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United Kingdom-Blackpool: Records management
Section I: Contracting authority
Section II: Object
DWP Records Management Services
The purpose of this tender is to appoint a single supplier who will be responsible for the provision of a records management service which shall include:
An on-site records management service. The primary business as usual operational elements of the records management requirements are:
• intake and return of records;
• storage of records;
• destruction of records;
• secure removal of confidential waste;
• management and maintenance of records management IT system;
• user support;
• provision of records management consumables.
As well as the BAU requirements listed, the specification also includes the requirement for a full File Audit of all records in storage. This will include the validation, reconciliation and consolidation of all items.
Heywood Store, Manchester Road, Heywood, Lancashire OL10 2PZ.
The services will require that the successful supplier will be responsible for the provision of a records management service which shall include the requirement to undertake a file audit and consolidation exercise over the contract period to validate the DWP record holdings and manage the space effectively within the Heywood Store. This is to ensure that come the end of the contract term, the boxes DWP plans to transfer to an off-site facility are at the optimum capacity and contents are validated as accurate.
DWP currently utilise the O’Neills system as it’s records management IT system and the successful supplier is required to fully manage and maintain the system on behalf of DWP.
The supplier will be required to provide a help‑desk service to answer DWP user's enquiries in relation to the records management IT system and other general service enquiries related to the provision of the services.
Section III: Legal, economic, financial and technical information
Potential suppliers will be evaluated against the criteria set out in the procurement documents.
Section IV: Procedure
The team will manage the procurement process through an eProcurement Solution Portal.
Section VI: Complementary information
How to express interest in this tender
1) Register on the eSourcing portal (this is only required once): https://dwp.bravosolution.co.uk and click the link to register:
— accept the terms and conditions and click 'Continue';
— enter your correct business and user details;
— note your chosen username and click 'Save'. You will receive an email with your password (keep this secure).
2) Express an interest in the tender:
— login to the portal with the username/password;
— click the 'PQQs/ITTs Open To All Suppliers' link (These are pre-qualification questionnaires or Invitations to Tender open to any registered supplier);
— click on the relevant exercise to access the content;
— click the 'Express Interest' button at the top of the page;
— this will move the PQQ /ITT into your 'My PQQs/ My ITTs' page (A secure area reserved for your projects only);
— you can now access any attachments by clicking 'Buyer Attachments' in the 'PQQ/ITT Details' box.
3) Responding to the tender:
— click 'My Response' under 'PQQ/ITT Details', you can choose to 'Create Response' or to 'Decline to Respond' (please give a reason if declining);
— you can now use the 'Messages' function to communicate with the buyer and seek any clarification;
— note the deadline for completion. Follow the onscreen instructions to complete the PQQ/ ITT;
— there may be a mixture of online and offline actions to complete (detailed online help available).
To submit your reply use the 'Submit Response' button (top of the page).
For further assistance please consult the online help, or the eTendering help desk.
The authority expressly reserves the right:
(i) to not award any contracts as a result of the procurement process commenced by publication of this notice; and
(ii) to make whatever changes it may see fit to the content and structure of the tendering competition.
In no circumstances will the authority be liable for any costs incurred by the potential supplier.
The authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. The Public Contracts Regulations 2015 (SI 2015/102) provide for aggrieved parties to take action in the High Court. Any such action must be brought within the relevant time limits. Where a contract has not been entered into, the court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into, the court may award damages and in the case of specified breaches of the rules may also order the termination of the contract and the levying of fines. Precise deadlines and the situations in which the deadlines can be extended are contained within part 3 of the Public Contracts Regulations 2015 (SI 2015/102).