Kent County Council Records Management Service Tender

This requirement is for a Records Management Service within the Libraries, Registration and Archives Service within the Growth, Environment and Transport Directorate.

United Kingdom-Maidstone: Records management

2017/S 028-050892

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Kent County Council
County Hall
For the attention of: Mrs Katherine Clark
ME14 1XQ Maidstone
United Kingdom
Telephone: +44 3000411290
E-mail: katherine.clark@kent.gov.uk

Internet address(es):

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

Address of the buyer profile: www.kentbusinrssportal.org.uk

Electronic access to information: www.kentbusinessportal.org

Electronic submission of tenders and requests to participate: www.kentbusinessportal.org.uk

Further information can be obtained from: Kent County Council
County Hall
For the attention of: Mrs Katherine Clark
ME14 1XQ Maidstone
United Kingdom
Telephone: +44 3000411290
E-mail: katherine.clark@kent.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Kent County Council
County Hall
For the attention of: Mrs Katherine Clark
ME14 1XQ Maidstone
United Kingdom
Telephone: +44 3000411290
E-mail: katherine.clark@kent.gov.uk

Tenders or requests to participate must be sent to: Kent County Council
County Hall
For the attention of: Mrs Katherine Clark
ME14 1XQ Maidstone
United Kingdom
Telephone: +44 3000411290
E-mail: katherine.clark@kent.gov.uk

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: no

Section II: Object of the contract

II.1)Description

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

SS16050 — Records Management Service.

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 UKJ4

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract

II.1.4)Information on framework agreement

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

This requirement is for a Records Management Service within the Libraries, Registration and Archives Service within the Growth, Environment and Transport Directorate.
The KCC Records Management Service team offers a storage and retrieval service for semi-current records which are created and managed by the Council. The KCC service is managed by a team who prepare the boxes for upload to the storage supplier; and who arrange for the retrieval of records from the supplier. The team also identifies records for disposal. As of 21.11.2016 the Council had 74 128 boxes in store.
As part of the procurement process, tenderers will be required to satisfy a number of mandatory requirements in relation to the service, including:
— The Council’s specialist requirements,
— Storage facility general requirements,
— Storage facility security requirements,
— Transportation of records,
— Upload of records,
— Retrieval of records,
— Disposal of records,
— Provision of records management supplies.
The contract is anticipated to commence upon 1.7.2017 and will continue for a period of 5 years with an option to extend for a 2 further periods of 2 years and 1 further period of a year, unless terminated in accordance with the Conditions of Contract on the Kent Business Portal.

Expressions of interest will only be accepted via the Kent Business Portal (www.kentbusinessportal.org.uk).

II.1.6)Common procurement vocabulary (CPV)

79996100

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

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)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: 2 000 000 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 1.7.2017. Completion 31.8.2027

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

The Contracting Authority reserves the right to require deposits, guarantees, bonds, warranties and other forms of appropriate security as defined in the tender documentation.

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

As defined in the tender documentation.

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 will be required. In the case of organisations applying as a consortia or joint venture, full details of each member is required. It will be necessary for each member to sign an undertaking that they shall be jointly and severally liable, or to require a single provider to take primary liability, for the performance of the contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Yes — As described in the tender documents.

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: Information and formalities necessary for evaluating if the requirements are met: Any supplier may be disqualified who:
(a) Is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) Is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) Has been convicted by a judgement which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) Has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) Has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) Has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) Is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) 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;
(i) Has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/42/JHA3 respectively;
(j) 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;
(k) 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.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the tender documentation.
Minimum level(s) of standards possibly required: As set out in the tender documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the tender documentation.
Minimum level(s) of standards possibly required:
As set out in the tender documentation.

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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

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

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: As this procurement process is being conducted as a Most Economically Advantageous Tender (MEAT), the scores from the quality section and the scores for the pricing rates will be incorporated into the system prior to the e-Auction. The scores that Tenderers receive for their quality submissions and the pricing rates are added to the scores calculated during the e-Auction to give the tenderer’s total score. Suppliers will then be ranked during the e-Auction based on these total scores. Suppliers will be able to see their current ranking at all times during the e-Auction process.
The Council may make any investigations upon receiving tenders including requests for further information and justification it may reasonably require in deciding (in its absolute discretion) whether the tender in response to the price is credible and sustainable.
The Council reserves the right to scrutinise and, if appropriate, reject any tender that appears to the Council to be abnormally low, having regard by analogy to the procedure described in Regulation 69 of the Public Contracts Regulations 2015.

IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

SS16050

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

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: 10.3.2017 – 12:00
Payable documents: no

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

10.3.2017 – 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

in days: 60 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 10.3.2017 – 12:00
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:

7.2.2017

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