Storage and Retrieval Services Tender
Framework agreement for Storage, archiving, scanning and destruction of confidential records plus storage and destruction of laboratory slides and blocks.
United Kingdom-Sheffield: Storage and retrieval services
2015/S 021-034213
Contract notice
Services
Directive 2004/18/EC
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
North of England Commercial Procurement Collaborative (NOE CPC) (hosted by and acting through Leeds and York Partnership NHS Foundation Trust.)
Savile Street East
S4 7UQ Sheffield
UNITED KINGDOM
Telephone: +44 8442728810
E-mail: support@in-tend.co.uk
Internet address(es):
General address of the contracting authority: https://in-tendhost.co.uk/noecpc
Address of the buyer profile: www.noecpc.nhs.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
I.3)Main activity
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: yes
See section VI.3
Section II: Object of the contract
II.1.1)Title attributed to the contract by the contracting authority:
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 11: Management consulting services [6] and related services
Main site or location of works, place of delivery or of performance: Please see section VI.3.
NUTS code UK
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.4)Information on framework agreement
Number of participants to the framework agreement envisaged: 5
Duration of the framework agreement
Duration in years: 3
Estimated total value of purchases for the entire duration of the framework agreement
Estimated value excluding VAT:
Range: between 5 000 and 8 000 000 GBP
II.1.5)Short description of the contract or purchase(s)
The geographical regions applicable to the lots are:
North East, North West, Yorkshire and Humber, East of England, East Midlands and West Midlands, South of England.
The Lots being considered for this requirement are:
LOT 1 Storage and archiving and destruction of confidential records
Off site Storage, retrieval, archiving and destruction of paper based confidential records, i.e. patient records, legal papers, financial documents and records etc., that may be produced by the NHS or other bodies as indicated below. Information governance and the protection of the data while in transit, being stored, returned or destroyed is of key importance, together with audit trails of access and compliance with destruction procedures. This lot will also require a level of scan on demand for urgent record retrieval.
LOT 2 Destruction only of confidential records
Destruction of paper based confidential records, both on site and off site, protection of the records whilst in transit applicable to Information Governance requirements and data protection. Auditable destruction procedures.
The agreement will encompass the provision of containers, recycling, collection, treatment and final disposal of confidential waste. Some Trusts may require on-site shredding services to handle more sensitive Confidential waste.
LOT 3 Bulk scanning of confidential records
This LOT envisages the scanning of all paper record types to create a digital version to a standard which at least matches all legal and practical requirements with the characteristics necessary for use by all consultants, doctors, clinicians and other service providers such as ward staff. This may cover library scanning and/or future scanning, bulk scanning and ad-hoc scanning. This LOT may include but not be limited to such areas as management/consultancy support, implementation services, document storage and return/destruction services, hardware and training.
LOT 4 Storage of laboratory slides and blocks
This lot covers the requirement to collect, store, retrieve and destroy laboratory blocks and slides containing human tissue samples as required by a participating organisation. Information governance and the protection of the data while in transit, being stored, returned or destroyed is of key importance, together with audit trails of access and compliance with destruction procedures.
Refrigerated storage facilities may also be a requirement of this lot.
II.1.6)Common procurement vocabulary (CPV)
63121000, 79999100, 92512100
II.1.7)Information about Government Procurement Agreement (GPA)
II.1.8)Lots
Tenders may be submitted for one or more lots
II.1.9)Information about variants
II.2.2)Information about options
Description of these options: 12 months extension available.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Information about lots
Lot No: 1Lot title: Storage and archiving and destruction of confidential records
1)Short description
Maximum of 5 suppliers.
2)Common procurement vocabulary (CPV)
63121000
Lot No: 2Lot title: Destruction only of confidential records
1)Short description
The agreement will encompass the provision of containers, recycling, collection, treatment and final disposal of confidential waste. Some Trusts may require on-site shredding services to handle more sensitive Confidential waste.
Max. of 5 suppliers.
2)Common procurement vocabulary (CPV)
92512100
Lot No: 3Lot title: Document scanning services
1)Short description
Max. 5 suppliers.
2)Common procurement vocabulary (CPV)
79999100
Lot No: 4Lot title: Storage of laboratory slides and blocks
1)Short description
Refrigerated storage facilities may also be a requirement of this lot.
Max. 5 suppliers.
2)Common procurement vocabulary (CPV)
63121000
Section III: Legal, economic, financial and technical information
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.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
i) Obtain a Dun and Bradstreet (D and B) DUNS(R) Number to enable registration on sid4health. Normally its provided within 48 hours but may take up to 5 days. The DUNS(R) No. is the standard supplier coding for the NHS and must be obtained for trading with the NHS. Check if your company has a DUNS(R) No on theSid4gov registration page.
ii) Go to: https://sid4gov.cabinetoffice.gov.uk/login and select Register Supplier Organisation and enter the 1st part or the whole of your organisation name or DUNS number. Click on Search, follow instructions to complete the registration or select an existing registration to create a new user account. (Candidates must publish at least 1 validated profile to make their profile available for buyers to view generally — see Help page on Sid4gov within Profile Management for details). iii) ensure all mandatory fields of their Sid4gov profile are completed. D and B data will be supplied automatically by D and B.
iv) Where access to Sid4gov is unavailable, contact the sid4gov Help-desk: sid4gov@gps.gsi.gov.uk
Once your sid4gov profile has been completed and validated progress to express interest in this tender as per section VI.3)Please ensure YOU keep your profile updated within Sid4gov regularly.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once) — Browse to the eSourcing Portal: https://in-tendhost.co.uk/noecpc and click the link to register — Enter your correct business and user details — Note: your user-name will be the email address you have entered — you will also then shortly receive an email confirmation.
