- Scope of the procurement
- Lot 1. Records Information Management Services
- Lot 2. Digital Workflow and Cloud Based Hosting Solutions
- Lot 3. Full Management of National Health Service (NHS) Patient Records (Off-site)
- Lot 4. Specialist Records Management Services (On and/or Off Site)
- Lot 5. Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services
Section one: Contracting authority
one.1) Name and addresses
Crown Commercial Service
9th Floor, The Capital, Old Hall Street
Liverpool
L3 9PP
supplier@crowncommercial.gov.uk
Telephone
+44 3450103503
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
https://www.gov.uk/government/organisations/crown-commercial-service
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.4) Type of the contracting authority
Ministry or any other national or federal authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Records Information Management, Digital Solutions and Associated Services
Reference number
RM6175
two.1.2) Main CPV code
- 63120000 - Storage and warehousing services
two.1.3) Type of contract
Services
two.1.4) Short description
Crown Commercial Service (CCS) as the Authority has put in place a Pan Government Collaborative Framework Contract for the provision of Records Information Management, Digital Solutions and Associated Services to be utilised by Central Government Departments and all other UK Public Sector Bodies, including Local Authorities, Health, Police, Fire and Rescue, Education and Devolved Administrations. The Framework includes Digital Workflow and Cloud Based Hosting services, Storage, Scanning, Shredding, Technical Resources, Clinic Preparation and Management of NHS Patient Records and Specialist Services e.g. Appraisal and Selection and Sensitivity Review.
two.1.6) Information about lots
This contract is divided into lots: Yes
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £60,000,000
two.2) Description
two.2.1) Title
Records Information Management Services
Lot No
1
two.2.2) Additional CPV code(s)
- 48311100 - Document management system
- 63121000 - Storage and retrieval services
- 63121100 - Storage services
- 64216200 - Electronic information services
- 72312000 - Data entry services
- 72312100 - Data preparation services
- 72312200 - Optical character recognition services
- 72313000 - Data capture services
- 72512000 - Document management services
- 79131000 - Documentation services
- 79212000 - Auditing services
- 79212200 - Internal audit services
- 79311000 - Survey services
- 79311200 - Survey conduction services
- 79410000 - Business and management consultancy services
- 79995100 - Archiving services
- 79995200 - Cataloguing services
- 79996100 - Records management
- 79999100 - Scanning services
- 92512000 - Archive services
- 92512100 - Archive destruction services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
Lot 1 is for the provision of Records Information Management Services, which include the following service lines:
SL1: On Site Storage of Active Physical Records
SL2: On Site Storage of Inactive Physical Records
SL3: On/Off Site Combination Physical Records
SL4: On/Off Site Shredding Destruction and Disposal
SL5: Scanning services
SL6: Data Entry services.
Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 1 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement.
Cyber Essentials Basic
ISO27001 Information Security Standard
ISO27002 Information Security Code of Practice
ISO9001 Quality Management Systems
ISO14001 Environmental Management
BS 4971:2017 Guide for the Storage and Exhibition of Archival materials
BS EN 15713 Secure Destruction of Confidential Material
BS 7858 Security Screening
BS10008 Electronic Information Management
BIP 0008 Code of Practice for Legally Admissibility and Evidential Weighting
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 0
Price - Weighting: 100
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.2.14) Additional information
For Lot 1, Bidders who have met the minimum quality threshold applicable to each of the following questions, AQB1, AQB2 and AQC1 will be invited to participate in the eAuction. At eAuction the Bidders who are ranked 1-5 will be awarded a Framework Contract (subject to due diligence).
two.2) Description
two.2.1) Title
Digital Workflow and Cloud Based Hosting Solutions
Lot No
2
two.2.2) Additional CPV code(s)
- 48311100 - Document management system
- 63121000 - Storage and retrieval services
- 63121100 - Storage services
- 64216200 - Electronic information services
- 72312000 - Data entry services
- 72312100 - Data preparation services
- 72312200 - Optical character recognition services
- 72313000 - Data capture services
- 72512000 - Document management services
- 79131000 - Documentation services
- 79212000 - Auditing services
- 79212200 - Internal audit services
- 79311000 - Survey services
- 79311200 - Survey conduction services
- 79410000 - Business and management consultancy services
- 79995100 - Archiving services
- 79995200 - Cataloguing services
- 79996100 - Records management
- 79999100 - Scanning services
- 92512000 - Archive services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
Lot 2 is for the provision of Digital Workflow and Cloud Based Hosting Solutions, which include the following services lines:
SL1: Digital Workflow Solutions (for example but not limited to document/content/records/workflow management, hybrid mail and data entry services)
SL2: Cloud Based Hosting Solution
SL3: Bulk Scanning Services (including file preparation)
SL4: Third Party Interim Technical Resources (e.g. Technical/Security Architects).
Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 2 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement.
Cyber Essentials Basic
ISO27001 Information Security Management System
ISO27002 Information Security Management
ISO9001 Quality Management System
ISO14001 Environmental Management
BS EN 15713 Secure Destruction of Confidential Material
BS 7858 Security Screening
BS10008 Electronic Information Management
BIP 0008 Code of Practice for Legal Admissibility and Evidential Weight of Information Stored Electronically
Suppliers will be required to follow and demonstrate compliance with relevant NCSC Guidance.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 70
Price - Weighting: 30
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.2.14) Additional information
A framework contract will be awarded to 8 bidders for this lot.
two.2) Description
two.2.1) Title
Full Management of National Health Service (NHS) Patient Records (Off-site)
Lot No
3
two.2.2) Additional CPV code(s)
- 48311100 - Document management system
- 63120000 - Storage and warehousing services
- 63121000 - Storage and retrieval services
- 63121100 - Storage services
- 64216200 - Electronic information services
- 72312000 - Data entry services
- 72312100 - Data preparation services
- 72312200 - Optical character recognition services
- 72313000 - Data capture services
- 72512000 - Document management services
- 79131000 - Documentation services
- 79212000 - Auditing services
- 79212200 - Internal audit services
- 79311000 - Survey services
- 79311200 - Survey conduction services
- 79410000 - Business and management consultancy services
- 79995100 - Archiving services
- 79995200 - Cataloguing services
- 79996100 - Records management
- 79999100 - Scanning services
- 92512000 - Archive services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
Lot 3 is for the provision of Full Management of National Health Service (NHS) Patient Records (Off-site), which includes the following services lines:
SL1) Clinic Preparation and Management of NHS Patient Records;
SL2) Digitisation (Scanning) of Patient Records;
SL3) Off-site Storage of Patient Records;
SL4) Third Party Interim Resources
Additional Services: On Site Managed Service; and Shredding, Destruction and Disposal Services
Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 3 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement.
Cyber Essentials Basic
ISO27001 Information Security Standard
ISO27002 Information Security Code of Practice
ISO9001 Quality Management System
ISO9001 Quality Management System
ISO14001 Environmental Management
BS 4971:2017 Guide for the Storage and Exhibition of Archival materials
BS EN 15713 Secure Destruction of Confidential Material
BS 7858 Security Screening
BS10008 Electronic Information Management
BIP 0008 Code of Practice for Legal Admissibility and Evidential Weight of Information Stored Electronically
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 50
Price - Weighting: 50
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.2.14) Additional information
A framework contract will be awarded to 5 bidders.
two.2) Description
two.2.1) Title
Specialist Records Management Services (On and/or Off Site)
Lot No
4
two.2.2) Additional CPV code(s)
- 48311100 - Document management system
- 63121000 - Storage and retrieval services
- 63121100 - Storage services
- 64216200 - Electronic information services
- 72312000 - Data entry services
- 72312100 - Data preparation services
- 72312200 - Optical character recognition services
- 72313000 - Data capture services
- 72512000 - Document management services
- 79131000 - Documentation services
- 79212000 - Auditing services
- 79212200 - Internal audit services
- 79311000 - Survey services
- 79311200 - Survey conduction services
- 79410000 - Business and management consultancy services
- 79995100 - Archiving services
- 79995200 - Cataloguing services
- 79996100 - Records management
- 79999100 - Scanning services
- 92512000 - Archive services
- 92512100 - Archive destruction services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
Lot 4 is for the provision of Specialist Records Management Services (On and/or Off Site), which includes the following services lines:
SL1: Listing
SL2: Cataloguing
SL3: Appraisal and Selection
SL4: Sensitivity Review (Triage and/or Fully Managed) Service
SL5: Record Preparation Service.
Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 4 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement.
