Off-site Records Management Doncaster

Provide Off-site Records Management Doncaster Council

Tenders are invited to supply and maintain a secure, flexible and value-for-money service for records management, storage of the paper records of the Council.

United Kingdom-Doncaster: Records management

2015/S 114-206928

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Doncaster Borough Council
Civic Office, Floor 3, Waterdale
For the attention of: Shaun Ferron
DN1 3BU Doncaster
UNITED KINGDOM
Telephone: +44 1302862405
E-mail: shaun.ferron@doncaster.gov.uk

Internet address(es):

General address of the contracting authority: www.doncaster.gov.uk

Address of the buyer profile: http://www.yortender.co.uk

Electronic access to information: http://www.yortender.co.uk

Electronic submission of tenders and requests to participate: http://www.yortender.co.uk

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 authority

I.3)Main activity

General public services
Health
Other: local authority services

I.4)Contract award on behalf of other contracting authorities

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

St Leger Homes of Doncaster Ltd
St Leger Court, White Rose Way
DN4 5ND Doncaster
UNITED KINGDOM

Doncaster Children’s Services Trust Ltd
The Blue Building, 38-40 High Street
DN1 1DE Doncaster
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

The Provision of off-site Records Management.

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: Borough of Doncaster.

NUTS code UKE31

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)

Tenders are invited to supply and maintain a secure, flexible and value-for-money service for records management, storage of the paper records of the Council. The council must adhere to:
— The Data Protection Act 1998;
— The Freedom of Information Act 2000;
— And manage its records as advised by the information commissioner’s office.
The council’s records are split across different locations and this tender seeks to improve access and security. The council is also rationalising its property assets and may require additional document storage within the life of this contract. As well as consolidate and reduce the cost of storage, retrieval, management and disposal.
It also seeks to include the use of technology where legally allowed reducing the need for physical delivery and return wherever possible.
There are currently approximately 24 000 boxes of documents that require transfer from their current premises and integration into a new solution. Although approximately 2 000 boxes require immediate destruction. Therefore the contract should allow flexibility to reduce and increase that number.
There will be varying protective marking. It is expected to be a 5 year fixed price contract with an option to extend the contract by up to 3 x 12 month periods at the sole discretion of the council. During the contract term the Council may wish to vary the Contract in accordance with the Agreement. In such circumstances the Council will negotiate this with the successful organisation.

II.1.6)Common procurement vocabulary (CPV)

79996100, 48311100, 72512000, 79995100, 92512000, 92512100, 63120000, 63121000, 63121100, 48613000, 79999100

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: yes

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The council’s records are split across 3 different locations, there are currently approximately 24 000 boxes of documents that require transfer from their current premises and integration into a new solution. Some of these require urgent mold treatment prior to ingestion into a new location. The contract should allow flexibility to reduce and increase that number on behalf of the authority. It should be noted that the Council believes that TUPE may apply to this contract. Organisations are strongly advised to take independent professional advice on the possible application of EC Directive 77/187 (regarding the safeguarding of employee’s rights in the event of transfers of undertakings, business or parts of business) (‘the Directives’) and TUPE to any contract which might result from any tender submitted by them. The term ‘TUPE’ throughout the contract documents also incorporates ‘the Directives’. Organisations should also take such advice into account in any tender which they submit. It should be noted that the Council does not provide a warranty to the accuracy of the information provided in regards to TUPE.

II.2.2)Information about options

Options: yes
Description of these options: The contract will have the option to be extended for a further 3 x 12 month periods at the sole discretion of the Council following expiry of the initial period.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)

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:

Please refer to the Invitation to Tender (‘ITT’) Document.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Please refer to the Invitation to Tender (‘ITT’) Document.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Please refer to the Invitation to Tender (‘ITT’) Document.

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: Please refer to the Invitation to Tender (‘ITT’) Document.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please refer to the Invitation to Tender (‘ITT’) Document.
Minimum level(s) of standards possibly required: Please refer to the Invitation to Tender (‘ITT’) Document.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please refer to the Invitation to Tender (‘ITT’) Document.
Minimum level(s) of standards possibly required:
Please refer to the Invitation to Tender (‘ITT’) Document.

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

IV.3)Administrative information

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

9X4C-9QPKW3

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

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 20.7.2015 – 12:00
Payable documents: no

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

20.7.2015 – 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

Duration in months: 3 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 20.7.2015 – 12:30

Place:

Electronically, via web-based port.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Authorised officers of the Council only.

Section VI: Complementary information

VI.1)Information about recurrence

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

The tender documents are available from the YORtender website www.yortender.co.uk with reference 9X4C-9QPKW3. For support with registration on the YORtender website or if you are having difficulties accessing the documents through YORtender, please contact the YORtender helpdesk on +44 0844 5434580 or email yorkshiresupport@due-north.com

It is expected to be a five year fixed price contract with an option to extend the contract by up to 3 x 12 month periods at the sole discretion of the council. During the contract term
the Council may wish to vary the Contract in accordance with the Agreement. In such circumstances the Council will negotiate this with the successful organisation.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Doncaster Council
Corporate Procurement Team Civic Office Waterdale
DN1 3BU Doncaster
UNITED KINGDOM
E-mail: corporateprocurementteam@doncaster.gov.uk
Telephone: +44 1302736906

Body responsible for mediation procedures

Doncaster Council
Corporate Procurement Team Civic Office Waterdale
DN1 3BU Doncaster
UNITED KINGDOM
E-mail: corporateprocurementteam@doncaster.gov.uk
Telephone: +44 1302736906

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Council will incorporate a minimum 10 calendar day standstill period at the point when information on the award of the contract is communicated to tenderers. If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2015 (SI 2015/102) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).

VI.4.3)Service from which information about the lodging of appeals may be obtained

Doncaster Council
Corporate Procurement Team Civic Office Waterdale
DN1 3BU Doncaster
UNITED KINGDOM
E-mail: corporateprocurementteam@doncaster.gov.uk
Telephone: +44 1302736906

VI.5)Date of dispatch of this notice:

11.6.2015