Services - 358474-2017

13/09/2017    S175

United Kingdom-Leicester: Document management services

2017/S 175-358474

Prior information notice

This notice aims at reducing time limits for receipt of tenders

Services

Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: ESPO
Postal address: Barnsdale Way, Grove Park, Enderby
Town: Leicester
NUTS code: UK UNITED KINGDOM
Postal code: LE19 1ES
Country: United Kingdom
Contact person: Ms Krishna Mistry
E-mail: tenders@espo.org
Telephone: +44 1162944163
Internet address(es):
Main address: http://www.espo.org/
I.2)Information about 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: www.eastmidstenders.org
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.eastmidstenders.org
I.4)Type of the contracting authority
Regional or local authority
I.5)Main activity
Other activity: local authority services

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

390_18 Document Management Solutions.

Reference number: 390_18
II.1.2)Main CPV code
72512000 Document management services
II.1.3)Type of contract
Services
II.1.4)Short description:

ESPO is seeking to establish a framework agreement with a number of suppliers for the provision of scanning, storage, retrieval and associated services. The key aim of the framework will be to promote efficiencies and cost savings.

To express an interest: (a) Go to www.eastmidstenders.org, (b) Register (c) Search for tender opportunity ‘390_18’, (d) Express an interest.

Please note this is a Prior Information Notice and tender documentation is not available yet.

II.1.5)Estimated total value
Value excluding VAT: 30 000 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: yes
Tenders may be submitted for all lots
II.2)Description
II.2.1)Title:

Electronic document scanning services and software solutions

Lot No: 1
II.2.2)Additional CPV code(s)
48311100 Document management system
63121000 Storage and retrieval services
63121100 Storage services
72300000 Data services
72317000 Data storage services
72512000 Document management services
79995100 Archiving services
79996100 Records management
79999100 Scanning services
92512100 Archive destruction services
II.2.3)Place of performance
NUTS code: UK UNITED KINGDOM
II.2.4)Description of the procurement:

This lot requires service providers to provide a full end-to end scanning solution preparation, scanning, indexing, encryption, electronic storage, transportation and secure disposal of documents. Including the supply, implementation and maintenance of EDRM (Electronic Document and Records Management Software), associated consultancy and training.

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: 10 000 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Start: 02/04/2018
End: 01/04/2020
II.2.10)Information about variants
II.2.11)Information about options
Options: yes
Description of options:

The framework agreement has the option to extend for up to a further 24 months. The total estimated value stated in Section II.1.5) includes the option period.

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
II.2)Description
II.2.1)Title:

Document storage, retrieval and associated services

Lot No: 2
II.2.2)Additional CPV code(s)
48311100 Document management system
63121000 Storage and retrieval services
72300000 Data services
72317000 Data storage services
72512000 Document management services
79995100 Archiving services
79996100 Records management
79999100 Scanning services
92512100 Archive destruction services
II.2.3)Place of performance
NUTS code: UK UNITED KINGDOM
II.2.4)Description of the procurement:

This lot requires service providers to provide preparation, collection, storage, retrieval, secure disposal of documents and any associated services.

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: 10 000 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Start: 02/04/2018
End: 01/04/2020
II.2.10)Information about variants
II.2.11)Information about options
Options: yes
Description of options:

The framework agreement has the option to extend for up to a further 24 months. The total estimated value stated in Section II.1.5) includes the option period.

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
II.2)Description
II.2.1)Title:

Total document management solutions

Lot No: 3
II.2.2)Additional CPV code(s)
48311100 Document management system
63121100 Storage services
72300000 Data services
72317000 Data storage services
72512000 Document management services
79995100 Archiving services
79996100 Records management
79999100 Scanning services
92512100 Archive destruction services
II.2.3)Place of performance
NUTS code: UK UNITED KINGDOM
II.2.4)Description of the procurement:

This lot requires service providers to provide a full end-to end solution for all scanning, storage and consultancy requirements. This includes scanning, indexing, encryption, electronic storage, transportation and secure disposal of documents, storage, retrieval, associated consultancy and training.

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: 10 000 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Start: 02/04/2018
End: 01/04/2020
II.2.10)Information about variants
II.2.11)Information about options
Options: yes
Description of options:

The framework agreement has the option to extend for up to a further 24 months. The total estimated value stated in Section II.1.5) includes the option period.

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 final lot structure is to be defined following further customer and market engagement.

II.3)Estimated date of publication of contract notice:
15/12/2017

Section IV: Procedure

IV.1)Description
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 several operators
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.2.5)Scheduled date for start of award procedures:

Section VI: Complementary information

VI.3)Additional information:

As a Central Purchasing Body as defined by the EU Procurement Directive 2014/24/EU of the European Parliament and of the Council, the Framework Agreement is open for use by Public Bodies (defined https://www.espo.org/ESPO/media/Documents/FAQs/ESPO-s_powers_to_trade__website_-2016-12-22.pdf) that also fall into one of the following classifications of user throughout all administrative regions of the UK: Local Authorities; Educational Establishments (including Academies); Central Government Departments and Agencies; Police, Fire and Rescue and Coastguard Emergency Services; NHS and HSC Bodies, including Ambulance Services; Registered Charities; Registered Social Landlords; or any public body established by or under the Scotland Act 1998 or any Act of the Scottish Parliament. Details of the classification of end user establishments and geographical areas is available on: http://www.espo.org/About-us-%281%29/FAQs/Legal

VI.4)Procedures for review
VI.4.1)Review body
Official name: ESPO
Postal address: Barnsdale Way, Grove Park, Enderby
Town: Leicester
Postal code: LE19 1ES
Country: United Kingdom
Internet address: www.espo.org
VI.5)Date of dispatch of this notice:
11/09/2017