Leeds City Council Scanning Services Tender

Leeds City Council Scanning Services Tender

This Framework is for the supply of scanning services and software.

United Kingdom-Leeds: Business services: law, marketing, consulting, recruitment, printing and security

2020/S 128-314895

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Leeds City Council
Postal address: St George House, third Floor, 40 Great George Street
Town: Leeds
NUTS code: UKE YORKSHIRE AND THE HUMBER
Postal code: LS1 3DL
Country: United Kingdom
Contact person: DIS Strategic Sourcing Team
E-mail: its.procurement@leeds.gov.uk
Telephone: +44 1133782494
Internet address(es):Main address: http://www.leeds.gov.uk

Address of the buyer profile: http://www.leeds.gov.uk

I.1)Name and addresses

Official name: The Council of the Borough of Kirklees
Postal address: Market Street
Town: Huddersfield
NUTS code: UKE YORKSHIRE AND THE HUMBER
Postal code: HD1 2YZ
Country: United Kingdom
E-mail: alicia.wydell@kirklees.gov.ukInternet address(es):Main address: https://www.kirklees.gov.uk

Address of the buyer profile: https://www.kirklees.gov.uk

I.1)Name and addresses

Official name: Leeds and York Partnership NHS Foundation Trust
Postal address: St Mary’s House, North Wing, Chapel Allerton
Town: Leeds
NUTS code: UKE YORKSHIRE AND THE HUMBER
Postal code: LS7 3JX
Country: United Kingdom
E-mail: b.fawcett@nhs.netInternet address(es):Main address: https://www.leedsandyorkpft.nhs.uk/

Address of the buyer profile: https://www.leedsandyorkpft.nhs.uk/

I.2)Information about joint procurement

The contract involves joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.yortender.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.yortender.co.uk

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

ITS190029 Scanning Services Framework

Reference number: DN481883

II.1.2)Main CPV code

79000000 Business services: law, marketing, consulting, recruitment, printing and security

II.1.3)Type of contract

Services

II.1.4)Short description:

This framework is for the supply of scanning services and software. The services to be provided against this framework agreement shall include but not be limited to:

• bulk scanning services;

• specified level of scanning standards;

• metadata creation, naming and indexing of images;

• use of optical character recognition software;

• secure transportation of filing cabinets, files, records and documents;

• secure storage facilities for filing cabinets, files, records and documents;

• scan on demand services;

• file retrieval and return service;

• disposal and destruction of filing cabinets;

• disposal and destruction of files, records and documents;

• Provision of ad-hoc software requirements in support of the required services;

• provision of specialist scanning including microfiches and registrar services documentation;

• scanning of incoming mail into the organisation and processing to enable accurate distribution across the Council.

Please note:

The framework will take the form of a catalogue of individually listed prices for services required and allow for the pricing of specific unique requirements which will be based upon the agreed catalogue pricing structure.

Requests to participate in this procurement must be made electronically at www.yortender.co.uk by searching for reference DN481883 or the title: ITS190029: scanning services framework.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:
II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKE YORKSHIRE AND THE HUMBER

II.2.4)Description of the procurement:

This framework is for the supply of scanning Services and software. The services to be provided against this framework agreement shall include but not be limited to:

• bulk scanning services;

• specified level of scanning standards;

• metadata creation, naming and indexing of images;

• use of optical character recognition software;

• secure transportation of filing cabinets, files, records and documents;

• secure storage facilities for filing cabinets, files, records and documents;

• scan on demand services;

• file retrieval and return service;

• disposal and destruction of filing cabinets;

• disposal and destruction of files, records and documents;

• provision of ad-hoc software requirements in support of the required services;

• provision of specialist scanning including microfiches and registrar services documentation;

• scanning of incoming mail into the organisation and processing to enable accurate distribution across the Council.

Please note:

The Framework will take the form of a catalogue of individually listed prices for services required and allow for the pricing of specific unique requirements which will be based upon the agreed catalogue pricing structure.

Requests to participate in this procurement must be made electronically at www.yortender.co.uk by searching for reference DN481883 or the title: ITS190029: scanning services framework.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with a single operator
In the case of framework agreements, provide justification for any duration exceeding 4 years:
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 05/08/2020
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English
IV.2.6)Minimum time frame during which the tenderer must maintain the tender

IV.2.7)Conditions for opening of tenders

Date: 05/08/2020
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

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

Four-year term.

VI.2)Information about electronic workflows

VI.3)Additional information:

The Council has chosen not to divide this procurement into lots. The Council is seeking to appoint a single supplier who can offer the full range of scanning services. It has considered separate lots but concluded that the scope of requirements and inter-dependency of processes involved make it impractical and uneconomical. It would, therefore, not be appropriate to divide the Councils requirements into lots.

VI.4)Procedures for review

VI.4.1)Review body

Official name: Leeds City Council
Town: Leeds
Country: United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

02/07/2020