Section one: Contracting authority
one.1) Name and addresses
Welsh Government - Commercial Delivery
Crown Buildings, Cathays Park
Cardiff
CF10 3NQ
CommercialProcurementICT@gov.wales
Telephone
+44 3007900170
Country
United Kingdom
NUTS code
UKL - Wales
Internet address(es)
Main address
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.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 above-mentioned address
Tenders or requests to participate must be submitted electronically via
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/
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Digitisation, Storage and Disposal Services
Reference number
NPS-0054-16
two.1.2) Main CPV code
- 79996100 - Records management
two.1.3) Type of contract
Services
two.1.4) Short description
Welsh Government Commercial Delivery (formally National Procurement Service/NPS), on behalf of the Welsh Public Sector, established a Dynamic Purchasing System (DPS) for use by public sector organisations in Wales on the 16th of January 2017. The initial period of validity of the DPS was due to end on the 15th of January 2021 but was extended to the 15th of January 2023. This notice is to extend the arrangement for a further 24 months to the 15th of January 2025 with an updated total period of validity of 8years/96months.
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The DPS covers Services in the following two lots:
- Lot 1: Digitisation, Storage and Disposal of Records
- Lot 2: Recycling, Reuse and Disposal of ICT Assets
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This DPS is "Reserved" as described in Regulation 20(1)(a) of the 2015 Public Contracts Regulations (as amended). Eligibility to participate is restricted to sheltered workshops and economic operators whose main aim is the social and professional integration of disabled or disadvantaged persons, provided that at least 30% of the employees of those workshops, economic operators or programmes are disabled or disadvantaged workers.
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This procurement is being conducted by the Welsh Government Commercial Delivery Team (WGCD), previously the National Procurement Service/NPS. Further information can be accessed from the following URL: https://gov.wales/national-procurement-service
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Over 73 public sector organisation in Wales are eligible to use WGCD Agreements, including all Local Authorities, NHS bodies, Welsh Government, Welsh Government Sponsored Bodies, the Police, Fire and Rescue Services, Higher and Further Education. The agreement will be available for use by Organisations in Wales including 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 eligible 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.
two.1.5) Estimated total value
Value excluding VAT: £4,000,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for maximum number of lots
2
two.2) Description
two.2.1) Title
Digitisation, Storage and Disposal of Records
Lot No
1
two.2.2) Additional CPV code(s)
- 79996100 - Records management
- 63121000 - Storage and retrieval services
- 63121100 - Storage services
- 79999100 - Scanning services
- 92512000 - Archive services
- 92512100 - Archive destruction services
- 90513000 - Non-hazardous refuse and waste treatment and disposal services
two.2.3) Place of performance
NUTS codes
- UKL - Wales
two.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”.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £4,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
96
This contract is subject to renewal
Yes
Description of renewals
The period of validity for this Dynamic Purchasing system can be amended (extended or terminated early) in accordance with Regulation 34.(27-28a) of the Public Contracts Regulations 2015 (as amended).
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 15
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.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.
two.2) Description
two.2.1) Title
Secure Recycling, Reuse and Disposal of ICT Assets
Lot No
2
two.2.2) Additional CPV code(s)
- 90500000 - Refuse and waste related services
- 90514000 - Refuse recycling services
two.2.3) Place of performance
NUTS codes
- UKL - Wales
two.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”.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £4,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
96
This contract is subject to renewal
Yes
Description of renewals
The period of validity for this Dynamic Purchasing system can be amended (extended or terminated early) in accordance with Regulation 34.(27-28a) of the Public Contracts Regulations 2015 (as amended).
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 15
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.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 three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.1.5) Information about reserved contract
The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
four.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
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2016/S 195-351327
four.2.2) Time limit for receipt of tenders or requests to participate
Date
14 January 2025
Local time
5:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
15 January 2025
four.2.4) Languages in which tenders or requests to participate may be submitted
English, Welsh
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
NOTE: The Invitation to Tender (ITT) documentation can be accessed via https://etenderwales.bravosolution.co.uk, reference “pqq_32290 - NPS Digitisation, Storage and Destruction - applications onto the established DPS”
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The Welsh Ministers (WGCD) will not be liable for any bidder costs arising from applications to the DPS process or any call-off procedures.
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Related notices: OJEU Contract Notice 2016/S195-351327; Sell2Wales Notice ID: MAR188934 and Sell2Wales Notice ID:JAN356905.
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=128114
(WA Ref:128114)
The buyer considers that this contract is suitable for consortia.
six.4) Procedures for review
six.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
Telephone
+44 2079477501
Country
United Kingdom