Offsite Document Storage Tender

Offsite Document Storage Tender

Offsite document storage provider with an electronic data managment service.

United Kingdom-Coventry: Documentation services

2013/S 145-252748

Contract notice – utilities

Services

Directive 2004/17/EC

Section I: Contracting entity

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

Severn Trent Water Limited
Severn Trent Centre, 2 St John’s Street
Contact point(s): Please register on our eSourcing portal below. For the attention of Bravosolution Helpdesk (+44 8003684850) / STW: Adrean Chavira (+44 7834419627)
For the attention of: Adrean Chavira
CV1 2LZ Coventry
UNITED KINGDOM
Telephone: +44 7834419627
E-mail: adrean.chavira@severntrent.co.uk

Internet address(es):

General address of the contracting entity: https://severntrent.bravosolution.co.uk

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

Specifications and additional documents (including documents for 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)Main activity

Water
I.3)Contract award on behalf of other contracting entities

Section II: Object of the contract

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

Offsite document storage provider with an electronic data managment service. This will include collections, submissions, and destruction services. Documentation for this tender can be obtained via https://severntrent.bravosolution.co.uk

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: Including but not limited to various locations within Severn Trent Water Ltd, this area is within the United Kingdom and stretches from the Humber estuary to the Bristol Channel and from Mid-Wales to East Midlands.
NUTS code UK

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 years: 7
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 1 190 000 GBP

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

Offsite document storage provider with an electronic data managment service.
II.1.6)Common procurement vocabulary (CPV)

79131000, 79996100, 48311100, 71248000, 72512000

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

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Information about lots

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Approximately STW currently have 22 077 boxes in storage, this is indicative and volumes may vary. Services will include collections, submissions of documents to storage, and destruction services.The offsite document storage provider will be required to host an electronic data management service which includes data capture and scanning facilities. The supplier must be able to provide an electronic data management system to support the management of our records. The supplier must be fully equipped to support the transition to the services by providing categorisation support of documents. Documentation for this tender can be obtained via https://severntrent.bravosolution.co.uk

II.2.2)Information about options

Options: yes
Description of these options: There will be a 7 year framework agreement with 3 x 1 year options.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 84 (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:

Severn Trent Water reserves the right to call for a Parent Company guarantee and or bond. Please provide details of your company’s group structure.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions:
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: Information and formalities necessary for evaluating if requirements are met:
Information and formalities necessary for evaluating if requirements are met. Applicants are required to complete a pre qualification questionnaire (PQQ) which needs to be completed no later than the date in section IV.3.4). Access to this document is available on-line (refer to I.1) for contact details), the Contracting Authority will evaluate all responses to the PQQ Documents including the eligibility of applicants in line with the Regulation 26 of the Utilities Contracts Regulations 2006.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if requirements are met:
Information and formalities necessary for evaluating if requirements are met. Applicants are required to complete a pre qualification questionnaire (PQQ) which needs to be completed no later than the date in section IV.3.4). Access to this document is available on-line (refer to 1.1 for contact details), the Contracting Authority will evaluate all responses to the PQQ Documents including the eligibility of applicants in line with the Regulation 26 of the Utilities Contracts Regulations 2006.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if requirements are met:
Information and formalities necessary for evaluating if requirements are met. Applicants are required to complete a pre qualification questionnaire (PQQ) which needs to be completed no later than the date in section IV.3.4). Access to this document is available on-line (refer to 1.1 for contact details), the Contracting Authority will evaluate all responses to the PQQ Documents including the eligibility of applicants in line with the Regulation 26 of the Utilities Contracts Regulations 2006.
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

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

Negotiated
Some candidates have already been selected (if appropriate under certain types of negotiated procedures): no
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications or in the invitation to tender or to negotiate
IV.2.2)Information about electronic auction

An electronic auction will be used: yes
Additional information about electronic auction: STW reserves the right to use an electronic auction. An Electronic RFQ/E auction may or may not be used. You will be informed.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting entity:
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents

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

27.8.2013 – 12:00
IV.3.5)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.6)Minimum time frame during which the tenderer must maintain the tender
IV.3.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information:
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:24.7.2013