Section one: Contracting authority/entity
one.1) Name and addresses
Derby City Council
Corporation Street
Derby
DE12FS
Contact
Sam Black
Country
United Kingdom
Region code
UKF11 - Derby
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main 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
TD1966 - Provision of Records Office Services for Derby City Council
Reference number
TD1966
two.1.2) Main CPV code
- 48000000 - Software package and information systems
two.1.3) Type of contract
Supplies
two.1.4) Short description
Professional care of Derby's records, including acquisition, storage, preservation, conservation, cataloguing and enabling public access
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £695,194
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKF11 - Derby
two.2.4) Description of the procurement
Professional care of Derby's records, including acquisition, storage, preservation, conservation, cataloguing and enabling public access.
Enables Derby City Council to comply with the requirements of the Local Government Act 1972 s.224, by making proper arrangements for its records.
Also enables Derby to comply with the Public Records Act 1958, and the Law of Property Act 1922, by ensuring that public records and manorial documents relating to Derby are held in a suitably appointed repository.
Service Provider will:
• Provide a professional archive service to the City of Derby and County of Derbyshire
• Comply with the standards for appointed 'Places of Deposit' as set out by the National Archives.
• Comply with the National Archives' Archive Service Accreditation Standard and retain its 'Accredited Archive' status.
• Inform Derby City Council of any change of status following inspection or assessment by the National Archives.
Record sets include but not limited to:
• Public records defined under the Public Records Act 1958, including magistrates court, coroners court, health and hospital records, and records of nationalised industries
• Manorial records which are or should be recorded on the Manorial Documents Register
• Tithe records
• Church of England parish records for parishes within the boundaries of the City of Derby
• Records of local authority bodies within the boundaries of Derby, particularly Derby City Council and its predecessors
• Records of people and families who reside in Derby, or whose primary residence is in Derby
• Records of businesses established in Derby, or where their head office is located in Derby
• Records of other organisations based in Derby, including Derby branches of national organisations
two.2.11) Information about options
Options: Yes
Description of options
Contract term is four years with an option to extend for a further year.
two.2.14) Additional information
Award of a contract without prior publication of a call for competition as the requirements falls outside the scope of application of the directive. The Council will observe a 10 day standstill period which will end at 00:00 on 12/03/2023.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Award of a contract without prior publication of a call for competition in the cases listed below
- The procurement falls outside the scope of application of the regulations
Explanation:
Award of a contract without prior publication of a call for competition in OJEU, as the procurement falls outside the scope of application of the directive. The council is proposing to contract with Derbyshire Record Office (Derbyshire County Council) as the existing institution holding and caring for Derby's records. This has previously been carried out under an inter-authority agreement and as such Derbyshire CC are the only provider able to support this work.
The negotiated procedure without prior publication is being used and is justified under Regulation 32(2)(b) (ii) of the Public Contracts Regulations 2015 for the award of a public services contract. The services can only be carried out by a particular economic operator because competition is absent for technical reasons. A change of supplier cannot be made for technical reasons such as requirements of interchangeability or interoperability with existing equipment, services or installations procured under the initial contract.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section five. Award of contract/concession
Contract No
TD1966
Title
TD1966 - Provision of Records Office Services for Derby City Council
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
1 March 2023
five.2.2) Information about tenders
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Derbyshire County Council
Derbyshire
Country
United Kingdom
NUTS code
- UKF11 - Derby
Justification for not providing organisation identifier
Not on any register
The contractor/concessionaire is an SME
No
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Initial estimated total value of the contract/lot/concession: £695,194
Total value of the contract/lot/concession: £695,194
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Derby City Council
The Council House, Corporation Street, Derby
Derby
DE12FS
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Award of a contract without prior publication of a call for competition as the requirements falls outside the scope of application of the directive. The Council will observe a 10 day standstill period which will end at 00:00 on 12/03/2023.