2. Once registered access the site and from the Home page hover over Tenders on the tool bar and select current tenders from the drop down options.
3. Express Interest in the tender you are interested in — Select ‘Express Interest’ within the Tender Details ( located at the bottom of the synopsis). On doing so, you will instantly have access to the Tender Management area for that tender. Any available documentation will be available via the various relevant tabs. You can access this area at any point by logging in, navigating to ‘My Tenders’ and selecting ‘View Details’.
4. Responding to the tender — There will be a tab allocated to any tender stage (e.g. PQQ and/or ITT). Under the ‘My Tender Return’ area, you will be required to complete any mandatory questionnaires and upload any requested documentation. You can now use the ‘Correspondence’ function to communicate with the buyer and seek any clarification (any clarifications will be found within the ‘Clarifications’ tab). — Note the deadline for completion, then follow the on-screen instructions to complete and submit your response. — There may be a mixture of online and off-line actions for you to perform (there is detailed online help available).
You must then submit your reply using the ‘Submit Response’ button at the bottom of the page. If you require any further assistance please consult the online help, or contact the In-tend Support Desk. Alerts will be sent to your request email addresses when any correspondence, alterations or clarifications are issued.
The standards and criteria are available in the PQQ/ITT documents available as indicated above.
Minimum level(s) of standards possibly required: See ITT.
III.2.3)Technical capacity
As set out in the ITT.
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Section IV: Procedure
IV.1.1)Type of procedure
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated below
1. Cost. Weighting 40
2. Technical. Weighting 60
IV.2.2)Information about electronic auction
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate
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 of tenders
Section VI: Complementary information
VI.2)Information about European Union funds
VI.3)Additional information
The following entities shall be eligible to become NOE CPC members in future and as such may utilise any resulting agreement(s) subject to the prior agreement of NOE CPC:
NOE CPC member bodies as listed at: http://www.noecpc.nhs.uk/our-current-customers, and any additional new CPC members for the duration of the contract, plus any other NHS/Public Sector bodies located in England, Wales, Scotland and Northern Ireland, subject to the approval of NOE CPC, including but not limited to Acute Trusts, Foundation Trusts, Clinical Commissioning Groups, Ambulance Trusts, Care Trusts, Hospital Trusts, Mental Health Trusts, Community Health Trusts, Special Health Authorities, Health Boards, NHS Commissioning Boards, Commissioning Support Units and other health organisations (Wales, Scotland and Northern Ireland), Health and Social Care Trusts (Northern Ireland), Community Health Councils, Local Health Boards, Social Enterprises, NHS Collaborative Procurement Hubs/Organisations, GP Practices, Primary Care Commissioners, Department of Health, Public Health England and Local Authorities (where Local Authorities are engaged in the provision or commissioning of health related services, for example (but not limited to) the fields of healthcare, social care, early years care and public health).
For the avoidance of doubt the following is a list of our members on the date of publishing this notice:
Barnsley Hospital NHS Foundation Trust,
Bradford Teaching Hospitals NHS Foundation Trust,
Burton Hospitals NHS Foundation Trust,
Calderdale And Huddersfield NHS Foundation Trust,
Chesterfield Royal Hospital NHS Foundation Trust,
Derby Hospitals NHS Foundation Trust,
Derbyshire Community Health Services NHS Foundation Trust,
Doncaster and Bassetlaw Hospitals NHS Foundation Trust,
Harrogate and District NHS Foundation Trust,
Health Education England,
Heart of England NHS Foundation Trust,
Humber NHS Foundation Trust,
Ipswich Hospital NHS Trust,
James Paget University Hospitals NHS Foundation Trust,
Leeds and York Partnership NHS Foundation Trust,
Leeds Community Healthcare NHS Trust,
Leeds Teaching Hospitals NHS Trust,
Locala Community Partnerships CIC,
Mid Staffordshire NHS Foundation Trust,
Mid Yorkshire Hospitals NHS Trust,
Midlands and Lancashire Commissioning Support Unit,
NHS Cannock Chase CCG,
NHS East Staffordshire CCG,
NHS Herefordshire CCG,
NHS North Staffordshire CCG,
NHS Shropshire CCG,
NHS South East Staffordshire And Seisdon Peninsula CCG,
NHS Stafford And Surrounds CCG,
NHS Stoke On Trent CCG,
NHS Telford And Wrekin CCG,
North Cumbria University Hospitals NHS Trust,
North Staffordshire Combined Healthcare NHS Trust,
Northern Lincolnshire and Goole NHS Foundation Trust,
Northumbria Healthcare NHS Foundation Trust,
Nottingham University Hospitals NHS Trust,
Royal Berkshire NHS Foundation Trust,
Salisbury NHS Foundation Trust,
Sheffield Children”s NHS Foundation Trust,
Sheffield Health and Social Care NHS Foundation Trust,
Sheffield Teaching Hospitals NHS Foundation Trust,
Sherwood Forest Hospitals NHS Foundation Trust,
South Staffordshire And Shropshire Healthcare NHS Foundation Trust,
South West Yorkshire Partnership NHS Foundation Trust,
Southend University Hospital NHS Foundation Trust,
Southport and Ormskirk Hospital NHS Trust,
The Newcastle upon Tyne Hospitals NHS Foundation Trust,
The Queen Elizabeth Hospital King”s Lynn NHS Foundation Trust,
The Rotherham NHS Foundation Trust,
United Lincolnshire Hospitals NHS Trust,
University Hospitals of Leicester NHS Trust,
University Hospitals of North Midlands NHS Trust,
York Teaching Hospital NHS Foundation Trust,
Yorkshire Ambulance Service NHS Trust.
