Welsh Government Digitisation and Storage Tender

Welsh Government Digitisation and Storage Tender

Lot 1: Digitisation, Storage and Disposal of Records. Lot 2: Recycling, Reuse and Disposal of ICT Assets.

Contract notice

Directive 2014/24/EU – Public Sector Directive

Directive 2014/24/EU

Section I: Contracting authority

I.1) Name and addresses

National Procurement Service (Welsh Government)

T’yr Afon, Bedwas Road

Caerphilly

CF83 8WT

UK

Telephone: +44 3007900170

E-mail: NPSICTCategoryTeam@gov.wales

NUTS: UKL

Internet address(es)

Main address: https://gov.wales/national-procurement-service

I.2) 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 sent electronically to:

https://etenderwales.bravosolution.co.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:

https://etenderwales.bravosolution.co.uk/

 

I.4) Type of the contracting authority

Body governed by public law

I.5) Main activity

General public services

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Digitisation, Storage and Disposal Services

Reference number: NPS-0054-16

II.1.2) Main CPV code

79996100

II.1.3) Type of contract

Services

II.1.4) Short description

The National Procurement Service on behalf of the Welsh Public Sector wishes to establish a Dynamic Purchasing System (DPS) for use by public sector organisations in Wales. The DPS will cover Services in the following two lots:

Lot 1: Digitisation, Storage and Disposal of Records

Lot 2: Recycling, Reuse and Disposal of ICT Assets

Entry to the DPS will be restricted to those organisations who meet the requirements of Article 20(1)(a) of the 2015 Public Contracts Regulations.

Over 73 public sector organisations in Wales have committed to the NPS including all Local Authorities, NHS Bodies, Welsh Government and Welsh Government Sponsored bodies, the Police and Fire services and Higher and Further Education. Further organisations that may use NPS frameworks include other Welsh Public Sector bodies and Welsh based Charities. In addition, the Ministry of Defence are eligible to use this arrangement.

This procurement is being conducted by the National Procurement Service (NPS), which is a division of the Welsh Government. As a consequence of the Government of Wales Act 2006, the contracting party will be the Welsh Ministers. Further information on the NPS can be accessed from the following link: https://gov.wales/national-procurement-service

II.1.5) Estimated total value

Value excluding VAT: 4 000 000.00 GBP

II.1.6) Information about lots

This contract is divided into lots: Yes

Tenders may be submitted for maximum 2 lots

II.2) Description

Lot No: 1

II.2.1) Title

Digitisation, Storage and Disposal of Records

II.2.2) Additional CPV code(s)

79996100

63121000

63121100

79999100

92512000

92512100

II.2.3) Place of performance

NUTS code:

UKL

II.2.4) Description of the procurement

The Supplier will be required to digitise, store and dispose of records. The Supplier must be able to provide a range of services via this arrangement, to include:

– Digitisation of physical records;

– Secure storage of physical records;

– Disposal of records – either to be archived as per the Customers’ instructions, or to be physically destroyed;

– Secure transport of physical records;

– Secure transfer of digital records.

To enter onto and remain a Supplier on the Dynamic Purchasing System, Suppliers will be required to work to or hold specific standards identified as “CORE” in the specification which can be found in the tender documents. At call-off Customers may specify additional or alternative requirements, examples of which are identified as “Non-Core”.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6) Estimated value

Value excluding VAT: 4 000 000.00 GBP

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

Duration in months: 48

This contract is subject to renewal: Yes

Description of renewals:

The initial period of validity for the Dynamic Purchasing System was 4 years/ 48 months. This period can be amended (extended, shortened, terminated) subject to notification on the relevant OJEU standard form.

**The purpose of this notice is to extend the original period of validity for an additional 24 months. So the total period of validity is now 6 years/ 72 months.**

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 15

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

The duration of individual Call-Off Contracts will be set out in each individual Call-Off Contract and may overhang the period of validity of the DPS. The DPS period of validity commenced on the 16th of January 2017.

Lot No: 2

II.2.1) Title

Secure Recycling, Reuse and Disposal of ICT Assets

II.2.2) Additional CPV code(s)

90500000

90514000

II.2.3) Place of performance

NUTS code:

UKL

II.2.4) Description of the procurement

The Supplier will be required to collect various items of ICT related electrical equipment and ensure the sanitisation and/or disposal of the equipment in accordance with relevant European directives or any other legislation applicable to these requirements. The Supplier must be able to provide a range of services via this framework, to include:

– Secure sanitisation and destruction of equipment;

– Secure sanitisation and redeployment of equipment back to the client. This service may include the option of reimaging;

– Secure sanitisation and donation or resale.

