Scanning Tender Dudley MBC

Scanning Tender Dudley MBC

DUD – the provision of a data capture (paper documents) service..

UK-Dudley: data capture services

2012/S 82-134990

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Dudley MBC
Council House, Priory Road
Contact point(s): Procurement Services
For the attention of: Mr. R. Walden
DY1 1HF Dudley
Telephone: +44 1384814829
Fax: +44 1384814831

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

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

DUD – the provision of a data capture (paper documents) service.
II.1.2)Type of contract and location of works, place of delivery or of performance

Main site or location of works, place of delivery or of performance: Within the borough of Dudley.
NUTS code UKG34

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)

Dudley MBC invites tenders for an ad-hoc Provision of a data capture (paper documents) service.
Dudley MBC currently operates an in-house document scanning service. All Council scanning requirements are processed by ICT services ensuring that internal capacity is fully and appropriately utilised.
As part of the rollout of Dudley’s corporate electronic document & records management system (EDRMS) and an internal accommodation strategy there is a requirement to set up an overflow scanning service to meet with the Council’s back scanning requirements.
II.1.6)Common procurement vocabulary (CPV)

72313000, 79999100

II.1.7)Information about Government Procurement Agreement (GPA)

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

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

Starting 3.9.2012.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
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

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:

Adhoc 97
IV.3.2)Previous publication(s) concerning the same contract

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

Time limit for receipt of requests for documents or for accessing documents: 5.6.2012 – 23:59
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

6.6.2012 – 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

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Date: 6.6.2012 – 12:01
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Members and Officers of the Council only.

Section VI: Complementary information

VI.1)Information about recurrence
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 successful Contractor(s) are required to take account of sustainable development e.g. environmental, social and economic impacts of delivery and to actively participate in the protection of the environment. Accordingly contract performance and conditions may relate in particular to social and environmental considerations.
Please note that estimated spend figures provided in this notice are based on historical information and cannot be guaranteed under this contract.
Dudley MBC will be utilising its e-procurement portal In-Tend for this procurement exercise. The tender should be received no later than 6.6.2012 at (noon) 12:00 hours and will be available for download until 23:59 hours on 5.6.2012. URL:

To access documents bidders are required to register with the web site. This may be done in two ways:
1) Use the Register Now button located on the Home screen or
2) Find the project under the eOpportunities link and use the Express Interest button in red.
Companies who have previously registered with the web site will be invited to input their login details.
New Users will be invited to go through the Registration wizard. New Users, upon registration will receive an automatic notification of their unique login details. Once an expression of interest has been accepted by the system, Users MUST log back into the system to access documents. Now they will appear under the My Tenders tab. Further assistance with the system may be obtained by contacting the System Administrator on +44 1384814862 or Guidance documents are also published under the Help screen which can be found on the home screen at

The Council / framework owner expressly reserves the right:
i) Not to award any contract as a result of the procurement process commenced by publication of this notice;
ii) To make whatever changes it sees fit to the content and structure of the tendering competition;
iii) To award contract(s) in respect of any part(s) of the requirement covered by this notice; and
iv) To award contract(s) in stages and in no circumstances will the Council be liable for any costs incurred by candidates.
The tender must be drawn up in English and will be subject to English Law. The estimate annual value is 40 000 GBP. The contract period is for 3 years with an option to extend subject to satisfactory price and performance for a further 2 year period.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Dudley MBC, Procurement, Contract Management & Creditor Services
Council House, Priory Road
DY1 1HF Dudley
Telephone: +44 1384814829
Fax: +44 1384814831

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:25.4.2012