Cyber Essentials Basic
ISO27001 – Information Security Standard
BS 7858 – Security Screening.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 50
Price - Weighting: 50
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.2.14) Additional information
A framework contract will be awarded to 5 bidders.
two.2) Description
two.2.1) Title
Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services
Lot No
5
two.2.2) Additional CPV code(s)
- 48311100 - Document management system
- 63121000 - Storage and retrieval services
- 63121100 - Storage services
- 64216200 - Electronic information services
- 72312000 - Data entry services
- 72312100 - Data preparation services
- 72312200 - Optical character recognition services
- 79212000 - Auditing services
- 79212200 - Internal audit services
- 79311000 - Survey services
- 79311200 - Survey conduction services
- 79410000 - Business and management consultancy services
- 79995100 - Archiving services
- 79995200 - Cataloguing services
- 79996100 - Records management
- 79999100 - Scanning services
- 92512000 - Archive services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
Lot 5 is for the provision of Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services, which includes the following services lines:
SL1: On Site Storage of Active Physical Records
SL2: On Site Storage of Inactive Physical Records
SL3: On/Off Site Combination Physical Records
SL4: On/Off Site Shredding Destruction and Disposal
SL5: Scanning services
SL6: Data Entry services
SL7: Digital Workflow Solutions
SL8: Cloud Based Hosting Solution
SL9: Bulk Scanning Services (including file preparation)
SL10: Interim Technical Resources.
Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 5 procurement, bidders were required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement.
Cyber Essentials Basic
ISO27001 Information Security Standard
ISO27002 Information Security Code of Practice
ISO9001 Quality Management Systems
ISO14001 Environmental Management
BS EN 15713 Secure Destruction of Confidential Material
BS 7858 Security Screening
BS10008 Electronic Information Management
BIP 0008 Code of Practice for Legal Admissibility and Evidential Weight of Information Stored Electronically
BS 4971:2017 Guide for the Storage and Exhibition of Archival materials
Suppliers were required to follow and demonstrate compliance with relevant NCSC Guidance.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 70
Price - Weighting: 30
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.2.14) Additional information
A framework contract was awarded to 6 bidders.
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
four.1.6) Information about electronic auction
An electronic auction will be used
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: 2020/S 232-573912
Section five. Award of contract
Contract No
RM6175
Lot No
5
Title
Records Information Management, Digital Solutions and Associated Services
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
23 March 2021
five.2.2) Information about tenders
Number of tenders received: 7
Number of tenders received from SMEs: 2
Number of tenders received by electronic means: 7
The contract has been awarded to a group of economic operators: Yes
five.2.3) Name and address of the contractor
Ricoh UK Ltd
Northamptonshire
Country
United Kingdom
NUTS code
- UK - United Kingdom
National registration number
01271033
The contractor is an SME
No
five.2.3) Name and address of the contractor
OITUK Limited (trading as CCube Solutions)
Milton Keynes
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor is an SME
Yes
five.2.3) Name and address of the contractor
Compass Minerals Storage & Archives Limited (trading as DeepStore)
Cheshire
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor is an SME
No
five.2.3) Name and address of the contractor
Go Shred Limited
Huddersfield
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor is an SME
Yes
five.2.3) Name and address of the contractor
IMMJ Systems Limited
Stansted
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor is an SME
Yes
five.2.3) Name and address of the contractor
Microform Imaging Limited
Wakefield
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor is an SME
Yes
five.2.3) Name and address of the contractor
On Site Scanning Limited
Glasgow
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor is an SME
Yes
five.2.3) Name and address of the contractor
Scan House Solutions Limited
Accrington
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor is an SME
Yes
five.2.4) Information on value of contract/lot (excluding VAT)
Total value of the contract/lot: £60,000,000
five.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section five. Award of contract
Lot No
5
Title
Records Information Management, Digital Solutions & Associated Services
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
23 March 2021
five.2.2) Information about tenders
Number of tenders received: 7
Number of tenders received from SMEs: 2
Number of tenders received by electronic means: 7
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Cleardata UK Ltd
Blyth
Country
United Kingdom
NUTS code
- UK - United Kingdom
National registration number
03986970
The contractor is an SME
Yes
five.2.4) Information on value of contract/lot (excluding VAT)
Total value of the contract/lot: £60,000,000
five.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section five. Award of contract
Lot No
5
Title
Records Information Management, Digital Solutions & Associated Services
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
23 March 2021
five.2.2) Information about tenders
Number of tenders received: 7
Number of tenders received from SMEs: 2
Number of tenders received by electronic means: 7
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Crown Records Management Limited
West Lothian
Country
United Kingdom
NUTS code
- UK - United Kingdom
