Section one: Contracting authority
one.1) Name and addresses
Scottish Police Authority
1 Pacific Quay, 2nd Floor
Glasgow
G51 1DZ
hannah.dobby2@scotland.police.uk
Telephone
+44 1786895668
Country
United Kingdom
NUTS code
UKM - Scotland
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA19762
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Public order and safety
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Provision of Secure Offsite Storage and Management of Records
Reference number
PROC-24-2522
two.1.2) Main CPV code
- 79996100 - Records management
two.1.3) Type of contract
Services
two.1.4) Short description
The Authority is seeking a Single Supplier to apply appropriate processes for the secure collection/retrieval of boxed records and the indexing, intellectual control, physical storage and disposal of the Authority`s current records and for any new records that may occur throughout the lifetime of the Contract.
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: £632,679.56
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
two.2.4) Description of the procurement
The appointed Contractor will be required to transfer and store all existing boxes currently held by the Authority at a single location and transfer existing management information relating to the boxes to their secure, online, cataloguing and management system.
The appointed Contractor will also be required to deliver the following services throughout the term of the contract:
- Store boxed records at a secure off-site location/s.
- Provide a secure, online, cataloguing and management system accessible by the Authority`s staff at their place of work (remote access).
- Deliver and retrieve boxed records to locations defined within the ITT.
- Ensure all records are indexed and searched for at box and file level.
- Ensure all records are boxed in A4 or A3 sized boxes.
- Supply and deliver suitable flat packed boxes and lids for the storage of the records.
- Provide management information electronically to the Authority.
- Provide secure destruction of boxes to the Authority’s minimum standards.
Please see attached ITT docs for full information.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Price - Weighting: 40
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: 2024/S 000-018107
Section five. Award of contract
Contract No
PROC-24-2522
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
2 September 2024
five.2.2) Information about tenders
Number of tenders received: 2
Number of tenders received from SMEs: 0
Number of tenders received from tenderers from other EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 2
Number of tenders received by electronic means: 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
Unit 5 Redhill Distribution Centre, Salbrook Road
Redhill
RH1 5DY
Telephone
+44 7971068195
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Total value of the contract/lot: £632,679.56
Section six. Complementary information
six.3) Additional information
SPD Question 4D.1 – Quality Assurance Schemes and Environmental management standards.
It is a requirement of this tenderer that Tenderers must have ISO 27001- Information Management. Tenderers are required to confirm this and demonstrate this as part of their bid.
The Tenderer’s representative with overall responsibility for undertaking the works and the personnel assigned to the supply of the goods and or services shall be vetted to Non Police Personnel Vetting Standards (NPPV) Level 2 for those personnel that have access to police information.
ICT administrators of the requested portal and data at rest must be vetted to Non Police Personnel Vetting Standards (NPPV) Level 3 as per the national Policing Vetting Policy.
It would be beneficial if tenderer’s put forwards team that hold or have recently held NPPV Levels 2 or 3 relevant to the requirements above.
Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.
Tenderers may be asked to declare whether they intend to provide services through a Personal Service Company (PSC). From April 2017, the responsibility to pay employment taxes shifts from the PSC to public sector bodies and the Authority must be aware of any successful tenderer’s detailed employment status.
For further information on determining employment status the Government has published guidance on this IR35 Legislation
Tenderers will be asked to confirm if they pay all employees as a minimum the Real Living Wage as published by the Living Wage Foundation for statistical information gathering purposes only.
Tenderers will be required to comply with the statutory obligations under the Equality Act 2010.
Declaration of Non-Involvement in Serious Organised Crime
Tenderers must complete and sign a Declaration of Non-Involvement in Serious Organised Crime form.
Tenderers will be required to provide details of the subcontractors they intend to use in their supply chain. Tenderers are required to complete this section as part of the ESPD.
Tenderers must be aware of their obligations under the Data Protection Act 2018 and the GDPR as set out in the Contract.
(SC Ref:776867)
six.4) Procedures for review
six.4.1) Review body
Glasgow Sheriff Court
Glasgow
Country
United Kingdom