Should you not register your company details on Due North by the closing date, your interest will not be considered further.

2) Specific declarations – suppliers must declare that they have not been convicted of the following. (a) has been the subject of a conviction for participation in a criminal organisation, as defined in Article 2(1) of Council Joint Action 98/733/JHA; (b) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively; (c) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities; (d) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.
Any resultant contract may be for the benefit of other member organisations or NHS bodies. The selected suppliers will be expected to supply all products/services as are required by the contracting authority from time to time. Future additions to their products/services will also be included. The contract is for the benefit of other participating NHS bodies and any other non-NHS bodies which the participants deem necessary for the delivery of services or goods to NHS bodies, local authorities, other government departments or non-departmental public bodies charged with the delivery of healthcare or health related services.

III.2.2)Economic and financial ability
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

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

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

19.12.2011 – 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 tenders

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
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:

18.11.2011