National registration number
SC162101
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Total value of the contract/lot: £60,000,000
five.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section five. Award of contract
Lot No
5
Title
Records Information Management, Digital Solutions & Associated Services
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
23 March 2021
five.2.2) Information about tenders
Number of tenders received: 7
Number of tenders received from SMEs: 2
Number of tenders received by electronic means: 7
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Iron Mountain UK plc
London
Country
United Kingdom
NUTS code
- UK - United Kingdom
National registration number
1478540
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Total value of the contract/lot: £60,000,000
five.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section five. Award of contract
Lot No
5
Title
Records Information Management, Digital Solutions & Associated Services
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
23 March 2021
five.2.2) Information about tenders
Number of tenders received: 7
Number of tenders received from SMEs: 2
Number of tenders received by electronic means: 7
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Restore Plc
Surrey
Country
United Kingdom
NUTS code
- UK - United Kingdom
National registration number
05169780
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Total value of the contract/lot: £60,000,000
five.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section five. Award of contract
Lot No
5
Title
Records Information Management, Digital Solutions & Associated Services
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
23 March 2021
five.2.2) Information about tenders
Number of tenders received: 7
Number of tenders received from SMEs: 2
Number of tenders received by electronic means: 7
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Xerox UK LTD
Middlesex
Country
United Kingdom
NUTS code
- UK - United Kingdom
National registration number
33 07 54
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Total value of the contract/lot: £60,000,000
five.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section six. Complementary information
six.3) Additional information
As part of this contract notice the following documents can be accessed at:
https://www.contractsfinder.service.gov.uk/Notice/1fd6b20d-c917-4ecb-a226-7b489c8b87a5
1) Contract notice transparency information for the agreement;
2) Contract notice authorised customer list;
3) Rights reserved for CCS framework.
On 2.4.2014 Government introduced its Government Security Classifications (GSC) scheme which replaced Government Protective Marking Scheme (GPMS). A key aspect is the reduction in the number of security classifications used. All bidders should make themselves aware of the changes as it may impact this requirement. This link provides information on the GSC at: https://www.gov.uk/government/publications/government-security-classifications
Cyber Essentials is a mandatory requirement for Central Government contracts which involve handling personal information or provide certain ICT products/services. Government is taking steps to reduce the levels of cyber security risk in its supply chain through the Cyber Essentials scheme. The scheme defines a set of controls which, when implemented, will provide organisations with basic protection from the most prevalent forms of threat coming from the internet. To participate in this procurement, bidders must be able to demonstrate they comply with the technical requirements prescribed by Cyber Essentials, for services under and in connection with this procurement.
PLEASE NOTE:
All certificates issued prior to 1 April 2020 or before 30 June 2020 on the existing scheme are valid until 30 June 2021. This includes those issued by Accreditation Bodies other than IASME.
On 30 June 2021, any certificate issued under the old scheme will expire.
Refer to https://www.ncsc.gov.uk/information/cyber-essentials-faqs for more information.
CCS reserve the right to award a framework to any bidder whose final score is within 1% of the last position for Lots 2 to 5.
CCS considers the Transfer of Undertakings (Protection of Employment) Regulations 2006 will not apply at framework level. We encourage bidders to take their own advice on whether TUPE is likely to apply, in particular circumstances of the call-off contract and carry out due diligence accordingly.
Some purchases under this framework Agreement may have requirements that can be met under this Framework Agreement but the purchase of which may be exempt from the Procurement Regulations (as defined in Attachment 1 – About the framework within the invitation to tender documentation). In such cases, Call-offs from this Framework will be unregulated purchases for
the purposes of the Procurement Regulations, and the buyers may, at their discretion, modify the terms of the Framework and any Call-off Contracts to reflect that buyer’s specific needs.
six.4) Procedures for review
six.4.1) Review body
The Minister for the Cabinet Office acting through the Cabinet Office
9th Floor, The Capital, Old Hall Street
Liverpool
L3 9PP
supplier@crowncommercial.gov.uk
Telephone
+44 3450103503
Country
United Kingdom
Internet address
https://www.crowncommercial.gov.uk/
six.4.2) Body responsible for mediation procedures
The Minister for the Cabinet Office acting through Crown Commercial Service
9th Floor, The Capital, Old Hall Street
Liverpool
L3 9PP
supplier@crowncommercial.gov.uk
Telephone
+44 3450103503
Country
United Kingdom
six.4.4) Service from which information about the review procedure may be obtained
The Minister for the Cabinet Office acting through the Cabinet Office
9th Floor, The Capital, Old Hall Street
Liverpool
L3 9PP
supplier@crowncommercial.gov.uk
Telephone
+44 3450103503
Country
United Kingdom