Records Information Management and Digital Solutions Services for UK Government and Public Sector

Records Information Management and Digital Solutions Services for UK Government and Public Sector

Crown Commercial Service as the authority intends to put in place a Pan Government Collaborative Framework Contract for the provision of records information management, digital solutions and associated services to be utilised by central government departments and all other UK public sector bodies. 5 main Lots.

United Kingdom-Liverpool: Storage and warehousing services

2020/S 232-573912

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: The Minister for the Cabinet Office acting through Crown Commercial Service
Postal address: 9th Floor, The Capital, Old Hall Street
Town: Liverpool
NUTS code: UK UNITED KINGDOM
Postal code: L3 9PP
Country: United Kingdom
E-mail: supplier@crowncommercial.gov.uk
Telephone: +44 3150103503
Internet address(es):
Main address: https://www.gov.uk/ccs

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

Access to the procurement documents is restricted. Further information can be obtained at: https://crowncommercialservice.bravosolution.co.uk/
Additional information can be obtained from another address:
Official name: itt_4675 RM6175 – Records Information Management, Digital Solutions and Associated Services — NDA Submissions
Town: Liverpool
NUTS code: UK UNITED KINGDOM
Country: United Kingdom
E-mail: supplier@crowncommercial.gov.uk
Internet address(es):
Main address: https://www.gov.uk/ccs
Tenders or requests to participate must be submitted electronically via: https://crowncommercialservice.bravosolution.co.uk/
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Records Information Management, Digital Solutions and Associated Services

 

Reference number: RM6175

II.1.2)Main CPV code

63120000 Storage and warehousing services

II.1.3)Type of contract

Services

II.1.4)Short description:

 

Crown Commercial Service (CCS) as the authority intends to put in place a Pan Government Collaborative Framework Contract for the provision of records information management, digital solutions and associated services to be utilised by central government departments and all other UK public sector bodies, including local authorities, health, police, fire and rescue, education and devolved administrations. The framework shall include digital workflow and cloud based hosting services, storage, scanning, shredding, technical resources, clinic preparation and management of NHS patient records and specialist services e.g. appraisal and selection and sensitivity review. The full Specification for each lot is detailed in Annexes A-E. Suppliers will be required to provide all of the mandatory services stated within the lot they are bidding for.

Bidders are required to sign Attachment 9 — non-disclosure agreement before being able to view the full document suite.

 

II.1.5)Estimated total value

Value excluding VAT: 300 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:

N/a

 

II.2)Description

II.2.1)Title:

Records Information Management Services

 

Lot No: 1

II.2.2)Additional CPV code(s)

48311100 Document management system
63121000 Storage and retrieval services
63121100 Storage services
64216200 Electronic information services
72312000 Data entry services
72312100 Data preparation services
72312200 Optical character recognition services
72313000 Data capture services
72512000 Document management services
79131000 Documentation services
79212000 Auditing services
79212200 Internal audit services
79311000 Survey services
79311200 Survey conduction services
79410000 Business and management consultancy services
79995100 Archiving services
79995200 Cataloguing services
79996100 Records management
79999100 Scanning services
92512000 Archive services
92512100 Archive destruction services

II.2.3)Place of performance

NUTS code: UK UNITED KINGDOM

II.2.4)Description of the procurement:

 

Lot 1 is for the provision of records information management services, which include the following service lines:

SL1: On site storage of active physical records,

SL2: On site storage of inactive physical records,

SL3: On/off site combination physical records,

SL4: On/off site shredding destruction and disposal,

SL5: Scanning services,

SL6: Data Entry services.

Crown Commercial Service wish to bring to your attention that it is expected that to participate in this lot 1 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement.

Cyber Essentials Basic

ISO27001 Information Security Standard,

ISO27002 Information Security code of Practice,

ISO9001 Quality Management Systems,

ISO14001 Environmental Management,

BS 4971:2017 Guide for the storage and exhibition of archival materials,

BS EN 15713 Secure destruction of confidential material,

BS 7858 Security screening,

BS10008 Electronic information management,

BIP 0008 Code of practice for legally admissibility and evidential weighting.

