Section one: Contracting authority
one.1) Name and addresses
HAMPSHIRE COUNTY COUNCIL
The Castle
WINCHESTER
SO238ZB
Contact
Katerina Ploumakis
strategic.procurement@hants.gov.uk
Country
United Kingdom
Region code
UKJ36 - Central Hampshire
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://in-tendhost.co.uk/hampshire/aspx/Home
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://in-tendhost.co.uk/hampshire/aspx/Home
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
Subject Access Request Support Services
Reference number
CS23760
two.1.2) Main CPV code
- 72314000 - Data collection and collation services
two.1.3) Type of contract
Services
two.1.4) Short description
Hampshire County Council (the Authority) invites applications from suitably experienced organisations who wish to tender for a position on the Dynamic Purchasing System (DPS) for the processing of Subject Access Requests (SAR) in the event of a backlog of requests.
The requirement involves handling and processing data of Children's Services SARs disclosures under the laws of UK General Data Protection Regulation (UK GDPR) and the Data Protection Act(2018).The service required from providers would be to redact Children's Services documents provided by Hampshire County Council (HCC) in line with exemptions specified in the UK GDPR.
The DPS will be procured using the restricted procedure under 34(5) of the Public Contract Regulations 2015 (PCRs).
two.1.5) Estimated total value
Value excluding VAT: £600,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKJ3 - Hampshire and Isle of Wight
two.2.4) Description of the procurement
The DPS will be established in accordance with Regulation34(5) of the PCRs with a DPS start date of March 2025.
The Authority is establishing this mechanism as a way to deal with any backlog of SARs in a timely manner and within the designated timescales as prescribed by legislation. The following aims and objectives have been established by the Authority for providers to deliver against:
- Successful providers will provide Subject Access Request disclosures within statutory timeframes stipulated in the UK GDPR. These timeframes will be given to the provider by the Authority when the package of work is advertised.
- Successful providers will ensure that responses provided to the Authority are accurate and that all information that is exempt from disclosure has been removed or marked for removal.
- Successful providers will ensure that all information is secured to the appropriate security standards (as defined by the Authority) in transit and whilst being held in the provider's host system. No personal or special category data will leave the provider's system as part of this process unless it is agreed by the Authority.
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: £600,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
24 March 2025
End date
23 March 2028
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
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
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: 2025/S 000-000171
four.2.2) Time limit for receipt of tenders or requests to participate
Date
5 March 2025
Local time
2:00pm
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
High Court of England and Wales
London
Country
United Kingdom