Record Digitisation, Storage and Disposal – National Procurement Service

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Digitisation, Storage & Disposal of Records and; Secure ICT Asset Disposal, Recycling and Reuse.

2.2

Description of the goods or services required

The National Procurement Service has established a Dynamic Purchasing System (DPS) for use by the Public Sector in Wales advertised through OJEU ref: 2016/s 195-351327. The DPS provides Services in the following two lots:

Lot 1: Digitisation, Storage and Disposal of Records

Lot 2: Recycling, Reuse and Disposal of ICT Assets

Entry to the DPS will be restricted to those organisations who meet the requirements of Article 20(1)(a) of the 2015 Public Contracts Regulations.

Over 73 public sector organisations in Wales have committed to the NPS including all Local Authorities, NHS Bodies, Welsh Government and Welsh Government Sponsored bodies, the Police and Fire services and Higher and Further Education. Further organisations that may use NPS frameworks include other Welsh Public Sector bodies, Welsh based Charities, MOD, ONS, BBC and DVLA. Further information on NPS can be accessed from the following link: http://npswales.gov.uk/

This notice is to facilitate new applications to the DPS.

NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at http://www.sell2wales.gov.wales/search/search_switch.aspx?ID=63588

2.3

Notice Coding and Classification

a) Commodity Codes

b) Delivery Location/Area

2.4

Total quantity or scope of tender

The DPS will provide services in the following two lots and service areas:

Lot 1: Digitisation, Storage and Disposal of Records

The Supplier will be required to digitise, store and dispose of records. The Supplier must be able to provide a range of services via this arrangement, to include:

– Digitisation of physical records;

– Secure storage of physical records;

– Disposal of records – either to be archived as per the Customers’ instructions, or to be physically destroyed;

– Secure transport of physical records;

– Secure transfer of digital records.

To enter onto and remain a Supplier on the Dynamic Purchasing System, Suppliers will be required to work to or hold specific standards identified as “CORE” in the specification which can be found in the tender documents. At call-off Customers may specify additional or alternative requirements, examples of which are identified as “Non-Core”.

Lot 2: Recycling, Reuse and Disposal of ICT Assets

The Supplier will be required to collect various items of ICT related electrical equipment and ensure the sanitisation and/or disposal of the equipment in accordance with relevant European directives or any other legislation applicable to these requirements. The Supplier must be able to provide a range of services via this framework, to include:

– Secure sanitisation and destruction of equipment;

– Secure sanitisation and redeployment of equipment back to the client. This service may include the option of reimaging;

– Secure sanitisation and donation or resale.

To enter onto and remain a Supplier on the Dynamic Purchasing System, Suppliers will be required to work to or hold specific standards identified as “CORE” in the specification which can be found in the tender documents. At call-off Customers may specify additional or alternative requirements, examples of which are identified as “Non-Core”.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Entry to the DPS will be restricted to those organisations who meet the requirements of Article 20(1)(a) of the 2015 Public Contracts Regulations.

Candidates must be able to demonstrate how they meet the minimum eligibility requirements of the Public Contracts Regulations 2015 for Reserved Contracts Regulation 20 (1) (a) where Contracting authorities may reserve the right to participate in public procurement procedures to sheltered workshops and economic operators whose main aim is the social and professional integration of disabled or disadvantaged persons… provided that at least 30% of the employees of those workshops, economic operators or programmes are disabled or disadvantaged. Relevant definitions are provided in paragraph 4.5 of Section 1 “Instructions to Candidates”.

4 Administrative Information

4.1

Type of Procedure

Single stage – Any candidate may submit a tender.

4.2

Reference number attributed to the notice by the contracting authority

NPS – ICT – 0054-16

4.3

Time Limits

Time-limit for receipt of completed tenders
15-01-2021  Time  17:00

Estimated award date
25-01-2021

4.5

Language or languages in which tenders or requests to participate can be drawn up

ENand or Welsh

4.6

Tender Submission Postbox

4.7

Reserved contracts

Yes
The contract is restricted to sheltered workshops
The execution of the contract is restricted to the framework of sheltered employment programmes

5 Other Information

5.1

Additional Information

HOW TO FIND THE PQQ:

– Once logged in you must click on ‘PQQs Open to all Suppliers’.

– The etender references for this Dynamic Purchasing System (DPS) are:

– Project_33119

– Reference for applications onto the established DPS: pqq_32290

– Click on the title to access summary details of the PQQ. If you are still interested in submitting a tender, click the ‘Express an Interest button’. This will move the PQQfrom the ‘Open to all Suppliers’ area to the ‘My PQQ’s’ on the home page.

– You will then see the full details of the PQQ in the qualification and technical envelopes along with any relevant documents in the ‘Attachments’ area.

If you have any queries regarding the requirements please message using the e-tenderwales message portal.

If you are seeking help on using the etenderwales system please email the bravo solutions helpdesk athelp@bravosolution.co.uk or +44 8003684852

If you require the documentation in an alternative format, please use the ‘Messages’ area to contact the buyer directly, who will be able to provide a more suitable format. For example, Braille, Large Print, Word Document or Audio format.

The Welsh Ministers (NPS) will not be liable for any bidder costs arising from this application process or any non-commencement of the DPS or non-commencement of any call-off procedures..

NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at http://www.sell2wales.gov.wales/search/search_switch.aspx?ID=63528

(WA Ref:63588)

The buyer considers that this contract is suitable for consortia bidding.

5.2

Additional Documentation

5.3

Publication date of this notice

02-03-2017