Section one: Contracting authority
one.1) Name and addresses
Nuclear Decommissioning Authority
Herdus House Westlakes Science and Technology Park Moor Row
Cumbria
CA24 3HU
Contact
Maddie Jones
Telephone
+44 1925802875
Country
United Kingdom
NUTS code
UK - United Kingdom
National registration number
N/A
Internet address(es)
Main address
https://www.gov.uk/government/organisations/nuclear-decommissioning-authority
Buyer's address
https://www.gov.uk/government/organisations/nuclear-decommissioning-authority
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://onenda.force.com/s/Welcome
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://onenda.force.com/s/Welcome
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Other activity
Nuclear
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Provision of Records Management & Archiving, Security and Facilities Management
Reference number
C12597
two.1.2) Main CPV code
- 92512000 - Archive services
two.1.3) Type of contract
Services
two.1.4) Short description
Archiving and Records Management Commercial Partnership Agreement for the operation and management of the National Nuclear Archive. Nuclear Decommissioning Authority (NDA), on behalf of NDA Archives Limited (NDAAL), invite interested parties to participate in a market engagement conference call which will be held on the 18th April 2023. This requirement is a call for competition (SSQ) for the procurement of a replacement Commercial Partnership Agreement. The services of the Commercial Partnership Agreement may include but not be limited to: archiving and records management, project services, facilities management (FM) and building management, security and management of the overall programme of works.
two.1.5) Estimated total value
Value excluding VAT: £66,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 92512100 - Archive destruction services
- 79993000 - Building and facilities management services
- 79410000 - Business and management consultancy services
- 79995200 - Cataloguing services
- 72253000 - Helpdesk and support services
- 92510000 - Library and archive services
- 79999100 - Scanning services
- 79994000 - Contract administration services
- 79421000 - Project-management services other than for construction work
- 79342300 - Customer services
- 72512000 - Document management services
- 79131000 - Documentation services
- 90710000 - Environmental management
- 60100000 - Road transport services
- 79993100 - Facilities management services
- 79520000 - Reprographic services
- 79710000 - Security services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
CALL FOR COMPETITION SSQ stage 1
Archiving and Records Management Commercial Partnership Agreement for the operation and management of the National Nuclear Archive. Nuclear Decommissioning Authority (NDA), on behalf of NDA Archives Limited (NDAAL), invite interested parties to participate in a market engagement conference call for the requirement of a replacement Commercial Partnership Agreement. The services of the Commercial Partnership Agreement may include but not be limited to: onsite archiving and records management, project services, facilities management (FM) and building management, security and management of the overall programme of works.
Throughout its history, the nuclear industry in the UK has created vast quantities of records. The NDAAL and all the nuclear sites that it owns and manages, continue to do so.
As nuclear decommissioning in the UK is funded by the taxpayer, the vast bulk of these records is owned by the public, which makes them public records and confers on NDA and the organisations in the NDA group an obligation to manage them in accordance with the Public Records Act. The Act includes strict rules for retention and care.
After many years of planning, in 2015 NDA created NDA Archives Ltd whose task it was to collect, inventorise and manage the records of the civil nuclear industry, using a new, purpose-built archive facility: “Nucleus, the Nuclear and Caithness Archives”, located in Wick, Caithness. Its purpose is not only compliance with the Public Records Act, but also to play a leading role in dealing with the technical and logistical challenges faced by NDA.
The Caithness Archive is collocated with the NDA archive in Nucleus.
A “rules and tools” workstream was set up to define the legal and statutory requirements, and to deliver the tools needed to enable compliance. An NDA Records Retention Database has been created, and IMP06 “Managing NDA Information – Requirements” was published. This workstream is part of a wider programme that deals also with digital preservation, intellectual property and copyright issues.
The work of NDAAL has been outsourced under a Commercial Partnership Agreement, with a term of 5 with options to extend for 2 subsequent years. The scope of the Agreement comprises:
- Operation of “Nucleus” (both the nuclear and the Caithness archives) with a permanent workforce to receive records from organisations in the NDA group, carry out records and archive management tasks, and provide access to NDA records to End Users and the public
- FM and building management
- Security (physical, personnel, information)
- A programme of gathering, sifting, cataloguing, storing and maintaining all inactive records in the NDA estate. Over a quarter of a million boxes of records have been identified for processing.
This procurement project will ensure the continued operation of Nucleus, with an enhanced role for the new Commercial Partner.
The duration of the new contract is likely to be 5 years with options to extend for 2 subsequent years.
Feedback and input are sought from the market to: develop greater understanding on the market and the factors affecting it, understand interest in this opportunity, and affirm the sourcing strategy
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: £66,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 July 2024
End date
30 June 2031
This contract is subject to renewal
No
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Maximum number: 5
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.2.14) Additional information
To register an interest in attending the Pre Market day please register your interest in the procurement by 17th April 2023 by signing into e-sourcing portal - https://onenda.force.com/s/Welcome
Any SSQ submissions will also need to be submitted via
the e-sourcing portal - https://onenda.force.com/s/Welcome
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Competitive procedure with negotiation
four.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
four.1.5) Information about negotiation
The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
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
9 May 2023
Local time
11:00am
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
Tender must be valid until: 31 October 2023
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
Nuclear Decommissioning Authority
Herdus House Westlakes Science and Technology Park Moor Row
Cumbria
CA24 3HU
Country
United Kingdom
Internet address
https://www.gov.uk/government/organisations/nuclear-decommissioning-authority
six.4.2) Body responsible for mediation procedures
Nuclear Decommissioning Authority
Herdus House Westlakes Science and Technology Park Moor Row
Cumbria
CA24 3HU
Country
United Kingdom
Internet address
https://www.gov.uk/government/organisations/nuclear-decommissioning-authority