Services - 615650-2020

18/12/2020    S247

United Kingdom-Blackpool: Records management

2020/S 247-615650

Contract notice

Services

Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: Department for Work and Pensions
Postal address: Commercial Directorate, Peel Park: the Shell, Level 2, Brunel Way
Town: Blackpool
NUTS code: UK UNITED KINGDOM
Postal code: FY4 5ES
Country: United Kingdom
Contact person: The team will manage the procurement process through an eProcurement Solution Portal. All interested parties should register at https://dwp.bravosolution.co.uk and view the relevant details regarding how to participate
E-mail: RECORDSMANAGEMENT.HEYWOOD@DWP.GOV.UK
Telephone: +44 2045210262
Internet address(es):
Main address: https://www.gov.uk/government/organisations/department-for-work-pensions
I.3)Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: https://dwp.bravosolution.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://dwp.bravosolution.co.uk
Tenders or requests to participate must be submitted to the abovementioned address
I.4)Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local subdivisions
I.5)Main activity
Social protection

Section II: Object

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

DWP Records Management Services

Reference number: ITT_21517
II.1.2)Main CPV code
79996100 Records management
II.1.3)Type of contract
Services
II.1.4)Short description:

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;

• retrieval;

• 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.

II.1.5)Estimated total value
Value excluding VAT: 9 500 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: no
II.2)Description
II.2.2)Additional CPV code(s)
48311100 Document management system
63121100 Storage services
72512000 Document management services
79995100 Archiving services
92512100 Archive destruction services
II.2.3)Place of performance
NUTS code: UKD36 Greater Manchester North West
Main site or place of performance:

Heywood Store, Manchester Road, Heywood, Lancashire OL10 2PZ.

II.2.4)Description of the procurement:

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.

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
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Start: 01/05/2021
End: 10/01/2023
This contract is subject to renewal: no
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

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:

Potential suppliers will be evaluated against the criteria set out in the procurement documents.

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

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
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
Notice number in the OJ S: 2020/S 212-520553
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 25/01/2021
Local time: 11:00
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:
English
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders
Date: 25/01/2021
Local time: 11:00
Place:

The team will manage the procurement process through an eProcurement Solution Portal.

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
VI.3)Additional information:

Suppliers instructions:

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.

VI.4)Procedures for review
VI.4.1)Review body
Official name: Department for Work and Pensions
Postal address: Caxton House, Tothill Street
Town: London
Postal code: SW1H 9NA
Country: United Kingdom
VI.4.2)Body responsible for mediation procedures
Official name: Department for Work and Pensions
Postal address: Commercial Directorate, Peel Park, the Shell, Level 2, Brunel Way
Town: Blackpool
Postal code: FY4 5ES
Country: United Kingdom
VI.4.3)Review procedure
Precise information on deadline(s) for review procedures:

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).

VI.4.4)Service from which information about the review procedure may be obtained
Official name: Department for Work and Pensions
Postal address: Commercial Directorate, Peel Park, the Shell, Level 2, Brunel Way
Town: Blackpool
Postal code: FY4 5ES
Country: United Kingdom
E-mail: RECORDSMANAGEMENT.HEYWOOD@DWP.GOV.UK
Internet address: https://www.gov.uk/government/organisations/department-for-work-pensions
VI.5)Date of dispatch of this notice:
15/12/2020