Section one: Contracting authority
one.1) Name and addresses
London Borough of Lambeth
Town Hall, Brixton Hill
London
SW2 1RW
Contact
Peter Ransom
Country
United Kingdom
NUTS code
UKI45 - Lambeth
National registration number
n/a
Internet address(es)
Main address
Buyer's address
https://uk.eu-supply.com/ctm/Company/CompanyInformation/Index/18
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=58238&B=LBLAMBETH
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=58238&B=LBLAMBETH
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Digital Records Solution
Reference number
Digital Records Solution
two.1.2) Main CPV code
- 79996100 - Records management
two.1.3) Type of contract
Services
two.1.4) Short description
This programme will provide a single, council-wide, digital solution enabling us to store, access and retrieve the records we value safely and securely. What this means is knowing where our data is and how to access it on demand, improving our efficiency and the experience for the council, citizens, and communities. We will achieve this through digitising existing records and aligning existing digital data to a common standard across all council departments, enabling automatic retention and processing of records. By adopting a sustainable digital infrastructure, we will build the foundation for future improvements.
This Tender is for the Scanning and digitisation of the Physical records, creation of a digital database, retrieval software and destruction of most of the records once scanned. Some physical records are required post scanning, e.g. Registrars records.
two.1.5) Estimated total value
Value excluding VAT: £6,980,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 30216110 - Scanners for computer use
- 30216120 - Optical-character-recognition equipment
- 30216130 - Barcode readers
- 32353100 - Records
- 48000000 - Software package and information systems
- 60160000 - Mail transport by road
- 63120000 - Storage and warehousing services
- 72000000 - IT services: consulting, software development, Internet and support
- 79520000 - Reprographic services
- 79999100 - Scanning services
- 92512000 - Archive services
two.2.3) Place of performance
NUTS codes
- UKI45 - Lambeth
two.2.4) Description of the procurement
This programme will provide a single, council-wide, digital solution enabling us to store, access and retrieve the records we value safely and securely. What this means is knowing where our data is and how to access it on demand, improving our efficiency and the experience for the council, citizens, and communities. We will achieve this through digitising existing records and aligning existing digital data to a common standard across all council departments, enabling automatic retention and processing of records. By adopting a sustainable digital infrastructure, we will build the foundation for future improvements.
This Tender is for the Scanning and digitisation of the Physical records, creation of a digital database, retrieval software and destruction of most of the records once scanned. Some physical records are required post scanning, e.g. Registrars records.
Given the large volume of activity at the beginning of the contract, co-ordinating the transfer of the physical records from the incumbent supplier, the digitisation of those records (estimated 40million pages) and set up of the Digital Records Solution - it is anticipated the vast majority of expenditure (86%) of the estimated contract costs for the scheduled 8-year contract term will be incurred within the first 12-18 months of the contract.
The contract duration is a maximum 8-year term, with provision for early termination from the end of the second year, where it is anticipated the digitisation process of existing physical records would have been completed.
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: £6,980,000
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 contract duration is a maximum 8-year term commencing 1 August 2023, with provision for early termination from the end of the second year, where it is anticipated the digitisation process of existing physical records would have been completed.
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 6
Objective criteria for choosing the limited number of candidates:
Potential Providers are asked to submit a response electronically to the Standard Selection Questionnaire (SSQ) and the associated supplementary Project Specific Questions through EU Supply, ensuring all the questions are answered.
The Council will evaluate only those Standard Selection Questionnaire submissions made electronically through EU Supply.
The Council has included Supplementary Project Specific Questions and determined threshold criteria which must be met in order for potential Suppliers to be shortlisted. The Council will only select potential Suppliers for shortlisting if they meet the required threshold requirements (pass/fail) of the SSQ Project Specific questions. It is proposed a maximum of 6 (highest scoring) Suppliers will be shortlisted to the next stage. All Potential Suppliers will be notified of their success or otherwise before moving onto the next stage.
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
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
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted 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
3 March 2023
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
The Royal Court of Justice
The Strand
London
WC2A 2LL
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
The Royal Courts of Justice
The Strand
London
WC2A 2LL
Country
United Kingdom
six.4.4) Service from which information about the review procedure may be obtained
Cabinet Office
70 White Hall
London
SW1 2AS
Country
United Kingdom