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Services - 7828-2017

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07/01/2017    S5

United Kingdom-Liverpool: Records management

2017/S 005-007828

Contract award notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Official name: The Minister for the Cabinet Office acting through Crown Commercial Service
Postal address: 9th Floor, The Capital, Old Hall Street
Town: Liverpool
Postal code: L3 9PP
Country: United Kingdom
E-mail: supplier@crowncommercial.gov.ukeenablement@crowncommercial.gov.uk
Telephone: +44 3450103503

Internet address(es):

General address of the contracting authority: http://www.gov.uk/ccs

Address of the buyer profile: https://gpsesourcing.cabinetoffice.gov.uk

I.2)Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local sub-divisions
I.3)Main activity
General public services
Other: public procurement
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)Description
II.1.1)Title attributed to the contract
RM3781 — Multifunctional Devices, Managed Print and Content Services and Records and Information Management:
— Lot 1 Multifunctional Devices (MFDs) and Entry Level Print Management Software;
— Lot 5 Scanning Services;
— Lot 6 Sensitivity Review Service;
— Lot 7 Audit and Consultancy Services.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Primarily in the UK with some limited requirement Overseas.

NUTS code UK UNITED KINGDOM

II.1.3)Information about a framework agreement or a dynamic purchasing system (DPS)
The notice involves the establishment of a framework agreement
II.1.4)Short description of the contract or purchase(s)
Lot 1 Multifunctional Devices (MFD's) and Entry Level Print Management Software is for the provision of Equipment which includes mono and colour-capable Devices from small to large office based, free standing and network ready MFDs, Entry Level Print Management Software and peripheral accessories to enable Contracting Authorities to utilise bespoke Devices to meet their individual requirements. The Lot 1 Framework Agreement will expire on 26.10.2020 with a maximum Call Off period of five (5) years (60) months.
Lot 5 Scanning Services, is for the management of Records and the ‘physical to digital’ process in line with Governments broader ‘digital by default’ strategy. During this process it is acknowledged that there will be a short term requirement to store physical records. The Potential Provider shall be able to provide the full Scanning Service for an End to End or part requirement. The Lot 5 Framework Agreement will expire on 26.10.2020 with a maximum Call Off period of three (3) years (36) months.
Lot 6 is to provide a Sensitivity Review Service to identify whether Record(s) contain sensitive information and whether the Exemptions support or do not support withholding the sensitive information. The Potential Provider shall be able to provide an On-site or Off site Sensitivity Review Service through either a Fully Managed Sensitivity Review Service or a Triage Sensitivity Review Service. The Lot 6 Framework Agreement will expire on 26.10.2020 with a maximum Call Off period of three (3) years (36) months.
Lot 7 is for the Potential Provider to provide an entirely independent Vendor Neutral Audit and Consultancy based on total cost transparency of existing information management processes. The Potential Provider shall, where required utilise market expertise and knowledge to influence and support Contracting Authorities strategies in the management of its Managed Print and Content Management requirements and the optimisation of physical storage requirements, including reduction of volumes where appropriate and the management of retention and Disposal/ Destruction strategies. The Lot 7 Framework Agreement will expire on 26.10.2020 with a maximum Call Off period of five (5) years (60) months.
II.1.5)Common procurement vocabulary (CPV)

79996100 Records management, 30100000 Office machinery, equipment and supplies except computers, printers and furniture, 30121100 Photocopiers, 30121200 Photocopying equipment, 30121300 Reproduction equipment, 30123000 Office and business machines, 30125000 Parts and accessories of photocopying apparatus, 30192400 Reprographic supplies, 48311100 Document management system, 50310000 Maintenance and repair of office machinery, 50313000 Maintenance and repair of reprographic machinery, 50313100 Photocopier repair services, 50313200 Photocopier maintenance services, 63121000 Storage and retrieval services, 63121100 Storage services, 72220000 Systems and technical consultancy services, 72221000 Business analysis consultancy services, 72228000 Hardware integration consultancy services, 72512000 Document management services, 75112000 Administrative services for business operations, 79212000 Auditing services, 79212200 Internal audit services, 79311000 Survey services, 79311200 Survey conduction services, 79410000 Business and management consultancy services, 79521000 Photocopying services, 79810000 Printing services, 79811000 Digital printing services, 79820000 Services related to printing, 79821000 Print finishing services, 79995100 Archiving services, 79999100 Scanning services, 92512000 Archive services, 92512100 Archive destruction services

II.1.6)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.2)Total final value of contract(s)
II.2.1)Total final value of contract(s)
Value: 73 700 000 GBP
Excluding VAT

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
Open
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of
1. Lot 5 Quality. Weighting 60
2. Lot 5 Price. Weighting 40
3. Lot 6 Quality. Weighting 60
4. Lot 6 Price. Weighting 40
5. Lot 7 Quality. Weighting 50
6. Lot 7 Price. Weighting 50
7. Lot 1 (eAuction) Quality. Weighting 0
8. Lot 1 Price. Weighting 100
IV.2.2)Information about electronic auction
An electronic auction has been used: yes
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority
RM3781
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2015/S 241-437566 of 12.12.2015

