Scanning and Archiving Service for Welsh Blood Service

The Welsh Blood service requires a new system and service where paper records can be held in secure digital format, and be readily accessible by authorised members of staff accessible by authorised members of staff.

United Kingdom-Cardiff: Scanning services

2020/S 227-560583

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust)
Postal address: 4-5 Charnwood Court, Heol Billingsley, Parc Nantgarw
Town: Cardiff
NUTS code: UK UNITED KINGDOM
Postal code: CF15 7QZ
Country: United Kingdom
Contact person: Paul.Thomas4@wales.nhs.uk
E-mail: Paul.Thomas4@wales.nhs.uk
Telephone: +44 1443848585
Internet address(es):
Main address: http://nwssp.nhs.wales/ourservices/procurement-services/
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0221

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://etenderwales.bravosolution.co.uk

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: https://etenderwales.bravosolution.co.uk

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Health

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Provision of a Scanning and Archiving Service for Welsh Blood Service

Reference number: WBS-OJEU-45088

II.1.2)Main CPV code

79999100 Scanning services

II.1.3)Type of contract

Services

II.1.4)Short description:

The contractor is expected to collect, scan and digitise, store and destroy blood donor records after authorisation. An approximation of 600 000 sheets per annum.

The WBS also requires that its existing digital records currently held on approximately 1 800 Compact Discs (TIFF Files) are migrated onto the new system.

II.1.5)Estimated total value

Value excluding VAT: 176 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2)Description

II.2.3)Place of performance

NUTS code: UKL15 Central Valleys

Main site or place of performance:

Welsh Blood Service Headquarters, Ely Valley Road, Llantrisant, CF72 9WB.

II.2.4)Description of the procurement:

The contractor is expected to collect, scan and digitise, store and destroy blood donor records after authorisation. An approximation of 600 000 sheets per annum.

The WBS also requires that its existing digital records currently held on approximately 1 800 Compact Discs (TIFF Files) are migrated onto are migrated onto the new system.

II.2.5)Award criteria

Criteria below

Quality criterion – Name: Physical storage / Weighting: 4

Quality criterion – Name: Record disposal and destruction / Weighting: 8

Quality criterion – Name: retreival and deliveries / Weighting: 10

Quality criterion – Name: Electronic document and records management system / Weighting: 20

Quality criterion – Name: Implementation plan / Weighting: 10

Quality criterion – Name: Transition / Weighting: 8

Price – Weighting: 40

II.2.6)Estimated value

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

Duration in months: 24

This contract is subject to renewal: yes

Description of renewals:

Option to extend + 12 + 12 months (24 months in total).

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

Tender documents are available on Bravo eTender Wales https://etenderwales.bravosolution.co.uk

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

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

III.2)Conditions related to the contract

III.2.2)Contract performance conditions:

Please see tender documentation.

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

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

Date: 16/12/2020

Local time: 12:00

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

Tender must be valid until: 30/03/2021

IV.2.7)Conditions for opening of tenders

Date: 05/01/2021

Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes

Estimated timing for further notices to be published:

2024.

VI.2)Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.3)Additional information:

Note: the authority is using eTenderWales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=105767

(WA Ref:105767)

VI.4)Procedures for review

VI.4.1)Review body

Official name: High Court
Postal address: Royal Courts of Justice, the Strand
Town: London
Postal code: WC2A 2LL
Country: United Kingdom
Telephone: +44 2079477501

VI.5)Date of dispatch of this notice:

16/11/2020