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
Section I: Contracting authority
Carmarthenshire County Council
SA31 1JP Carmarthen
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)
Section II: Object of the contract
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
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
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.
Section III: Legal, economic, financial and technical information
Candidates will be required to provide evidence as specified in Article 41 and 42 of Directive 2009/81/EC
Section IV: Procedure
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
Estimated timing for further notices to be published:
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: email@example.com
— Phone: 0800 368 4850/ Fax: 020 7080 0480.
Buy4Wales Reference Number: 34281.
VI.5)Date of dispatch of this notice:22.4.2013