Record Storage and Delivery Service for Surrey County Council

Surrey County Council requires an off-site storage service for its Integrated Facilities Management portfolio and its Fully Serviced Accommodation portfolio.

United Kingdom-Kingston upon Thames: Storage and retrieval services

2014/S 093-163253

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Surrey County Council
County Hall, Penrhyn Road
For the attention of: Andrew Clarke
KT1 2DN Kingston upon Thames
UNITED KINGDOM
Telephone: +44 2085419000

Internet address(es):

General address of the contracting authority: https://in-tendhost.co.uk/sesharedservices/aspx/Home

Address of the buyer profile: http://www.surreycc.gov.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
Public order and safety
Environment
Economic and financial affairs
Health
Housing and community amenities
Social protection
Recreation, culture and religion
Education

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

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

for Information on Contracting Authorities and how to express an interest, please see Section VI.3) Additional Information

Section II: Object of the contract

II.1)Description

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

Record Storage and Delivery Service.

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

Services
Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: The County of Surrey.

NUTS code UKJ23

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with a single operator

Duration of the framework agreement

Duration in years: 4

II.1.5)Short description of the contract or purchase(s)

Surrey County Council (SCC) requires an off-site storage service for its Integrated Facilities Management (IFM) portfolio and its Fully Serviced Accommodation (FSA) portfolio. There are approximately 230 sites that may access this service during the life of the contract. The portfolios are classified into the following areas:
Administrative Buildings;
Adult Learning Centres;
Public Libraries and History Centre;
Youth Centres;
Day Centres and Residential Homes;
Surrey Fire and Rescue operational buildings and HQ.
Due to SCC’s move to more flexible ways of working and the reduction in office space it is essential that an off-site storage facility is provided to enable to free up space in current workplaces.

II.1.6)Common procurement vocabulary (CPV)

63121000, 63121100, 63120000

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:

II.2.2)Information about options

II.2.3)Information about renewals

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:

The contracting authority reserves the right to request a collateral warranty, deposits, guarantees or other forms of security.

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

Further detail on the relevant aspects of the financing and payment approach will be provided in the Invitation to Tender documents to be issued to pre-qualified bidders.

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

Any such requirements will be included in the invitation to tender.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The supplier may be required to actively participate in the achievement of social and/or environmental objectives including those relating to recruitment, training and supply chain initiatives. Accordingly contract performance conditions may relate in particular to such social and/or environmental considerations. Further details of these conditions will be set out in the contract documents where relevant.

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: In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 (as amended) and as set out in the invitation to tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006 (as amended) and as set out in the invitation to tender.
Minimum level(s) of standards possibly required: Any such requirements will be included in the invitation to tender.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 48 to 50 of Directive 2004/18/EC and Regulation 25 of the Public Contracts Regulations 2006 (as amended) and as set out in the invitation to tender.
Minimum level(s) of standards possibly required:
Any such requirements will be included in the invitation to tender.

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: yes
Additional information about electronic auction: The Contracting Authority reserves the right to use an electronic auction option during the procurement process.

IV.3)Administrative information

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

SCC – 000119

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

Prior information notice

Notice number in the OJEU: 2014/S 37-061152 of 21.2.2014

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

23.6.2014

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

until: 22.9.2014

IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

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 framework is on a call-off basis for use throughout the Councils administrative area of the South East of England as defined as;
1. Surrey County Council and the 11 districts and boroughs as named below:
— Elmbridge;
— Epsom and Ewell;
— Guildford;
— Mole Valley;
— Reigate and Banstead;
— Runnymede;
— Spelthorne;
— Surrey Heath;
— Tandridge;
— Waverley;
— Woking.
East Sussex County Council together with its districts and boroughs including Brighton and Hove;
West Sussex County Council together with its districts and boroughs;
Hampshire County Council together with its 11 districts and boroughs as named below:
— Basingstoke and Deane Borough Council;
— East Hampshire District Council;
— Eastleigh Borough Council;
— Fareham Borough Council;
— Gosport Borough Council;
— Hart District Council;
— Havant Borough Council;
— New Forest District Council;
— Portsmouth City Council (Unitary Authority);
— Rushmoor Borough Council;
— Southampton City Council (Unitary Authority);
— Test Valley Borough Council;
— Winchester City Council.
Isle of Wight Council;
Kent County Council together with its districts and boroughs;
Medway Council;
2. All maintained schools in Surrey County Council and all maintained schools for the following;
East Sussex County Council together with its districts and boroughs including Brighton and Hove;
West Sussex County Council together with its districts and boroughs;
Isle of Wight Council;
Hampshire County Council together with its 11 districts and boroughs as named below:
— Basingstoke and Deane Borough Council;
— East Hampshire District Council;
— Eastleigh Borough Council;
— Fareham Borough Council;
— Gosport Borough Council;
— Hart District Council;
— Havant Borough Council;
— New Forest District Council;
— Portsmouth City Council (Unitary Authority);
— Rushmoor Borough Council;
— Southampton City Council (Unitary Authority);
— Test Valley Borough Council;
— Winchester City Council.
Isle of Wight;
Kent County Council together with their districts and boroughs;
Medway Council;
3. Police Authorities and emergency services that may decide to call off from the framework agreement at a later date as defined as:
— Surrey Police Authority,
— Kent Police Authority,
— Metropolitan Police Authority,
— City of London Police Authority,
— Hampshire Police Authority,
— Thames Valley Police Authority.
4. All health authorities, National Health Service Trusts and Primary Care Trusts, social care organisations and any other person (s) or body established or financed under the National Health Service Act 1977 as amended and future bodies (e.g. Foundation Trusts and Clinical Commissioning Groups) associated with the delivery of healthcare within Surrey, East Sussex, West Sussex, Hampshire, Isle of Wight, Kent and Medway;
5. Higher and Further Education establishments with sites in Surrey, East Sussex, West Sussex Hampshire, Isle of Wight, Kent and Medway, as described in http://www.hefce.ac.uk/unicoll/fe and http://www.hefce.ac.uk/unicoll/he6. Voluntary and Community Organisations with a presence in Surrey, East Sussex, West Sussex, Hampshire, Isle of Wight, Kent and Medway –

http://www.charitycommission.gov.uk/Showcharity/RegisterOfCharities/AdvancedSearch.aspx

7. Fire and Rescue Authorities within the areas of Surrey, East Sussex, West Sussex, Hampshire, Isle of Wight, Kent, Medway and the London Fire Brigade.
8. This list is intended to list major organisations. This list is not exhaustive or definitive for the duration of the contract. Other, smaller, organisations may also use the services where such organisations use services for the delivery of public services in Surrey, Berkshire, West Sussex, Hampshire, Isle of Wight, Kent and Medway.
9. Surrey County Council intends to conclude a framework agreement that will entitle the potential use of the above list to award a specific contract (‘call-off contract’) from time to time based on the framework agreement. Surrey County Council and these bodies listed will be entitled to award any call-off contracts under the framework agreement.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

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

VI.5)Date of dispatch of this notice:

13.5.2014