Provide Document Control Services to HS2

Provide Document Control Services to HS2

HS2 Ltd has an internal document control support function which sits within the Programme Strategy Department.

United Kingdom-London: Recruitment services

2016/S 089-159197

Contract notice – utilities


Directive 2004/17/EC

Section I: Contracting entity

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

High Speed Two (HS2) Limited
18th Floor, One Canada Square, Canary Wharf
For the attention of: Beau Morgan
E14 5AB London
Telephone: +44 2079448136

Internet address(es):

General address of the contracting entity:

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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

Railway services

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

The contracting entity is purchasing on behalf of other contracting entities: no

Section II: Object of the contract


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

Document Control Services.

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

Service category No 22: Personnel placement and supply services
Main site or location of works, place of delivery or of performance: London and/or Birmingham.

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):

HS2 Ltd has an internal document control support function which sits within the Programme Strategy Department. It is the responsibility of this support function to ensure that all documents are managed and controlled in an auditable way in accordance with HS2 Ltd processes.
Document control services needs to meet the increasing demands of the HS2 project and its work streams. However these work streams will fluctuate over time which means its support function requires the flexibility to scale up or down its resources in accordance with the project demands.
Therefore HS2 Ltd requires access to an organisation which specialises in providing comprehensive solutions for document control and management which has the capacity to provide experienced document control resource over time bound projects.
The organisation will be required to provide advice, guidance and training on the latest document control/management standards, systems, and working practices in line with BS1192, PAS1192, and ISO 9001.

II.1.6)Common procurement vocabulary (CPV)


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

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

II.1.8)Information about 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:

1 year contract with an option to extend for a further year.
Estimated value excluding VAT: 1 751 400 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: 24 (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:
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

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The Tenderer financial accounts shall be assessed:
— Bidders must meet: The annual turnover of the organisation/consortia (over the last 3 years) must meet at least the annual contract value (taking the peak year) Anything below may require clarification.
— Due Diligence measure: is the D&B failure score is greater than 20. Anything below 20 may require clarification.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met: Please refer to the Invitation to Tender pack, Instruction to Tenderers, Section 3, Evaluation Methodology and Criteria. Paragraph 5. Technical and Professional Assessment. Gate C.
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

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: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting entity:

Tender Reference_568

IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents(except for a DPS)

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

1.6.2016 – 12:00

IV.3.5)Language(s) in which tenders or requests to participate may be drawn up


IV.3.6)Minimum time frame during which the tenderer must maintain the tender

in days: 90 (from the date stated for receipt of tender)

IV.3.7)Conditions for opening of tenders

Date: 8.6.2016 – 12:00
PlaceHigh Speed Two (HS2) Limited
18th Floor, One Canada Square, Canary Wharf
E14 5AB London

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information:

HS2 Ltd considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). For the avoidance of doubt, HS2 Ltd points out that no weight will be attached to whether or not the economic operator is an SME in selecting economic operators to submit tenders, participate in dialogue or negotiate or in assessing the most economically advantageous tender. HS2 Ltd reserves the right to discontinue the tendering process at any time and not award the contract. All participants must complete an Invitation to Tender (ITT) which covers Economic and Financial capacity and Technical capacity.

Potential suppliers should note that, in accordance with the Government’s policies on transparency, HS2 Ltd intends to publish the Invitation to Tender (ITT) document, and the text of any Contract awarded, subject to possible redactions at the discretion of HS2 Ltd. Further information can be found at

Equality Diversity and Inclusion (EDI) is extremely important to HS2 Ltd and we are conscious of the industry challenges. Suppliers will be required to submit examples of reaching out to traditionally under represented sectors of society, such as women, Black, Asian and Minority Ethnic (BAME) candidates and those requiring innovative and flexible ways of working. ED&I policies and practices are to be presented within the tender to demonstrate the suppliers capability to meet HS2 required standards.
How to Register on HS2 e-tendering portal — Bravo:
All potential suppliers must obtain details of the Invitation to Tender (ITT_568) and submit their tender through the HS2 eSourcing portal. All potential suppliers are required to express an interest by registering on the HS2 eSourcing portal ( Registering is only required once. Registering: Potential supplier should browse to the HS2 eSourcing portal and complete the following: a) Click the ‘click here to register’ link. b) Accept the terms and conditions and click ‘continue’. c) Enter your business and user details. d) Note the username you use and click ‘save’ when complete. e) You will then receive an e-mail with your unique password. Access to the ITT: a) Login to the HS2 eSourcing portal with your unique username and password. b) Click on the ‘ITTs open to all suppliers’ link. c) Click on the relevant titled ITT item. d) Click the ‘express interest’ button in the ‘actions’ box on the left hand side of the page (this will move the ITT pack into the applicants ‘my ITT’ box). This is a secure area for projects only. e) Click on the ITT code. The applicant can now access any attachments by clicking the ‘settings and buyer attachments’ in the actions box. f) Download the documents relating to the ITT. Click ‘attachments’ on the left hand side. The number in brackets refers to number of documents that need to be downloaded. Click on the bold and underlined file name. Select ‘save’ and store on your PC. Responding to the ITT: a) Instructions on completing the ITT through the eSourcing Portal are contained in the ITT documents. For further assistance contact the BravoSolution help-desk which is available Monday to Friday (8:00 to 18:00 pm) GMT on: a) email — or b) telephone +44 8003684850.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

High Speed Two (HS2) Limited
18th Floor, One Canada Square, Canary Wharf
E14 5AB London
Internet address:

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: HS2 Ltd will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by HS2 Ltd as soon as possible after the decision has been made as to the reasons why the Applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, The Utilities Contracts Regulations 2016 (2016 No 274) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order HS2 Ltd to pay a fine, and/or order that the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:



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