 

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 0
Price – Weighting: 100

II.2.6)Estimated value

Value excluding VAT: 60 000 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.13)Information about European Union funds

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

II.2.14)Additional information

For lot 1, bidders who have met the minimum quality threshold applicable to each of the following questions, AQB1, AQB2 and AQC1 will be invited to participate in the eAuction. At eAuction the Bidders who are ranked 1-5 will be awarded a framework contract (subject to due diligence).

 

II.2)Description

II.2.1)Title:

Digital Workflow and Cloud-Based Hosting Solutions

 

Lot No: 2

II.2.2)Additional CPV code(s)

48311100 Document management system
63121000 Storage and retrieval services
63121100 Storage services
64216200 Electronic information services
72312000 Data entry services
72312100 Data preparation services
72312200 Optical character recognition services
72313000 Data capture services
72512000 Document management services
79131000 Documentation services
79212000 Auditing services
79212200 Internal audit services
79311000 Survey services
79311200 Survey conduction services
79410000 Business and management consultancy services
79995100 Archiving services
79995200 Cataloguing services
79996100 Records management
79999100 Scanning services
92512000 Archive services

II.2.3)Place of performance

NUTS code: UK UNITED KINGDOM

II.2.4)Description of the procurement:

 

Lot 2 is for the provision of digital workflow and cloud based hosting solutions, which include the following services lines:

SL1: Digital workflow solutions (for example but not limited to document/content/records/workflow management, hybrid mail and data entry services),

SL2: Cloud based hosting solution,

SL3: Bulk scanning services (including file preparation),

SL4: Third party interim technical resources (e.g. technical/security architects).

Crown Commercial Service wish to bring to your attention that it is expected that to participate in this lot 2 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement.

Cyber Essentials Basic

Iso 27001 Information Security Management System,

ISO27002 Information security management,

ISO9001 Quality management system,

ISO14001 Environmental management,

BS EN 15713 Secure destruction of confidential material,

BS 7858 Security screening,

BS 10008 electronic information management,

BIP 0008 code of practice for legal admissibility and evidential weight of information stored electronically.

Suppliers will be required to follow and demonstrate compliance with relevant NCSC Guidance.

 

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 70
Price – Weighting: 30

II.2.6)Estimated value

Value excluding VAT: 80 000 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.13)Information about European Union funds

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

II.2.14)Additional information

A framework contract will be awarded to 8 bidders for this lot.

 

II.2)Description

II.2.1)Title:

Full Management of National Health Service (NHS) Patient Records (Off-site)

 

Lot No: 3

II.2.2)Additional CPV code(s)

48311100 Document management system
63120000 Storage and warehousing services
63121000 Storage and retrieval services
63121100 Storage services
64216200 Electronic information services
72312000 Data entry services
72312100 Data preparation services
72312200 Optical character recognition services
72313000 Data capture services
72512000 Document management services
79131000 Documentation services
79212000 Auditing services
79212200 Internal audit services
79311000 Survey services
79311200 Survey conduction services
79410000 Business and management consultancy services
79995100 Archiving services
79995200 Cataloguing services
79996100 Records management
79999100 Scanning services
92512000 Archive services

II.2.3)Place of performance

NUTS code: UK UNITED KINGDOM

II.2.4)Description of the procurement:

 

Lot 3 is for the provision of full management of National Health Service (NHS) Patient Records (Off-site), which includes the following services lines:

SL1) Clinic preparation and management of NHS patient records,

SL2) digitisation (scanning) of patient records,

SL3) Off-site storage of patient records,

SL4) Third party interim resources.

Additional services: on site managed service; and shredding, destruction and disposal services

Crown Commercial Service wish to bring to your attention that it is expected that to participate in this lot 3 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement.

