Off-Site Records Storage and Retrieval Framework Agreement

Off-Site Records Storage and Retrieval Framework Agreement

The objective of this collaborative framework agreement is to provide an off-site storage and retrieval function that will provide a high quality service, whilst offering best value in the expenditure of public funds.

UK-Dingwall: Storage and warehousing services

2013/S 025-038708

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Highlands and Islands Enterprise
Earl Thorfinn House, 6 Druimchat View
For the attention of: The Procurement Team
IV15 9XL Dingwall
UNITED KINGDOM
Telephone: +44 1349868977
E-mail: hieprocurement@hient.co.uk

Internet address(es):

General address of the contracting authority: www.hie.co.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00313

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

Regional or local agency/office
I.3)Main activity

Economic and financial affairs
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Highlands and Islands Enterprise

Crofting Commission

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Off-Site Records Storage and Retrieval Framework Agreement.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Highlands & Islands.
NUTS code UKM6

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

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with a single operator
Duration of the framework agreement

Duration in months: 48

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

The contract will be awarded under a collaborative Framework Agreement to a single supplier and under this agreement, no minimum workload is guaranteed. Services will be agreed on an “as required” basis only. The Framework Agreement will be available for use by the following organisations:
Highlands & Islands Enterprise (HIE)
Crofting Commission (CC)
The objective of this collaborative framework agreement is to provide an off-site storage and retrieval function that will provide a high quality service, whilst offering best value in the expenditure of public funds. The services will be required across a wide geographic area, addressing the current requirements of each organisation but also taking into account any future requirements including those relating to changes in legislative requirements. The supplier will be required to operate in a manner which complies with Records Management legislation including the Public Records (Scotland) Act 2011.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=253422.

II.1.6)Common procurement vocabulary (CPV)

63120000, 63121000, 72317000, 63121100

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

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots

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:

The services should be provided by a suitably qualified and experienced supplier who will be required to provide the following:
– Secure and confidential storage of existing and new archive records (e.g. boxes, files, electronic data).
– Retrieval of records from storage and secure delivery to both .organisation’s offices/sites
– Uplift and delivery to Crofting Commission (backup tapes) – every working day by 13:00hrs.
– Next / same day delivery to key offices/sites (see Appendix A) when required.
– Uplift from offices/sites and secure delivery to storage.
– Confidential disposal of records including secure off-site shredding.
– Storage, supply and delivery of supplies (e.g. both A4 and A3 sturdy storage boxes inc. unique identifiers for boxes).
– Provision of management information (e.g. monthly transactional, tracking and monitoring reports.
– Ad-hoc scanning of files (e.g. for FOI and archival purposes).
– Creation and maintenance of a database providing an up to date accurate, robust, auditable and transparent system for recording and tracking records including receipt and collection to and from each organisation.
– e-procurement – The central government sector is implementing e-commerce solutions. As a result, organisations may look to place purchase orders using e-procurement systems (i.e. Easebuy, PECOS etc).
It is expected that these services will be required from May 2013 for a period of 3 years, unless terminated in accordance with the provisions of the Framework Conditions, with HIE having the option to extend for a further one year period.
Although this is a Framework Agreement, and so there is no commitment to spend any money, the 3 year budget currently available to deliver this service, across both organisations, is between GBP 150,000 and GBP 198,000 (excluding VAT).
Estimated value excluding VAT:
Range: between 150 000 and 198 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: option to extend for one year after expiry
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

HIE reserves the right at any time to require a parent company guarantee or a third party guarantee from any organisation on contract award.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Details to be provided in the Invitation To Tender.
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
Full details provided in Invitation to Tender
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(2) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
Full details are provided in the Invitation to Tender.
Minimum level(s) of standards possibly required: The Accounts, and/or any other relevant information provided pursuant to a request from us, will be reviewed to ensure that solvency, availability of resources necessary to perform the contract and an acceptable degree of risk, appropriate to this project is demonstrated. This is the minimum standard of economic and financial standing which must be met. If an organisation does not demonstrate this minimum standard, it shall be marked as a “Fail”.
Minimum levels of insurance cover for Employers Liability Insurance – min of GBP 3M, Public Liability Insurance – min of GBP 3M and Professional Indemnity Liability Insurance – min of GBP 3M.
Full details provided in the Invitation to Tender.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided
(2) A statement of the candidate’s technical facilities; measures for ensuring quality; and their study and research facilities;
(3) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
Applicants must confirm their organisation complies with their statutory obligations under the Equality Act 2010. For organisations working outside of the UK this question relates to equivalent legislation in the country that the organisation is located. We may not be able to select a bidder that fails to meet statutory Equalities obligations, whether these statutory obligations are within the UK jurisdiction or related to equivalent legislation in the country in which the organisation is located.
Waste Carrier Licence.
The supplier must ensure they (or any sub-contractors used) complies with Waste Management Regulations, specifically in regard to waste disposal for Scotland.
http://www.sepa.org.uk/waste/waste_regulation/waste_carriers_and_brokers.aspx

Organisations which are unable to meet these criteria will not be evaluated further.
Evidence will be sought prior to Contract Award.
Full details are provided in the Invitation to Tender.
Minimum level(s) of standards possibly required:
Security standard BS5454:2000/PD5454:2012 or equivalent.

III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
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

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
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:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

22.3.2013 – 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
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 6 months previous to contract expiry date.
VI.2)Information about European Union funds
VI.3)Additional information

In order to participate, bidders should register their interest on the Public Contracts Scotland website and download the relevant documentation.
All queries should be requested via the Q&A facility on the PCS website only. Please note, questions should be asked on an individual basis. Multiple questions should not be grouped together in one query. This will allow a quicker response time for questions that do not first require further internal clarification before an answer can be provided.
(SC Ref:253422)
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: HIE will incorporate a minimum of 10 calendar days standstill period from the date information on the award of the contract is communicated to tenderers before entering into a contract with the successful tenderer(s). If an appeal regarding the award of contract has not been successfully resolved, an economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2012 (as amended) may bring proceedings in the Sheriff Court or the Court of Session.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:1.2.2013