Record Management Storage and Retrieval System Tender

Hertfordshire County Council are currently out to procurement for the provision of A Record Management Storage and Retrieval System.

United Kingdom-Hertford: Archiving services

2016/S 116-206838

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Hertfordshire County Council
Pegs Lane
Contact point(s): Strategic Procurement Group
For the attention of: Chris Notley
SG13 8DE Hertford
United Kingdom
Telephone: +44 01707292464
E-mail: chris.notley@hertfordshire.gov.uk

Internet address(es):

General address of the contracting authority: www.hertsdirect.org

Address of the buyer profile: www.supplyhertfordshire.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

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

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

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

HCC — 06/16 The Provision of a Record Management Storage and Retrieval System.

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

Services
Service category No 27: Other services
NUTS code

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)

Hertfordshire County Council are currently out to procurement for the provision of A Record Management Storage and Retrieval System.
This procurement is an Open (1 stage process). Suppliers wishing to take part in this project are invited to ‘express interest’ which will give access to the full procurement documents in the e-tendering system.
To be considered as a Bidder you must complete and submit a Bid by the deadline of 12:00 Noon on Thursday, 14.7.2016.
Any questions relating to this procurement must be made via correspondence on the website, in accordance with the procurement documents and can be addressed to the main contact as shown in the details above.
Please allow sufficient time to make your return as late returns will not be permitted by the system.
Hertfordshire County Council are looking for a contractor to provide:
1. Storage for physical records;
2. Retrieval of the above records;
3. Secure destruction of the records when required;
4. Collection of Confidential waste for destruction from various sites within Hertfordshire on request.

II.1.6)Common procurement vocabulary (CPV)

79995100

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: no

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The estimated total value of the Contract is between 1 000 000 and 1 200 000 GBP and is for the core Contract period and also includes the approximate value for extensions. For the avoidance of doubt, the estimated annual Contract value will be approximately between 142 857 and 171 429 GBP.
The Contract will be awarded for a core period of 5 years, with the option to extend the Contract up to 2 further years. Please note that the Contract requirements will be subject to available financial resources, supplier performance and flexibility to meet changing demands.
Estimated value excluding VAT:
Range: between 1 000 000 and 1 200 000 GBP

II.2.2)Information about options

II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Starting 12.8.2016. Completion 11.8.2021

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 procurement documents.

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

Please refer to the procurement documents.

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 procurement documents.

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

III.2.3)Technical capacity

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

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

An electronic auction will be used: no

IV.3)Administrative information

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

HCC1508224

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

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

Payable documents: no

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

14.7.2016 – 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

IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

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

Please Note — Hertfordshire County Council has worked closely with its Districts and Partners to create a joint procurement portal called Supply Hertfordshire. This portal provides an eTendering system which is run by In-Tend.

To access this procurement opportunity please visit www.supplyhertfordshire.uk and follow the on-screen guidance.

This is a 1 stage procurement process. Therefore, if you wish to be considered as a tenderer you must complete and submit a tender by the Closing date and time. Tenders cannot be uploaded after the closing date/time.
Any clarifications regarding this opportunity must be raised through Correspondence area in the eTendering system.

If you are experiencing problems In-Tend offer a help section which includes a dedicated UK Support Desk which can be contacted via email support@in-tend.com or telephone +44 (0)114 407 0065 for any website / technical questions. Monday to Friday 8:30 — 17:30.

The Council reserves the right at any time to cease the procurement process and not award a contract or to award only part of the opportunity described in this notice. If the Council takes up this right then they will not be responsible for, or pay the expenses or losses, which may be incurred by any tenderer as a result.
The Council undertakes to hold confidential any information provided in the proposal submitted, subject to the Council’s obligations under the law, including the Freedom of Information Act 2000. If the applicant considers that any of the information submitted in the proposal should not be disclosed because of its sensitivity then this should be stated with the reason for considering it sensitive. The Council will then endeavour to consult with the applicant about such sensitive information when considering any request received under the Freedom of Information Act 2000 before replying to such a request.
The Council reserves the right to carry out additional financial checks on all companies tendering for this Contract at any time during the procurement process, to ensure that they continue to meet the Council’s requirements and remain financially viable to perform the Contract.
Tenderers should be aware that due to the nature of the Services provided, any Contract formed as a result of this procurement process shall be executed as a deed and attested under the common seal of the Council. Tenderers should seek independent legal advice on the implications of this prior to submitting their Tender, where appropriate.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

See VI.4.2)

Body responsible for mediation procedures

See VI.4.2)

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum 10 calendar day (when using electronic means) standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to challenge the decision to award a contract before a contract is executed/signed (as appropriate). The Public Contracts Regulations 2015 (‘Regulations’) provide for aggrieved parties who have been harmed or at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly and within the time limits as defined in the above regulations. Where a contract has not been entered into the court may order the setting aside of the award decision or order the contracting authority to amend any document and may award damages. If the contract has been entered into the court has the options to award damages and/or to shorten or order the contract ineffective.

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

See VI.4.2)

VI.5)Date of dispatch of this notice:

14.6.2016

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