Off-Site Storage Facilities for Royal Cornwall Hospitals

Off-Site Storage Facilities for Royal Cornwall Hospitals

The provision of a secure, off-site storage facility that enables access to its records 24 hours a day, every day of the year.

United Kingdom-Truro: Cargo handling and storage services

2016/S 098-175194

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Royal Cornwall Hospitals NHS Trust
Contact person: Paul Laing
Telephone: +44 1872255722
NUTS code: UKK30

Internet address(es):Main address:

I.2)Joint procurement


Access to the procurement documents is restricted. Further information can be obtained at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity


Section II: Object

II.1)Scope of the procurement


Off-Site Storage Facilities.

Reference number: NHS0871

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

The Royal Cornwall Hospitals NHS Trust (RCHT) requires the provision of a secure, off-site storage facility that enables access to its records 24 hours a day, every day of the year. The Trust records are all to be stored in a central area within the off-site storage facility to aid efficient working.

II.1.5)Estimated total value

Value excluding VAT: 200 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKK30
Main site or place of performance:


II.2.4)Description of the procurement:

The Royal Cornwall Hospitals NHS Trust (RCHT) requires the provision of a secure, off-site storage facility that enables access to its records 24 hours a day, every day of the year. The Trust records are all to be stored in a central area within the off-site storage facility to aid efficient working.

The current off-site storage facility is located in Truro, Cornwall within an accessible distance of the main Hospital site.

The Trust’s records must only be stored at the off-site storage approved by the Trust.

The Trust’s Records Management Service will manage the records stored at the off-site storage facility and staff will need routine access to the facility to perform their duties. The storage facilities must preferably be located within a reasonable travelling distance from the site to allow an efficient management of the service by Trust staff. (IE: preferably not more than 15 miles).

All records stored at the off-site facility shall at all times remain the property of the Trust and the contractor shall not itself have or grant or allow any third party to have any access rights to those records.

Total turnaround time permissible for Trust staff to leave RCHT site, retrieve an emergency record from the facility and return to RCHT must be within 60 minutes.

The Trust currently occupies approximately 6 500 running metres of metal rolled edged racking (the contractor must provide storage space with racking/shelving).

The Supplier is to bear all costs involved in moving the records from its current storage location to the new site, and if necessary provision of storage boxes to move and or store the records. This includes the cost of health records staff re-tracering records on an individual basis to a new location.

There are approximately 350 000 records which cover 6 500 running metres (metal rolled edged racking) and 3 500 boxes of records varying in size which cover 255 running metres. Other types of records stored, but not limited to are ledgers, box files and registers. There may be a need for additional storage requirements due to growth which is approx. 5 % on the information here.

Office space is to be provided for Trust staff with access to telephone, Wi-Fi, toilet, kitchen facilities and electronic points for Trust computers/printer.

This tender is being conducted using electronic means using the Internet. Companies should register their interest and respond to the contract notice using the link to the e-tendering portal:

Potential suppliers are required to click on the current opportunities button on the e-tendering site to view details of this procurement and then use the online registration link to enter their company details. Within the form to register company details, there is a ‘Test’ button to verify the identified e-mail address. It is strongly recommended that this is used, to ensure validity and effectiveness of the link registered for messages to/from the e-tendering site.

Once the registration screen has been completed and an e-mail confirming successful registration of the company has been received from CTM, suppliers can continue to follow the on-screen prompts to register an expression of interest in any particular tender. Details of the process to be followed are also available in ‘A Suppliers 1st Step Guide’ from the CTM login page. The guide will explain some of the requirements and procedures involved when responding to a tender. For more detailed information there is a 2nd document ‘Suppliers User Guide’ that can be found on the CTM home page.

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

Value excluding VAT: 200 000.00 GBP

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

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

Initial contract is 24 months, but there is an option to extend for 3 years in 1 year increments at the discretion of the Trust. Therefore maximum contract length is 5 years.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5

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

There is a Pre-Qualification Questionnaire (PQQ) document that has been put out with the advert, this must be completed and returned before the deadline expires on Monday, 20th June at 12:00.

This opportunity has not been lotted because the records need to be stored in 1 location within the facility as per the tender documents.

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

List and brief description of conditions:

See Pre-Qualification Questionnaire.

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:

See Pre-Qualification Questionnaire.

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
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: yes
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: 20/06/2016
Local time: 18:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 24/06/2016

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

IV.2.6)Minimum time frame during which the tenderer must maintain the tender
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

Royal Cornwall Hospitals NHS Trust
Telephone: +44 1872255722
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:



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