Record Management Storage and Retrieval System Tender

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)

Regional or local authority

General public services

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

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

Services
Service category No 27: Other services
NUTS code

The notice involves a public contract

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.

79995100

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

This contract is divided into lots: no

Variants will be accepted: no

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

Starting 12.8.2016. Completion 11.8.2021

Please refer to the procurement documents.

Please refer to the procurement documents.

Please refer to the procurement documents.

Execution of the service is reserved to a particular profession: no

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

Open

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

An electronic auction will be used: no

HCC1508224

no

Payable documents: no

14.7.2016 – 12:00

English.

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

The contract is related to a project and/or programme financed by European Union funds: no

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.

See VI.4.2)

Body responsible for mediation procedures

See VI.4.2)

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.

See VI.4.2)

14.6.2016