Cyber Essentials Basic

ISO27001 Information Security Standard,

ISO27002 Information Security Code of Practice,

ISO9001 Quality Management System,

ISO9001 Quality Management System,

ISO14001 Environmental Management,

BS 4971:2017 Guide for the storage and exhibition of archival materials,

BS EN 15713 Secure Destruction of Confidential Material,

BS 7858 Security screening,

BS10008 Electronic information management,

BIP 0008 Code of practice for legal admissibility and evidential weight of information stored electronically.

 

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 50
Price – Weighting: 50

II.2.6)Estimated value

Value excluding VAT: 80 000 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.13)Information about European Union funds

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

II.2.14)Additional information

A framework contract will be awarded to 5 bidders.

 

II.2)Description

II.2.1)Title:

Specialist Records Management Services (On and/or Off Site)

 

Lot No: 4

II.2.2)Additional CPV code(s)

48311100 Document management system
63121000 Storage and retrieval services
63121100 Storage services
64216200 Electronic information services
72312000 Data entry services
72312100 Data preparation services
72312200 Optical character recognition services
72313000 Data capture services
72512000 Document management services
79131000 Documentation services
79212000 Auditing services
79212200 Internal audit services
79311000 Survey services
79311200 Survey conduction services
79410000 Business and management consultancy services
79995100 Archiving services
79995200 Cataloguing services
79996100 Records management
79999100 Scanning services
92512000 Archive services
92512100 Archive destruction services

II.2.3)Place of performance

NUTS code: UK UNITED KINGDOM

II.2.4)Description of the procurement:

 

Lot 4 is for the provision of specialist records management services (On and/or Off Site), which includes the following services lines:

SL1: Listing,

SL2: Cataloguing,

SL3: Appraisal and Selection,

SL4: Sensitivity Review (Triage and/or Fully Managed) Service,

SL5: Record Preparation Service.

Crown Commercial Service wish to bring to your attention that it is expected that to participate in this lot 4 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement.

Cyber Essentials Basic

ISO27001 – Information Security Standard,

BS 7858 – Security Screening.

 

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 50
Price – Weighting: 50

II.2.6)Estimated value

Value excluding VAT: 20 000 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.13)Information about European Union funds

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

II.2.14)Additional information

A framework contract will be awarded to 5 bidders.

 

II.2)Description

II.2.1)Title:

Combined Digital Workflow, Cloud-Based Hosting and Records Information Management Services

 

Lot No: 5

II.2.2)Additional CPV code(s)

48311100 Document management system
63121000 Storage and retrieval services
63121100 Storage services
64216200 Electronic information services
72312000 Data entry services
72312100 Data preparation services
72312200 Optical character recognition services
79212000 Auditing services
79212200 Internal audit services
79311000 Survey services
79311200 Survey conduction services
79410000 Business and management consultancy services
79995100 Archiving services
79995200 Cataloguing services
79996100 Records management
79999100 Scanning services
92512000 Archive services

II.2.3)Place of performance

NUTS code: UK UNITED KINGDOM

II.2.4)Description of the procurement:

 

Lot 5 is for the provision of combined digital workflow, cloud based hosting and records information management services, which includes the following services lines:

SL1: On site storage of active physical records,

SL2: On site storage of inactive physical records,

SL3: On/off site combination physical records,

SL4: On/off site shredding destruction and disposal,

SL5: Scanning services,

SL6: Data entry services,

SL7: Digital workflow solutions,

SL8: Cloud-based hosting solution,

SL9: Bulk scanning services (including file preparation),

SL10: Interim technical resources.

Crown Commercial Service wish to bring to your attention that it is expected that to participate in this lot 5 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement.

Cyber Essentials Basic

ISO27001 Information Security Standard,

ISO27002 Information Security Code of Practice,

ISO9001 Quality Management Systems,

ISO14001 Environmental Management,

BS EN 15713 Secure destruction of confidential material,

BS 7858 Security screening,

BS10008 Electronic information management,

BIP 0008 Code of practice for legal admissibility and evidential weight of information stored electronically,

BS 4971:2017 Guide for the storage and exhibition of archival materials.

Suppliers will be required to follow and demonstrate compliance with relevant NCSC Guidance.