Contract notice

Notice number in the OJEU: 2016/S 151-274459 of 6.8.2016

Section V: Award of contract

Contract No: 1. RM3781 Lot No: 1 - Lot title: Multifunctional Devices (MFDs) and Entry Level Print Management Software
V.1)Date of contract award decision:
12.12.2016
V.2)Information about offers
Number of offers received: 5
V.3)Name and address of economic operator in favour of whom the contract award decision has been taken

Official name: Canon (UK) Ltd
Postal address: Cockshot Hill, Woodhatch, Reigate
Town: Surrey
Postal code: RH2 8BF
Country: United Kingdom
E-mail: tender_team@cuk.canon.co.uk
Telephone: +44 01737220000
Fax: +44 01737220022
Internet address: http://www.canon.co.uk

V.4)Information on value of contract
Initial estimated total value of the contract:
Value: 12 500 000 GBP
Excluding VAT
V.5)Information about subcontracting
The contract is likely to be sub-contracted: yes
Value or proportion of the contract likely to be sub-contracted to third parties:
Not known
Contract No: 2. RM3781 Lot No: 5 - Lot title: Scanning Services
V.1)Date of contract award decision:
12.12.2016
V.2)Information about offers
Number of offers received: 16
V.3)Name and address of economic operator in favour of whom the contract award decision has been taken

Official name: Cleardata UK Ltd
Postal address: Innovation House, Coniston Court, Riverside Business Park
Town: Blyth
Postal code: NE24 4RP
Country: United Kingdom
E-mail: sales@cleardata.co.uk
Telephone: +44 08000468081
Fax: +44 01670468015
Internet address: http://www.cleardatagroup.co.uk

V.4)Information on value of contract
Initial estimated total value of the contract:
Value: 25 000 000 GBP
Excluding VAT
V.5)Information about subcontracting
The contract is likely to be sub-contracted: no
Contract No: 3. RM3781 Lot No: 5 - Lot title: Scanning Services
V.1)Date of contract award decision:
12.12.2016
V.2)Information about offers
Number of offers received: 16
V.3)Name and address of economic operator in favour of whom the contract award decision has been taken

Official name: TNT UK Ltd
Postal address: PO Box 99, Stubbins Vale Mill, Stubbins Vale Road, Ramsbottom
Town: Bury
Postal code: BL8 9BF
Country: United Kingdom
E-mail: tnbids@tnt.co.uk
Telephone: +44 01827303030
Fax: +44 01827318824
Internet address: http://www.tnt.co.uk

V.4)Information on value of contract
Initial estimated total value of the contract:
Value: 25 000 000 GBP
Excluding VAT
V.5)Information about subcontracting
The contract is likely to be sub-contracted: no
Contract No: 4. RM3781 Lot No: 5 - Lot title: Scanning Services
V.1)Date of contract award decision:
12.12.2016
V.2)Information about offers
Number of offers received: 16
V.3)Name and address of economic operator in favour of whom the contract award decision has been taken

Official name: Williams Lea Ltd
Postal address: Altgate Tower, 2 Leman Street
Town: London
Postal code: E1 8FA
Country: United Kingdom
E-mail: bidteam.emea@williamslea.com
Telephone: +44 02072514571
Fax: +44 02073367462
Internet address: http://http:www.wlt.com

V.4)Information on value of contract
Initial estimated total value of the contract:
Value: 25 000 000 GBP
Excluding VAT
V.5)Information about subcontracting
The contract is likely to be sub-contracted: yes
Value or proportion of the contract likely to be sub-contracted to third parties:
Not known
Contract No: 5. RM3781 Lot No: 5 - Lot title: Scanning Services
V.1)Date of contract award decision:
12.12.2016
V.2)Information about offers
Number of offers received: 16
V.3)Name and address of economic operator in favour of whom the contract award decision has been taken

Official name: Xerox (UK) Ltd
Postal address: Bridge House, Oxford Road, Uxbridge
Town: Middlesex
Postal code: UB8 1HS
Country: United Kingdom
E-mail: UXB.BidTeam@xerox.com
Telephone: +44 01895251133
Fax: +44 01895843444
Internet address: http://www.xerox.co.uk

V.4)Information on value of contract
Initial estimated total value of the contract:
Value: 25 000 000 GBP
Excluding VAT
V.5)Information about subcontracting
The contract is likely to be sub-contracted: yes
Value or proportion of the contract likely to be sub-contracted to third parties:
Not known
Contract No: 6. RM3781 Lot No: 6 - Lot title: Sensitivity Review Service
V.1)Date of contract award decision:
12.12.2016
V.2)Information about offers
Number of offers received: 2
V.3)Name and address of economic operator in favour of whom the contract award decision has been taken