To enter onto and remain a Supplier on the Dynamic Purchasing System, Suppliers will be required to work to or hold specific standards identified as “CORE” in the specification which can be found in the tender documents. At call-off Customers may specify additional or alternative requirements, examples of which are identified as “Non-Core”.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6) Estimated value

Value excluding VAT: 4 000 000.00 GBP

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

Duration in months: 48

This contract is subject to renewal: Yes

Description of renewals:

The initial period of validity for the Dynamic Purchasing System was 4 years/ 48 months. This period can be amended (extended, shortened, terminated) subject to notification on the relevant OJEU standard form.

**The purpose of this notice is to extend the original period of validity for an additional 24 months. So the total period of validity is now 72 months.**

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 15

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

The duration of individual Call-Off Contracts will be set out in each individual Call-Off Contract and may overhang the period of validity of the DPS. The DPS period of validity commenced on the 16th of January 2017.

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.1.5) Information about reserved contracts

The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons.

III.2) Conditions related to the contract

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Restricted procedure

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

The procurement involves the setting up of a dynamic purchasing system

The dynamic purchasing system might be used by additional purchasers

IV.1.8) Information about 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:

2016/S 195-351327

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

Date: 06/01/2023

Local time: 17:00

IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 06/01/2023

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

EN

CY

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: No

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

**The purpose of this notice is to extend the original period of validity of the Dynamic Purchasing System for an additional 24 months. The DPS period of validity commenced on the 16th of January 2017 and will now end on the 15th of January 2023. This period can be further amended (extended, shortened, terminated) subject to notification on the relevant OJEU standard form. Related notices for reference: OJEU Contract Notice 2016/S 195-351327; and national contract notice 63588 https://www.sell2wales.gov.wales/search/show/Search_View.aspx?ID=MAR188934 **

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The agreement will be available for use by NPS Member Organisations, Schools & Educational Establishments, Town & Community Councils, Citizen Advice Bureaus, Housing Associations, WCVA, BBC & Voluntary Organisations within the City & County Boundaries of Wales and any Welsh Public Sector organisations that aren’t named above, but become NPS members during the term of the agreement. In addition the Ministry of Defence will be eligible to use this agreement.

In the event of merger, abolition or change of any of the contracting authorities listed or referred to above, the successors to those authorities (provided that they exercise the same or similar functions) will also be able to enter into specific contracts under this DPS during its duration.

The Invitation to Tender (ITT) documentation can be accessed via https://etenderwales.bravosolution.co.uk.

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INTITIAL REGISTRATION ON THE PLATFORM

– On registering on the Platform the Super User will select a username and will receive a password.

– The Password will be sent to the e-mail address specified in the User Details section.

– Please log-in to the Platform by entering your Username & Password.

– Registration should only be performed once for each Organisation. If you think someone in your Organisation may have registered on this Platform then you must not register again.

– Contact the Helpdesk immediately if you are unable to contact the Super User.

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HOW TO FIND THE PQQ:

– Once logged in you must click on ‘PQQs Open to all Suppliers’.

– The etender references for this Dynamic Purchasing System (DPS) are:

– Project_33119

– Reference for applications onto the established DPS: pqq_32290

– Click on the title to access summary details of the PQQ. If you are still interested in submitting a tender, click the ‘Express an Interest button’. This will move the PQQ from the ‘Open to all Suppliers’ area to the ‘My PQQ’s’ on the home page.

– You will then see the full details of the PQQ in the qualification and technical envelopes along with any relevant documents in the ‘Attachments’ area.

If you have any queries regarding the requirements please message using the e-tenderwales message portal.

If you are seeking help on using the etenderwales system please email the bravo solutions helpdesk athelp@bravosolution.co.uk or +44 8003684852

If you require the documentation in an alternative format, please use the ‘Messages’ area to contact the buyer directly, who will be able to provide a more suitable format. For example, Braille, Large Print, Word Document or Audio format.

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The Welsh Ministers (NPS) will not be liable for any bidder costs arising from this application process or any non-commencement of the DPS or non-commencement of any call-off procedures.

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=107217

(WA Ref:107217)

The buyer considers that this contract is suitable for consortia.

VI.4) Procedures for review

VI.4.1) Review body

High Court

Royal Courts of Justice, The Strand

London

WC2A 2LL

UK

Telephone: +44 2079477501

VI.5) Date of dispatch of this notice

12/01/2021

 

Express an interest online