Section one: Contracting authority
one.1) Name and addresses
NHS Shared Business Services
Halyard Court, 31 Broadway, The Quays
M50 2UW
Salford Quays
Contact
Charles Tarling
Country
United Kingdom
NUTS code
UK - United Kingdom
National registration number
05280446
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://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=37156&B=NHSSBS
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=37156&B=NHSSBS
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Other type
Joint Venture between the Department of Health and Sopra Steria
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Document Storage, Records Management and Integrated Solutions
Reference number
SBS/NL/ZWD/10173
two.1.2) Main CPV code
- 79996100 - Records management
two.1.3) Type of contract
Services
two.1.4) Short description
NHS SBS is looking to implement a Framework for the provision of Document Storage, Records Management and Integrated Solutions including;
Lot 1: Records Management,
Lot 2: Human Tissue Storage,
Lot 3: Scanning and Digitisation,
Lot 4: Electronic Document Records Management Systems (EDRMS),
Lot 5: One Stop Shop,
Lot 6: BSW STP,
two.1.5) Estimated total value
Value excluding VAT: £200,000,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Records Management
Lot No
1
two.2.2) Additional CPV code(s)
- 30193700 - File storage box
- 30234000 - Storage media
- 48311100 - Document management system
- 63120000 - Storage and warehousing services
- 63121100 - Storage services
- 72312200 - Optical character recognition services
- 72313000 - Data capture services
- 72317000 - Data storage services
- 79995100 - Archiving services
- 79999100 - Scanning services
- 92512000 - Archive services
- 92512100 - Archive destruction services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
Main site or place of performance
M50 2UW
two.2.4) Description of the procurement
Lot 1: Records Management, will include but not limited to:
• Document Storage
• Collections and Archiving
• Retrievals and Deliveries
• Records Disposal and Destruction
• Transportation
• Audit
• Transitional Support/Services
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
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
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) Description
two.2.1) Title
Human Tissue Storage
Lot No
2
two.2.2) Additional CPV code(s)
- 79996100 - Records management
- 30193700 - File storage box
- 63120000 - Storage and warehousing services
- 63121100 - Storage services
- 79995100 - Archiving services
- 92512000 - Archive services
- 92512100 - Archive destruction services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
Main site or place of performance
M50 2UW
two.2.4) Description of the procurement
Lot 2 Human Tissue Storage, will include but not limited to:
• Storage
• Retrievals and Deliveries
• Human Tissue Storage
• Destruction
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
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
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) Description
two.2.1) Title
Scanning & Digitalisation
Lot No
3
two.2.2) Additional CPV code(s)
- 79996100 - Records management
- 30234000 - Storage media
- 48311100 - Document management system
- 72312200 - Optical character recognition services
- 72313000 - Data capture services
- 72317000 - Data storage services
- 79995100 - Archiving services
- 79999100 - Scanning services
- 92512000 - Archive services
- 92512100 - Archive destruction services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
Main site or place of performance
M50 2UW
two.2.4) Description of the procurement
Lot 3 Scanning and Digitisation, will include but not limited to:
• Business Process and Content Management Systems (NON-CORE)
• Scanning
• Archiving
• Retrievals
• Records Disposal and Destruction
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
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
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) Description
two.2.1) Title
Electronic Document Records Management System (EDM/EDRMS)
Lot No
4
two.2.2) Additional CPV code(s)
- 79996100 - Records management
- 30234000 - Storage media
- 48311100 - Document management system
- 72313000 - Data capture services
- 72317000 - Data storage services
- 79995100 - Archiving services
- 79999100 - Scanning services
- 92512000 - Archive services
- 92512100 - Archive destruction services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
Main site or place of performance
M50 2UW
two.2.4) Description of the procurement
Lot 4 Electronic Document Records Management Systems (EDM/EDRMS), will include but not limited to:
• Business Process and Content Management Systems (NON-CORE)
• Electronic Document Records Management System
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
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
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) Description
two.2.1) Title
One Stop Shop
Lot No
5
two.2.2) Additional CPV code(s)
- 79996100 - Records management
- 30193700 - File storage box
- 30234000 - Storage media
- 48311100 - Document management system
- 63120000 - Storage and warehousing services
- 63121100 - Storage services
- 72312200 - Optical character recognition services
- 72313000 - Data capture services
- 72317000 - Data storage services
- 79995100 - Archiving services
- 79999100 - Scanning services
- 92512000 - Archive services
- 92512100 - Archive destruction services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
Main site or place of performance
M50 2UW
two.2.4) Description of the procurement
Lot 5 One Stop Shop; A Provision of a Fully Managed Service / ‘One Stop Shop’ covering all Records Management, Scanning, Electronic Records Document Management System and Digitisation modes as required by Approved Organisations.
• Covering Lots 1, 2, 3 and 4 as a total package/requirement
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
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
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) Description
two.2.1) Title
BSW STP (Bath and North East Somerset, Swindon and Wiltshire STP)
Lot No
6
two.2.2) Additional CPV code(s)
- 79996100 - Records management
- 30193700 - File storage box
- 30234000 - Storage media
- 63120000 - Storage and warehousing services
- 63121100 - Storage services
- 72312200 - Optical character recognition services
- 72313000 - Data capture services
- 72317000 - Data storage services
- 79995100 - Archiving services
- 79999100 - Scanning services
- 92512000 - Archive services
- 92512100 - Archive destruction services
two.2.3) Place of performance
NUTS codes
- UKK1 - Gloucestershire, Wiltshire and Bristol/Bath area
two.2.4) Description of the procurement
BSW STP (Bath and North East Somerset, Swindon and Wiltshire STP) Lot:
The BSW STP offer to market the entire portfolio of records management requirements with firm commitments from 4 Authorities (with scope for additional Authorities to join during the course of the contract). In order to support the national move towards digital records management and the reduction of paper files the contract is constructed to, where appropriate to do so, combine physical records management and future scanning requirements.
The Lot will include, but not limited to:
• Document Storage
• Retrieval and Delivery
• Collection and Re-Store
• Destruction
• Transition Support/Services
• Scanning and Digitisation
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
Yes
Description of renewals
There will be two x 24 Months options to extend, at the STP's discretion
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.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
Please refer to Procurement Documents”
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
Open procedure
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 40
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
19 April 2021
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 48 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
19 April 2021
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
The duration referenced in Section II.2.7 is for the placing of orders.
The value provided in Section II.1.5 is only an estimate. We cannot guarantee to successful suppliers any business through this framework agreement. Spend and volumes may vary throughout the life of the framework agreement from the anticipated levels given in this notice.
The Framework will be for the benefit, and on behalf, of public sector bodies, details of such bodies can be accessed at: https://www.sbs.nhs.uk/proc-framework-agreements-support
In addition, if provided for in the contract documents, NHS SBS may extend the scope and benefit of the Framework Agreement to private sector bodies, subject to the approval of NHS SBS. Whilst NHS SBS is not required by procurement legislation to do so, it has extended the principles of public procurement rules to provide its private sector customers with the best value and open and transparent procurement procedures.
The envisaged maximum number of participants to the framework agreement, stated in IV.1.3 is an estimate and is subject to change
six.4) Procedures for review
six.4.1) Review body
NHS Shared Business Services
Halyard Court, 31 Broadway
Salford
M50 2UW
Country
United Kingdom
Internet address
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
OJEU procedures include a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to bidders. This period allows unsuccessful bidders to seek further debriefing from the contracting authority before the contract is entered into. Such information should be requested from NHSSBS. If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly.