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
I.3)Main activity
I.4)Contract award on behalf of other contracting authorities
Section II: Object of the contract
II.1.1)Title attributed to the contract by the contracting authority:
II.1.2)Type of contract and location of works, place of delivery or of performance
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)
II.1.5)Short description of the contract or purchase(s)
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)
II.1.9)Information about variants
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.1.1)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:
III.1.4)Other particular conditions
Description of particular conditions: Yes — As described in the tender documents.
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
(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
Minimum level(s) of standards possibly required: As set out in the tender documentation.
III.2.3)Technical capacity
As set out in the tender documentation.
Minimum level(s) of standards possibly required:
As set out in the tender documentation.
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2.1)Award criteria
IV.2.2)Information about electronic auction
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.3.1)File reference number attributed by the contracting authority:
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
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders
Persons authorised to be present at the opening of tenders: no
Section VI: Complementary information
VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.5)Date of dispatch of this notice:
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