Section one: Contracting authority
one.1) Name and addresses
NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust)
4-5 Charnwood Court,, Heol Billingsley, Parc Nantgarw
Cardiff
CF15 7QZ
Telephone
+44 2920902255
Country
United Kingdom
NUTS code
UK - UNITED KINGDOM
Internet address(es)
Main address
http://nwssp.nhs.wales/ourservices/procurement-services/
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0221
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
Health
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Invitation to Tender for the Procurement of Off-Site Archiving of Records for Velindre Cancer Centre.
Reference number
VEL-VCC-FTS-40226
two.1.2) Main CPV code
- 79995100 - Archiving services
two.1.3) Type of contract
Services
two.1.4) Short description
Velindre Cancer Centre has used off-site storage facilities for archiving Organisational records.
In addition to the storage of historical archived health records, the Trust also archives non clinical information such as financial and Estates data.
It is a requirement to retain Velindre health records for a period of time in line with Velindre University NHS Trust Records Policy.
Velindre are looking for a supplier to provide the Off-site archiving service.
two.1.5) Estimated total value
Value excluding VAT: £168,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79995100 - Archiving services
- 92500000 - Library, archives, museums and other cultural services
- 92512000 - Archive services
- 92510000 - Library and archive services
two.2.3) Place of performance
NUTS codes
- UKL22 - Cardiff and Vale of Glamorgan
Main site or place of performance
Velindre Cancer Centre
Velindre Road
Whitchurch
Cardiff
CF14 2TL
two.2.4) Description of the procurement
The requirement is to meet the Trust’s archiving requirements for the next 2 years with an option to extend for a further 2 years. The Supplier will be required:
The supplier must do a site survey before submitting their Tender response.
On initiation of the service, to collect from current supplier (if different) and transport them securely to an off-site storage site.
To store these items with due regard to security and confidentiality.
To provide a retrieval and delivery service Monday to Friday from 8:30 to 5pm.
To provide any urgent retrieval and delivery service Monday to Friday from 8.30 to 5pm within 24 hrs of the request or if there is a requirement for the patient to have treatment on the same day, retrieval of notes within 5 hours of the request
Suppliers should note that:
They will be expected to use the Trust’s existing archiving system (of archiving boxes).
Once a record has been retrieved and delivered, there is no requirement to return it to the box it came from unless specifically requested by the requesting department. Once retrieved, records will be archived again in the usual way.
The archiving of the Organisational records to the archive box is the responsibility of the Trust staff.
Any reboxing of notes by the supplier should replicate the number of the box.
There is no requirement for filing.
There is no requirement to destroy old records and documents, unless specifically requested in writing.
Further requirements are noted in the Tender documentations
two.2.5) Award criteria
Quality criterion - Name: Knowledge / Weighting: 10%
Quality criterion - Name: Experience / Weighting: 10%
Quality criterion - Name: Working Relationships / Weighting: 15%
Quality criterion - Name: Delivery / Weighting: 25%
Price - Weighting: 40%
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
24
This contract is subject to renewal
Yes
Description of renewals
Option to extend for a further +1 +1 years
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
Tenders must be submitted and communicated through Bravo E tender Wales's electronic portal
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
The Supplier must comply with BS 5454:2012
The Supplier MUST be able to demonstrate compliance with the Lord Chancellor’s code of Practice on the management of records, issued under section 46 of the Freedom of Information Act 2000 and associated National Archives Guidance
The Supplier must comply with ISO14001 Environmental Management standard.
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.2) Conditions related to the contract
three.2.2) Contract performance conditions
Please see Tender documentation
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
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.2.2) Time limit for receipt of tenders or requests to participate
Date
8 March 2021
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English, Welsh
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 30 September 2021
four.2.7) Conditions for opening of tenders
Date
8 March 2021
Local time
12:30pm
Place
Via Bravo E Tender Wales portal
Information about authorised persons and opening procedure
Via Bravo E Tender Wales portal
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: Estimated for June 2024 (if both extensions are fulfilled)
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
All information and communication is to be completed via Bravo ETender Wales.
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=108004
(WA Ref:108004)
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