 

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 70
Price – Weighting: 30

II.2.6)Estimated value

Value excluding VAT: 60 000 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.13)Information about European Union funds

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

II.2.14)Additional information

A framework contract will be awarded to 5 bidders.

 

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

Candidates will be assessed in accordance with Section 5 of the 2015 Public Contract Regulations (implementing the directive) on the basis of information provided in response to an invitation to tender (ITT) registering for access.

 

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with several operators

IV.1.6)Information about electronic auction

An electronic auction will be used
Additional information about electronic auction:

An electronic auction will be used for lot 1.

 

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2020/S 182-440794

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 06/01/2021
Local time: 15:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 5 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 06/01/2021
Local time: 15:01

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.3)Additional information:

 

As part of this contract notice the following documents can be accessed at:

https://www.contractsfinder.service.gov.uk/Notice/1fd6b20d-c917-4ecb-a226-7b489c8b87a5

1) Contract notice transparency information for the agreement;

2) Contract notice authorised customer list;

3) Rights reserved for CCS framework.

On 2 April 2014 Government introduced its Government Security Classifications (GSC) scheme which replaced Government Protective Marking Scheme (GPMS). A key aspect is the reduction in the number of security classifications used. All bidders should make themselves aware of the changes as it may impact this requirement. This link provides information on the GSC at: https://www.gov.uk/government/publications/government-security-classifications

Cyber Essentials is a mandatory requirement for Central Government contracts which involve handling personal information or provide certain ICT products/services. Government is taking steps to reduce the levels of cyber security risk in its supply chain through the Cyber Essentials scheme. The scheme defines a set of controls which, when implemented, will provide organisations with basic protection from the most prevalent forms of threat coming from the internet. To participate in this procurement, bidders must be able to demonstrate they comply with the technical requirements prescribed by Cyber Essentials, for services under and in connection with this procurement.

Please note:

All certificates issued prior to 1 April 2020 or before 30 June 2020 on the existing scheme are valid until 30 June 2021. This includes those issued by Accreditation Bodies other than IASME.

On 30 June 2021, any certificate issued under the old scheme will expire.

Refer to https://www.ncsc.gov.uk/information/cyber-essentials-faqs for more information.

CCS reserve the right to award a framework to any bidder whose final score is within 1 % of the last position for lots 2 to 5.

CCS considers the Transfer of Undertakings (Protection of Employment) Regulations 2006 will not apply at framework level. We encourage bidders to take their own advice on whether TUPE is likely to apply, in particular circumstances of the call-off contract and carry out due diligence accordingly.

Some purchases under this framework Agreement may have requirements that can be met under this framework agreement but the purchase of which may be exempt from the Procurement Regulations (as defined in Attachment 1 – About the framework within the invitation to tender documentation). In such cases, Call-offs from this Framework will be unregulated purchases for

The purposes of the Procurement Regulations, and the buyers may, at their discretion, modify the terms of the Framework and any Call-off Contracts to reflect that buyer’s specific needs.

Registering for access:

This procurement will be managed electronically via the eSourcing suite. This will be the route for sharing all information and communicating with bidders. If you have recently registered on the eSourcing suite for another CCS procurement you can use the same account for this new procurement. If not, you will first need to register your organisation on the portal.

Use the following link for information on how register and use the eSourcing tool: https://www.gov.uk/government/publications/esourcing-tool-guidance-for-suppliers

For assistance please contact the eSourcing Help desk operated by email at help@eSourcingsolution.co.uk or call 0800 069 8630.

 

VI.4)Procedures for review

VI.4.1)Review body

Official name: The Minister for the Cabinet Office acting through Crown Commercial Service
Postal address: 9th Floor, The Capital, Old Hall Street
Town: Liverpool
Postal code: L3 9PP
Country: United Kingdom
E-mail: supplier@crowncommercial.gov.uk
Telephone: +44 3450103503
Internet address: https://www.crowncommercial.gov.uk/

VI.5)Date of dispatch of this notice:

23/11/2020