Offsite Document Storage and Services Tender

Offsite Document Storage and Services Tender

This is a tender opportunity for offsite storage/archive storage services for Surrey County Council and Brighton and Hove City Council.

United Kingdom-Kingston Upon Thames: File storage box

2020/S 024-055335

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Surrey County Council
Postal address: County Hall, Penrhyn Road
Town: Kingston Upon Thames
NUTS code: UKJ2
Postal code: KT1 2DN
Country: United Kingdom
E-mail: gavin.pugh@surreycc.gov.uk
Internet address(es):Main address: www.surreycc.gov.uk

I.1)Name and addresses

Official name: Surrey County Council
Postal address: County Hall, Penryhn Road
Town: Kingston upon Thames
NUTS code: UKJ2
Postal code: KT1 2DN
Country: United Kingdom
E-mail: gavin.pugh@surreycc.gov.uk
Internet address(es):Main address: www.surreycc.gov.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: https://in-tendhost.co.uk/sesharedservices/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/sesharedservices/aspx/Home
Tenders or requests to participate must be submitted to the abovementioned address

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:

SCC and BHCC Offsite Document Storage and Services Tender

Reference number: SCC – 030178

II.1.2)Main CPV code

30193700

II.1.3)Type of contract

Services

II.1.4)Short description:

This is a tender opportunity for offsite storage/archive storage services for Surrey County Council and Brighton and Hove City Council. The process is being managed by Surrey County Council. The contracting authorities require an offsite storage provider to ensure that the Councils not only fulfil all of their statutory obligations, but also promote best practice and deliver cost effective, innovative, tailor made solutions to address their specific needs. The contract is to supply secure offsite storage of records and documents that by law contracting authorities are required to keep for a minimum amount of time. The contract is to provide suitable storage boxes and secure space for these boxes to be held. The contract is to also provide the following: delivery of boxes/files to the contracting authorities premises collection of boxes/files from the contracting authorities premises disposal of boxes/files.

II.1.5)Estimated total value

Value excluding VAT: 2 250 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:

There are 2 x lots, 1 each for Surrey County Council and Brighton and Hove City Council. To be considered compliant for this ITT, you must return a response for both lots as a single bidder. Award will be made to the response which provides the most economically advantageous bid across both lots. Individual awards will be made by each contracting authority.

II.2)Description

II.2.1)Title:

Surrey County Council

Lot No: 1

II.2.2)Additional CPV code(s)

30199500
79999100
92512100
30193700
79560000
79996100
92512000

II.2.3)Place of performance

NUTS code: UKJ2
Main site or place of performance:

The County of Surrey.

II.2.4)Description of the procurement:

The award criteria of 65 % quality and 35 % price will be applied across both lots to enable a single supplier award.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 65 %
Price – Weighting: 35 %

II.2.6)Estimated value

Value excluding VAT: 1 250 000.00 GBP

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

Start: 01/06/2020
End: 31/05/2030
This contract is subject to renewal: yes
Description of renewals:

There will be a contracting authority break clause at the end of 3 years. After the initial period of 7 years, there will be a maximum of 3 x 1 year extensions, at the contracting authority sole discretion.

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

II.2)Description

II.2.1)Title:

Brighton and Hove City Council

Lot No: 2

II.2.2)Additional CPV code(s)

30193700
30199500
92512100
79560000
79996100
92512000

II.2.3)Place of performance

NUTS code: UKJ2
Main site or place of performance:

Brighton and Hove City Council.

II.2.4)Description of the procurement:

The award criteria of 65 % quality and 35 % price will be applied across both lots to enable a single supplier award.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 65 %
Price – Weighting: 35 %

II.2.6)Estimated value

Value excluding VAT: 1 000 000.00 GBP

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

Start: 01/06/2020
End: 31/05/2030
This contract is subject to renewal: yes
Description of renewals:

There will be a contracting authority only break clause at the end of 3 years. After the initial period of 7 years, there will be a maximum of 3 x 1 year extensions, at the contracting authority sole discretion.

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

List and brief description of conditions:

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
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: 06/03/2020
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

Tender must be valid until: 02/09/2020

IV.2.7)Conditions for opening of tenders

Date: 06/03/2020
Local time: 12:00
Place:

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

This tender is to be completed electronically using the SE Shared Services Procurement eSourcing portal: http://www.sesharedservices.org.uk/esourcing The SE Shared Services eSourcing portal provides a web-based tool that provides a simple, secure and efficient means for managing tendering and quotation activities reducing the time and effort required for both buyers and potential bidders. The portal clarifications and submit your bid electronically. In order to bid for this opportunity you will need to register your company on the SE Shared Services portal.

VI.4)Procedures for review

VI.4.1)Review body

Official name: High Court of England and Wales — High Court of Justice
Postal address: Royal Court of Justice
Town: London
Postal code: WC2A 2LL
Country: United Kingdom
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

31/01/2020