Tender for Off-Site Records Storage and Retrieval Services

Tender for Off-Site Records Storage and Retrieval Services

It is expected that these services will be required from August 2017 for an initial period of 3 years.

United Kingdom-Inverness: Records management

2017/S 095-186958

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Highlands and Islands Enterprise
An Lòchran, 10 Inverness Campus
United Kingdom
Telephone: +44 1463245245
E-mail: hieprocurement@hient.co.uk
NUTS code: UKM6Internet address(es):Main address: http://www.hie.co.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00313

I.1)Name and addresses

The Crofting Commission
Great Glen House, Leachkin Road
United Kingdom
Telephone: +44 1463663473
E-mail: info@crofting.scotland.gov.uk
NUTS code: UKM6

I.1)Name and addresses

University of the Highlands and Islands
12b Ness Walk
United Kingdom
Telephone: +44 1463279000
E-mail: reception@uhi.ac.uk
Fax: +44 1463279001
NUTS code: UKM62Internet address(es):Main address: http://www.uhi.ac.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00101

I.2)Joint procurement

The contract involves joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at: www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.publiccontractsscotland.gov.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: www.publiccontractsscotland.gov.uk

I.4)Type of the contracting authority

Regional or local agency/office

I.5)Main activity

Economic and financial affairs

Section II: Object

II.1)Scope of the procurement


Off-site Records Storage and Retrieval Services.

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

It is expected that these services will be required from August 2017 for an initial period of 3 years, unless terminated in accordance with the provisions of the Framework agreement, with HIE having the option to extend for a period or periods together not exceeding 1 calendar year following the Initial Term.

The 3 year budget currently available to deliver this service is between 180 000 GBP and 240 000 GBP (excluding VAT).

II.1.5)Estimated total value

Value excluding VAT: 240 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKM6

II.2.4)Description of the procurement:

HIE requires a suitably qualified and experienced supplier to provide an off-site records storage and retrieval function. This is a collaborative framework with the Crofting Commission and the University of the Highlands and Islands.

The value in II.2.6 is the estimated value including all extensions.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Storage Methods / Weighting: 20 %
Quality criterion – Name: Delivery/Retrieval/Uplift Methods / Weighting: 15 %
Quality criterion – Name: Disposal Methods / Weighting: 15 %
Quality criterion – Name: Quality/Environmental Management / Weighting: 10 %
Quality criterion – Name: Management & Delivery Team / Weighting: 10 %
Quality criterion – Name: Fair Work Practices / Weighting: 5 %
Quality criterion – Name: Risks & Challenges / Weighting: 5 %
Price – Weighting: 20 %

II.2.6)Estimated value

Value excluding VAT: 320 000.00 GBP

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

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

This Framework will be awarded for 36 months with an optional 12 month extension.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

HIE may require the supplier to provide additional services. Any such modification shall be in terms of Regulation 72 of the Public Contracts (Scotland) Regulations 2015.

II.2.12)Information about electronic catalogues

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

Economic operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.

Lots have not been used since this would make the execution of the contract excessively technically difficult.

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:

Bidders will be required to answer the following questions:

4A.2 2) For service contracts:

Is it a requirement in the bidder’s country of establishment to hold a particular authorisation or membership of a particular organisation needed in order to be able to perform the service in question?

4A.2.1 If yes, please specify which authorisation or membership is required:

The successful supplier must be registered with BS5454:2000/PD5454:2012 or equivalent.

4A.2.2 Please indicate whether the bidder has the required authorisation or membership (as named above).

4A.2.3 If the relevant documentation is available electronically, please indicate: Web address; Issuing authority or body; Precise reference of the documentation.

These will be evaluated on a Pass/Fail basis.

III.1.2)Economic and financial standing

Minimum level(s) of standards possibly required:

4B.1 Bidders will be required to have a minimum ‘general’ yearly turnover of 160 000 GBP for the last 2 years:

4B.5 It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

Employer’s (Compulsory) Liability Insurance = 5 000 000 GBP.

Public Liability Insurance = 3 000 000 GBP.

Professional Indemnity Insurance = 3 000 000 GBP.

III.1.3)Technical and professional ability

Minimum level(s) of standards possibly required:

Not applicable to this procurement exercise.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract

III.2.1)Information about a particular profession

Execution of the service is reserved to a particular profession
Reference to the relevant law, regulation or administrative provision:

In order to perform certain services (e.g. medicine, law, financial advice, etc.) candidates have to possess a particular authorisation or to be members of a particular organisation in their country of origin in order to be able to perform the service concerned.

Please state if the provision of part or all of the services required for this contract is reserved for a particular profession. You should also reference the relevant law, regulation or administrative provision requiring such authorisation or membership.

III.2.2)Contract performance conditions:

Contracting authorities may lay down special conditions relating to the performance of a contract, provided that they are linked to the subject-matter of the contract.

Those conditions may include economic, innovation-related, environmental, social or employment-related considerations.

The contract will include Key Performance Indicators (KPIs), which can be found within the Tender documentation.

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure


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 a single operator
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

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

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

Date: 16/06/2017
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:

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

IV.2.7)Conditions for opening of tenders

Date: 16/06/2017
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:

HIE reserves the right to re-tender for these services upon termination of the contract or at the end of the contract period, including any extension period.

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:

Where relevant, bidders are required to provide information relating to consortia (Q2C1 of ESPD) and/or sub-contractors with the relevant supporting ESPD documentation being submitted.

In order to participate, bidders should register, for free, on the Public Contracts Scotland (PCS) website(www.publiccontractsscotland.gov.uk ), and record their interest in this contract and download and complete all relevant documentation.

Tenders must be submitted via the PCS postbox and must be received by the published deadline. Late tenders will not be accepted and HIE will reject any submissions received after the deadline. Hard copy responses will not be accepted.

PCS also gives suppliers access to an on-line Question & Answer facility which allows queries to be submitted (anonymously), and answers published and shared with all potential bidders.

This Framework will be non-exclusive i.e. HIE reserves the right, in certain circumstances, to procure out with the Framework as and when required.

The Framework will also be available for call-off by any HIE subsidiary organisation and/or associated company,subject to case-by-case prior approval by HIE.

Question scoring methodology for Award criteria is:

0 — Unacceptable — Nil or inadequate response which fails to demonstrate an ability to meet the requirement.

1 — Poor — Response is partially relevant but generally poor. It addresses some elements of the requirement but contains insufficient/limited detail or explanation to demonstrate how the requirement will be fulfilled.

2 — Acceptable — Response is relevant and acceptable. It addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas.

3 — Good — Response is relevant and good. It is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled.

4- Excellent — Response is completely relevant and excellent overall. It is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement and provides details of how the requirement will be met in full.

Note: to register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=485446

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

(SC Ref:485446)

Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=485446

VI.4)Procedures for review

VI.4.1)Review body

Highlands and Islands Enterprise
An Lòchran, 10 Inverness Campus
United Kingdom
Telephone: +44 1463245245
E-mail: hieprocurement@hient.co.ukInternet address:http://www.hie.co.uk
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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