Official name: Iron Mountain (UK) Ltd
Postal address: Third Floor, Cottons Centre, Tooley Street
Town: London
Postal code: SE1 2TT
Country: United Kingdom
E-mail: enquiries@ironmountain.co.uk
Telephone: +44 02079391500
Fax: +44 02079391501
Internet address: http://www.ironmountain.co.uk

V.4)Information on value of contract
Initial estimated total value of the contract:
Value: 35 000 000 GBP
Excluding VAT
V.5)Information about subcontracting
The contract is likely to be sub-contracted: yes
Value or proportion of the contract likely to be sub-contracted to third parties:
Not known
Contract No: 7. RM3781 Lot No: 6 - Lot title: Sensitivity Review Service
V.1)Date of contract award decision:
12.12.2016
V.2)Information about offers
Number of offers received: 2
V.3)Name and address of economic operator in favour of whom the contract award decision has been taken

Official name: TFPL
Postal address: 80 Borough High Street
Town: London
Postal code: SE1 1LL
Country: United Kingdom
Telephone: +44 02073787068
Internet address: http://www.tfpl.com

V.4)Information on value of contract
Initial estimated total value of the contract:
Value: 35 000 000 GBP
Excluding VAT
V.5)Information about subcontracting
The contract is likely to be sub-contracted: no
Contract No: 8. RM3781 Lot No: 7 - Lot title: Audit and Consultancy Services
V.1)Date of contract award decision:
12.12.2016
V.2)Information about offers
Number of offers received: 4
V.3)Name and address of economic operator in favour of whom the contract award decision has been taken

Official name: EKM4 Ltd
Postal address: Redland House, 157 Redland Road
Town: Bristol
Postal code: BS6 6YE
Country: United Kingdom
E-mail: info@ekm4.net
Telephone: +44 01985217920
Internet address: http://www.ekm4.net

V.4)Information on value of contract
Initial estimated total value of the contract:
Value: 1 200 000 GBP
Excluding VAT
V.5)Information about subcontracting
The contract is likely to be sub-contracted: yes
Value or proportion of the contract likely to be sub-contracted to third parties:
Not known
Contract No: 9. RM3781 Lot No: 7 - Lot title: Audit and Consultancy Services
V.1)Date of contract award decision:
12.12.2016
V.2)Information about offers
Number of offers received: 4
V.3)Name and address of economic operator in favour of whom the contract award decision has been taken

Official name: Purosolutions
Postal address: 87 Heath Lea
Town: Halifax
Postal code: HX1 2DA
Country: United Kingdom
Telephone: +44 01422342794
Fax: +44 01422500015
Internet address: http://www.purosolutions.co.uk

V.4)Information on value of contract
Initial estimated total value of the contract:
Value: 1 200 000 GBP
Excluding VAT
V.5)Information about subcontracting
The contract is likely to be sub-contracted: no
Contract No: 10. RM3781 Lot No: 7 - Lot title: Audit and Consultancy Services
V.1)Date of contract award decision:
12.12.2016
V.2)Information about offers
Number of offers received: 4
V.3)Name and address of economic operator in favour of whom the contract award decision has been taken

Official name: UK Print Audits Limited
Postal address: 11 Dalton Court, Commercial Road
Town: Darwen
Postal code: BB3 0DG
Country: United Kingdom
E-mail: office@ukprintaudits.co.uk
Telephone: +44 07708932294
Internet address: http://www.ukprintaudits.co.uk

V.4)Information on value of contract
Initial estimated total value of the contract:
Value: 1 200 000 GBP
Excluding VAT
V.5)Information about subcontracting
The contract is likely to be sub-contracted: no

Section VI: Complementary information

VI.1)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.2)Additional information:
The following information has been captured in accordance with the requirements of Regulation 50 of the Public Contracts Regulations 2015:
The Authority received a total of 20 tenders in response to Lot 1, Lot 5, Lot 6 and Lot 7 of this procurement, all of which were received electronically via the Authority's e-Sourcing Suite.
The Authority did not receive tenders from non-EU States or other EU Member States.
This Framework Agreement commenced on 12.12.2016 and the Framework Agreement will conclude on 26.10.2020.
The NUTS Code(s) for Canon (UK) Ltd, Cleardata UK Ltd, EKM4 Ltd, Iron Mountain (UK) Ltd, Purosolutions, TFPL, TNT UK Ltd, UK Print Audits Ltd, Williams Lea Ltd and Xerox (UK) Ltd is the UK.
The Authority received five (5) tenders from the Suppliers shown above who are Small Medium Enterprises (SME's) and were successfully awarded.
VI.3)Procedures for appeal
VI.3.1)Body responsible for appeal procedures
VI.3.2)Lodging of appeals
VI.3.3)Service from which information about the lodging of appeals may be obtained
VI.4)Date of dispatch of this notice:
5.1.2017