Section one: Contracting authority/entity
one.1) Name and addresses
National Library of Scotland
George IV Bridge
Edinburgh
EH1 1EW
Contact
Alyssa Lamb
Telephone
+44 1316233790
Fax
+44 1316233701
Country
United Kingdom
NUTS code
UKM - Scotland
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11622
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Supply of Archival Boxboard
Reference number
2021.22.001
two.1.2) Main CPV code
- 22992000 - Hand-made paper or paperboard
two.1.3) Type of contract
Supplies
two.2) Description
two.2.2) Additional CPV code(s)
- 22992000 - Hand-made paper or paperboard
- 22993100 - Photosensitive paper or paperboard
- 22993200 - Heat-sensitive paper or paperboard
- 22993400 - Corrugated paper or paperboard
- 22993300 - Thermographic paper or paperboard
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
Main site or place of performance
National Library of Scotland, 4 Bankhead Medway, Edinburgh, EH11 4BY
two.2.4) Description of the procurement at the time of conclusion of the contract:
The National Library of Scotland ‘the Library’ and National Records of Scotland ‘NRS’ both use KasemakeCAD box making machines for the production of archival boxes. The Library also uses a Global RBC70 die-cutting machine.
Both organisations require a call-off contract for supply and delivery of archival boxboard and associated services as detailed in full below. This contract will replace the current contract that is due to end in January 2022.
The Library and NRS both contribute to the effective administration of Scotland by collecting, holding, preserving and archiving certain public records and by making them available in accordance with their statutory and other functions.
Both Organisations require archival folding board (board) for use on CAD box-making machines and die cutting machines to produce archival boxes. The archival boxes will provide a micro-environment for archival collections including books, papers and photographs, protecting them from fluctuations in temperature and relative humidity, exposure to light and dust, handling damage and the accidental release of water.
All storage and archival work undertaken by the Organisations is carried out in compliance with ISO 16245:2009 Information and documentation - Boxes, file covers and other enclosures, made from cellulosic materials, for storage of paper and parchment documents and BS 4971:2017 Conservation and care of archive and library collections.
two.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
48
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 four. Procedure
four.2) Administrative information
four.2.1) Contract award notice concerning this contract
Notice number: 2021/S 000-021651
Section five. Award of contract/concession
Contract No
2021.22.001
Title
Supply of Archival Boxboard
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract/concession award decision:
5 January 2022
five.2.2) Information about tenders
The contract/concession has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Conservation By Design Limited
2 Wolseley Road
Bedford
MK42 7AD
Telephone
+44 1234846359
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor/concessionaire is an SME
Yes
five.2.4) Information on value of the contract/lot/concession (at the time of conclusion of the contract;excluding VAT)
Total value of the procurement: £135,000
Section six. Complementary information
six.3) Additional information
The SPD module scoring methodology and minimum mandatory requirements is detailed at sections 10 & 11 of the Contract Notice Instruction and Guidance Document.
To safequard the effective delivery of the contract , the Library will require any key subcontractors proposed to be used for the delivery of the contract to complete sections A and B of Part II and Part III only of the SPD (S)
Contract Award criteria will be made available along with the ITT and Schedules to tender to the successful Bidders.
The Library is not bound to accept the lowest price or any tendered submission.
(SC Ref:820545)
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sheriff Court
Sheriff Court House, 27 Chambers Street
Edinburgh
EH1 1LB
Telephone
+44 1312252525
Country
United Kingdom
Internet address
https://scotcourts.gov.uk/about-the-scottish-court-service/contact-us
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Precise information on deadline(s) for review procedures:
The Library will incorporate a minimum of 10 calendar days standstill period at the point of which information on the decision to award the contract is communicated to tenderers (the standstill notification).An economic operator that suffers, or risks suffering , loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or Court of Sessions after informing the Library of its intentions.
Section seven: Modifications to the contract/concession
seven.1) Description of the procurement after the modifications
seven.1.1) Main CPV code
- 22992000 - Hand-made paper or paperboard
seven.1.2) Additional CPV code(s)
- 22993100 - Photosensitive paper or paperboard
- 22993200 - Heat-sensitive paper or paperboard
- 22993400 - Corrugated paper or paperboard
- 22993300 - Thermographic paper or paperboard
seven.1.3) Place of performance
NUTS code
- UKM75 - Edinburgh, City of
seven.1.4) Description of the procurement:
The National Library of Scotland ‘NLS’ and the National Records of Scotland ‘NRS’ have extended the financial value of this contract by 20% in line with Regulation 72(1)(e) of the Public Contracts (Scotland) Regulations 2015. The duration stipulated under section II.2.7 below is an estimate only, and the exact end date for the contract period covered by this modification will be driven by the maximum allowable financial spend during this period.
seven.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
10
seven.1.6) Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession:
£26,500
seven.1.7) Name and address of the contractor/concessionaire
Conservation By Design Limited
18 Triumph Way
Bedford
MK42 7QB
Telephone
+44 1234846300
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor/concessionaire is an SME
Yes
seven.2) Information about modifications
seven.2.1) Description of the modifications
Nature and extent of the modifications (with indication of possible earlier changes to the contract):
The National Library of Scotland ‘NLS’ and the National Records of Scotland ‘NRS’ have extended the financial value of this contract by 20% in line with Regulation 72(1)(e) of the Public Contracts (Scotland) Regulations 2015. The duration stipulated under section II.2.7 below is an estimate only, and the exact end date for the contract period covered by this modification will be driven by the maximum allowable financial spend during this period.
seven.2.2) Reasons for modification
Need for additional works, services or supplies by the original contractor/concessionaire.
Description of the economic or technical reasons and the inconvenience or duplication of cost preventing a change of contractor:
Soon after contract commencement in 2022, the contracted fees rose by around 50% due to the outbreak of the war in Ukraine, as one of the chemicals required to make the cardboard covered by this contract was to that date sourced from Ukraine which as no longer possible. Therefore, the allocated contract budget vs the amount of cardboard required had to be re-aligned, resulting in the decision to extend the contract value non-substantially to allow the purchase of outstanding cardboard at a revised budget. This revised budget was not available during the initial contract term.
seven.2.3) Increase in price
Updated total contract value before the modifications (taking into account possible earlier contract modifications, price adaptions and average inflation)
Value excluding VAT: £26,500
Total contract value after the modifications
Value excluding VAT: £160,000