Listings of the entities eligible to utilise any resulting agreement(s), subject to the approval of NOE CPC, can be found at:
Acute Trusts:
http://www.nhs.uk/ServiceDirectories/Pages/AcuteTrustListing.aspx
Clinical commissioning groups (CCGs):
http://www.nhs.uk/ServiceDirectories/Pages/CCGListing.aspx
Mental Health Trusts:
http://www.nhs.uk/ServiceDirectories/Pages/MentalHealthTrustListing.aspx
Ambulance Trusts:
http://www.nhs.uk/ServiceDirectories/Pages/AmbulanceTrustListing.aspx
Care Trusts:
http://www.nhs.uk/ServiceDirectories/Pages/CareTrustListing.aspx
NHS Trust Development Authority (TDA):
Special Health Authorities:
http://www.nhs.uk/ServiceDirectories/Pages/SpecialHealthAuthorityListing.aspx
Arms Length Bodies:
https://www.gov.uk/government/publications/arms-length-bodies/our-arms-length-bodies
NHS England:
http://www.england.nhs.uk/ourwork/d-com/ and other organisations involved in commissioning of primary care services via Clinical Commissioning Groups — CCGs supported by the Commissioning Support Units — CSU’s which will be responsible for commissioning most aspects of NHS care (or equivalent body/bodies established pursuant to legislation enacted as a result of, or in connection with, the White Paper, Equity and Excellence: Liberating the NHS published July 2010.
CCG: www.commissioningboard.nhs.uk/ccg-details/
CSU: www.commissioningboard.nhs.uk/appointments/csu
NHS Professional Regulator:
http://www.nhs.uk/NHSEngland/thenhs/healthregulators/Pages/professional-standards-authority.aspx
The Clinical Commissioning Board, Area Teams:
http://www.nhs.uk/ServiceDirectories/Pages/AreaTeamListing.aspx and other organisations involved in commissioning and/or overseeing General Practitioner services and GP consortia and GP Practices:
and any other provider of primary medical services:
a) who are a party to any of the following contracts:
— General Medical Services (GMS),
— Personal Medical Services (PMS),
— Alternative Provider Medical Services (APMS) and/or.
b) Commissioned by NHS England or other organisations involved in commissioning or overseeing General Practitioner services, as described above.
Social Enterprises:
http://www.socialenterprise.org.uk/
Local Authorities:
http://www.idea.gov.uk/idk/org/la-data.do
NHS Wales (National Health Service for Wales) including but not limited to: Welsh Health Boards, Primary care services — GPs, pharmacies, dentists and optometrists, Hospital services, and community services, including those provided through community health centres and mental health services:
http://www.nhsdirect.wales.nhs.uk/localservices/localhealthboards/
NHS Scotland (National Health Service for Scotland) including but not limited to: NHS Boards, Hospitals, Primary care Services GPs, pharmacies, dentists and optometrists, Hospital services, and community services, including those provided through community health centres and mental health services:
http://www.show.scot.nhs.uk/organisations/index.aspx
NHS Northern Ireland (National Health Service for Northern Ireland) including but not limited to: Health and Social Care Trusts, Primary care Services GPs, pharmacies, dentists and optometrists, Hospital services, social care services and community services, including those provided through community health centres and mental health services:
VI.4.2)Lodging of appeals
NOE CPC will incorporate a minimum 10 calendar day standstill period at the point information on the award of contract is communicated to tenderers, in accordance with Regulation 32A of the Public Contracts Regulations 2006. Any tenderer wishing to appeal the decision to award the contract, or after the award of the contract appeal the award of the contract, shall have the rights set out in Part 9 of the Public Contracts Regulations 2006 and as amended in 2009 Remedies Directive and further amended in 2011.
VI.5)Date of dispatch of this notice: