Framework for Document Scanning and Indexing Service

Framework for Document Scanning and Indexing Service

This is a corporate framework for document scanning and indexing service to ensure a consistent and competitive rate for scanning services to allow paper based documents to be imported into the authority’s corporate Electronic Document and Record Management System.

UK-Carmarthen: Scanning services

2013/S 080-135175

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Carmarthenshire County Council
County Hall
SA31 1JP Carmarthen
UNITED KINGDOM

Internet address(es):

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

Further information can be obtained from: Internet address: http://www.etenderwales.bravosolution.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: 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: yes

Section II: Object of the contract

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

Framework for Document Scanning and Indexing Service.
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: Throughout the county of Carmarthenshire and participating Organisations.
NUTS code UKL

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: 4
Duration of the framework agreement

Duration in years: 2 years with the option to extend for a further period of up to 2 years

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

This is a corporate framework for document scanning and indexing service to ensure a consistent and competitive rate for scanning services to allow paper based documents to be imported into the authority’s corporate Electronic Document and Record Management System (EDRMS), Northgate Information@Work. After confirmation of the scanning accuracy the provider will then securely destroy the paper documents.

This will be a 2 year framework agreement with 4 suppliers with the option to extend for a further period of up to 2 years. Award of individual scanning jobs will be by means of a mini competition quotation exercise offered to the framework suppliers. Selection of the successful bidder will be dependent on cost, timescales for delivery and quality of service from previous scanning jobs.
The service will require the following (but not limited to) steps:
— Collection of paper files,
— Prepare files for scanning,
— Scan files,
— Index electronic images,
— Quality check of scanned images,
— Return electronic images,
— Securely destroy paper files,
— Scan on demand service,
The following is a list of organisations who may participate in this Framework in the future:
— Cardiff Council,
— Neath Port Talbot County Borough Council,
— Rhondda Cynon Taf County Borough Council,
— Mid and West Wales Fire and Rescue Service.
Community Benefits do not apply to this contract.

II.1.6)Common procurement vocabulary (CPV)

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: 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:
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

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:

In the event of a group of suppliers winning the contract the council will require each supplier in the group to become joint or severally responsible before acceptance.
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

Information and formalities necessary for evaluating if the requirements are met: Candidates will be required to provide evidence as specified in Article 41 and 42 of Directive 2009/81/EC
http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2009:216:0076:0136:EN:PDF

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Candidates will be required to provide evidence as specified in Article 41 and 42 of Directive 2009/81/EC
http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2009:216:0076:0136:EN:PDF

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:

itt_38536.
IV.3.2)Previous publication(s) concerning the same contract

no
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

3.6.2013 – 14:00
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

in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Date: 3.6.2013 – 14:00
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Officers of the Authority.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:
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

Instructions to suppliers:
To assist you in locating these opportunities on the BRAVO E Procurement System the project code is: 25198
As this is an Open procedure, Tenderers must ensure that all ITT questions are fully responded to. The following ITT Project codes may further assist you in locating the opportunities:
ITT Code: itt_38536
Please also ensure you check the ”Attachments” area for any documents/ information which may assist you with your submission or you are required to upload as part of your submission as per information contained within the pack.
Suppliers Instructions How to express interest in this Tender:
1. Register your company on the etenderwales portal (this is only required once)
— Browse to the eSourcing Portal: www.etenderwales.bravosolution.co.uk

— Click the “Suppliers register here” link,
— Enter your correct business and user details,
— Note the username you chose and click “Save” when complete,
— You will shortly receive an email with your unique password (please keep this secure),
— Agree to the terms and conditions and click “continue”,
2. Express an Interest in the Project:
— Login to the portal with the username/password,
— Click the “ITTs Open to All Suppliers” link. (These are Inviatition to Tender Documents open to any registered supplier),
— Click on the relevant ITT to access the content,
— Click the “Express Interest” button at the top of the screen,
— This will move the ITT into your “My ITTs” page. (This is a secure area reserved for your projects only),
— Click on the ITT code, you can now access any attachments by clicking the ‘Buyer Attachments” on the left hand side of the screen.
3. Responding to the tender:
— At the top of the screen you can choose to ‘Create Response’ or ‘Decline to Respond’ (please give a reason if declining )
— You can now use the ‘Messages’ function on to communicate with the buyer and seek any clarification
— Note the deadline for completion, then follow the onscreen instructions to complete the ITT
— There may be a mixture of online & offline actions for you to perform (there is detailed online help available)
If you require any further assistance use the online help, or the BravoSolution help desk is available Mon – Fri (8am – 6pm) on:
— email: help@bravosolution.co.uk

— Phone: 0800 368 4850/ Fax: 020 7080 0480.
Buy4Wales Reference Number: 34281.

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: This authority will incorporate a standstill period where information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into The Public Contracts Regulations 2006 (SI 2006 No5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:22.4.2013