Section one: Contracting authority
one.1) Name and addresses
Department for Work and Pensions
Commercial Directorate, Peel Park: The Shell, Level 2, Brunel Way
Blackpool
FY4 5ES
Contact
RECORDSMANAGEMENT.HEYWOOD@DWP.GOV.UK
RECORDSMANAGEMENT.HEYWOOD@DWP.GOV.UK
Telephone
+44 2045210262
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
https://www.gov.uk/government/organisations/department-for-work-pensions
one.4) Type of the contracting authority
Ministry or any other national or federal authority
one.5) Main activity
Social protection
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
DWP Records Management Services
Reference number
ecm_9143
two.1.2) Main CPV code
- 79996100 - Records management
two.1.3) Type of contract
Services
two.1.4) Short description
On-Site Records Management service. The primary business as usual operational elements of the Records Management Requirements are:
• Intake & Return of records
• Storage of records
• Retrieval
• Destruction of records
• Secure removal of confidential waste
• Management and maintenance of Records Management IT system
• User support
• Provision of Records Management consumables
As well as the BAU requirements listed, this contract also includes the requirement for a full File Audit of all records in storage. This will include the validation, reconciliation and consolidation of all Items.
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: £9,400,000
two.2) Description
two.2.2) Additional CPV code(s)
- 48311100 - Document management system
- 63121100 - Storage services
- 72512000 - Document management services
- 79995100 - Archiving services
- 92512100 - Archive destruction services
two.2.3) Place of performance
NUTS codes
- UKD36 - Greater Manchester North West
Main site or place of performance
Heywood Store, Manchester Road, Heywood, Lancashire OL10 2PZ
two.2.4) Description of the procurement
The services require that the supplier is responsible for the provision of a records management service which shall include the requirement to undertake a file audit and consolidation exercise over the contract period to validate the DWP record holdings and manage the space effectively within the Heywood Store. This is to ensure that come the end of the contract term, the boxes DWP plans to transfer to an off-site facility are at the optimum capacity and contents are validated as accurate.
DWP currently utilise the O’Neills system as it’s records management IT system and the supplier is required to fully manage and maintain the system on behalf of DWP.
The supplier is required to provide a help‑desk service to answer DWP user's enquiries in relation to the records management IT system and other general service enquiries related to the provision of the services.
two.2.5) Award criteria
Price
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 four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
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 247-615650
four.2.9) Information about termination of call for competition in the form of a prior information notice
The contracting authority will not award any further contracts based on the above prior information notice
Section five. Award of contract
Contract No
ecm_9143
Title
DWP Records Management Services
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
26 May 2021
five.2.2) Information about tenders
Number of tenders received: 2
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Restore Plc Document Management Services Division
The Databank, Unit 5 Redhill Distribution Centre
Redhill
RH1 5DY
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)
Initial estimated total value of the contract/lot: £9,500,000
Total value of the contract/lot: £9,400,000
Section six. Complementary information
six.3) Additional information
Suppliers Instructions:
How to Express Interest in this Tender:
1. Register on the eSourcing portal (this is only required once):
https://dwp.bravosolution.co.uk & click the link to register - Accept the terms & conditions & click 'continue' - Enter your correct business & user details - Note your chosen username & click 'Save'. You will receive an email with your password (keep this secure)
2. Express an Interest in the tender - Login to the portal with the username/password - Click the 'PQQs / ITTs Open To All Suppliers' link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) - Click on the relevant exercise to access the content. - Click the 'Express Interest' button at the top of the page. - This will move the PQQ /ITT into your 'My PQQs/ My ITTs' page. (A secure area reserved for your projects only) -You can now access any attachments by clicking 'Buyer Attachments' in the 'PQQ/ ITT Details' box
3. Responding to the tender - Click 'My Response' under 'PQQ/ ITT Details', you can choose to 'Create Response' or to 'Decline to Respond' (please give a reason if declining) - You can now use the 'Messages' function to communicate with the buyer and seek any clarification - Note the deadline for completion. Follow the onscreen instructions to complete the PQQ/ ITT - There may be a mixture of online & offline actions to complete (detailed online help available). To submit your reply use the 'Submit Response' button (top of the page).
For further assistance please consult the online help, or the eTendering help desk.
DWP expressly reserves the rights(i)to use a reverse auction; (ii)to cancel this procurement at any stage; (iii)to not award any contract as a result of the procurement process commenced by publication of this notice; (iv)and in no circumstances will DWP be liable for any costs incurred by potential suppliers.
six.4) Procedures for review
six.4.1) Review body
Department for Work and Pensions
Caxton House, Tothill Street
London
SW1H 9NA
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
Department for Work and Pensions
Commercial Directorate, Peel Park, The Shell, Level 2, Brunel Way
Blackpool
FY4 5ES
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
The authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. The Public Contracts Regulations 2015 (SI 2015/102) provide for aggrieved parties to take action in the High Court. Any such action must be brought within the relevant time limits. Where a contract has not been entered into, the court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into, the court may award damages and in the case of specified breaches of the rules may also order the termination of the contract and the levying of fines. Precise deadlines and the situations in which the deadlines can be extended are contained within part 3 of the Public Contracts Regulations 2015 (SI 2015/102).