OFCOM Storage Tender

London: storage and warehousing services

OFCOM Storage Tender – Provision of Off Site Storage Services.

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Riverside House, 2a Southwark Bridge Road
For the attention of: Mark Lundy
SE1 9HA London
Telephone: +44 2079813000
E-mail: mark.lundy@ofcom.org.uk
Fax: +44 2079813333

Internet address(es):

General address of the contracting authority: www.ofcom.org.uk

Address of the buyer profile: https://ofcom.bravosolution.co.uk/

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Other: Independent UK Communications Regulator

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

UK-London Ofcom Provision of Off Site Storage Services.

II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Mainly London.

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)

The requirement is for the provision of a comprehensive document retrieval and offsite storage service to Ofcom. Ofcom current holdings comprise about 13 000 containers, which equate to 18 000 cu ft. Approximately 6 000 boxes contain 68 000 individually listed files. The scope of the service is summarised below:
(i) where applicable, transfer current holdings from incumbent supplier to new premises;
(ii) to receive, account for, store and dispose of, on instruction, Ofcom’s material in a secure and managed environment;
(iii) to provide a records retrieval and collection service, mainly to Ofcom’s head office in London SE1 but also where necessary to and from other locations;
(iv) to deliver and collect items in accordance with specific timescales, including emergency retrieval service within 2 hours of request;
(v) to provide reporting on storage and activity on an ad-hoc basis as required;
(vi) to provide services to Ofcom’s business continuity site and support business recovery as required.
(vii) In the event of being unsuccessful in a future tender process, to provide Ofcom’s records in an appropriate manner to a new supplier.
The contract duration is four years.

II.1.6)Common procurement vocabulary (CPV)

63120000, 72317000, 92500000, 63122000, 72314000, 79995100, 63121100, 63121000, 92510000, 92512000, 92512100

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

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


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:

Estimated value excluding VAT:
Range: between 200 000 and 400 000 GBP

II.2.2)Information about options

Options: no

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

Duration in months: 48 (from the award of the contract)

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:

Payment terms will be indicated in the contract documents. Tenders to be priced in Sterling. Payment to be made in Sterling.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and several liability.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no

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: Suppliers Instructions.
How to Express Interest in this Tender~:
1. Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: https://ofcom.bravosolution.co.uk and click the link to register:

— accept the terms and conditions and click ‘continue’,
— 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).
2. Express an Interest in the tender:
— login to the portal with the username/password,
— click the ‘PQQs / ITTs open to all suppliers’ link. (these are pre-qualification questionnaires or invitations to tender open to any registered supplier),
— click on the relevant PQQ/ ITT to access the content,
— click the ‘express interest’ button at the top of the page,
— this will move the PQQ /ITT into your ‘my PQQs/ my ITTs’ page. (this is a secure area reserved for your projects only),
— you can now access any attachments by clicking ‘buyer attachments’ in the ‘PQQ/ ITT details’ box 3. responding to the tender,
— click ‘my response’ under ‘PQQ/ ITT details’, you can choose to ‘create response’ or to ‘decline to respond’ (please give a reason if declining),
— you can now use the ‘Messages’ function to communicate with the buyer and seek any clarification,
— note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT,
— there may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page.
If you require any further assistance please consult the online help, or contact the eTendering help desk.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Refer to PQQ (see 111.2.1 above).

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Refer to PQQ (see 111.2.1 above.

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

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure


IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: Refer to the PQQ (see 111.2.1 above).

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:

Ofcom 33/2011

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: 22.12.2011 – 15:00
Payable documents: no

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

4.1.2012 – 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


IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Date: 22.2.2012 – 15:00

Tenderers will be required to submit their tender response via the Ofcom Bravo Solutions website at https://ofcom.bravosolutions/co.uk.

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

The Contracting Authority intends to use an eTendering system in this procurement exercise.
Refer to PQQ (see 111.2.1 above).
Operators that wish to express interest in being invited to tender for the requirement should submit their Expression of Interest and completed prequalification questionnaire via the Ofcom Bravo Solutions website at https://ofcom.bravosolution.co.uk by the closing date of 4.1.2012 at 12:00.

Ofcom intends to issue invitation to tender documents to those operators that are selected by 17.1.2012. Tender responses will be required to be submITTed by tenderers via the Ofcom Bravo Solutions website at https://ofcom.bravosolution.co.uk by 15:00 on Wednesday 22.2.2012 (provisional).

The resulting contract is expected to be awarded during April 2012, and the Commencement Date is expected to be end of April 2012.

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: Ofcom will incorporate a standstill period of at least ten days between the communication of the award decision to tenderers and entering into a contract with the successful tenderer. Tenderers wishing to obtain further debriefing a minimum of three working days before the end of the standstill period must request it within two working days of the award decision being communicated to them. This should be requested from the contact point indicated in section I.1.
Where issues regarding the award cannot be resolved between Ofcom and the tenderer, the Public Contracts Regulations 2006 allow for appeals to be brought before the High Court of England and Wales. Any such appeal must be brought promptly and in any event within three months.

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:30.11.2011