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Document management services

Published 07/11/2019

United Kingdom

Country UK

Status Contract notice

CType Services

Tender Details
Reference2019/S 215-527826
Award CriteriaThe most economic tender
ProcurementRestricted procedure
Main ActivitiesHealth
Common Procurement VocabularyDocument management services
File storage box
Box files
letter trays
storage boxes and similar articles
Storage media
Document creation software package
Document management software package
Document management system
Optical-character-recognition (OCR) software package
Imaging and archiving system
Database systems
Electronic data management (EDM)
Software package utilities
Storage media loading software package
System
storage and content management software package
System management software package
Storage management software package
Content management software package
Storage and warehousing services
Storage and retrieval services
Storage services
Warehousing services
IT services: consulting
software development
Internet and support
Storage media loading software development services
System
storage and content management software development services
Storage management software development services
Data storage services
Archiving services
Records management
Scanning and invoicing services
Archive services
Archive destruction services
Date Published7th Nov 2019

United Kingdom

Country UK

Status Contract notice

CType Services

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: HealthTrust Europe LLP (HTE) acting as agent for the University Hospitals of Coventry and Warwickshire NHS Trust (‘UHCW’)
Postal address: 19 George Road, Edgbaston
Town: Birmingham
NUTS code: UK
Postal code: B15 1NU
Country: United Kingdom
Contact person: Babita Mal
E-mail: docstorageenquires@htepg.com
Telephone: +44 08458875000

Internet address(es):

Main address: https://healthtrusteurope.bravosolution.co.uk

I.2)Information about joint procurement
I.3)Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: https://healthtrusteurope.bravosolution.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://healthtrusteurope.bravosolution.co.uk
Tenders or requests to participate must be submitted to the abovementioned address
I.4)Type of the contracting authority
Body governed by public law
I.5)Main activity
Health

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

Framework Agreement for the Supply of Total Document Storage, Scanning and Digitalisation Solutions

II.1.2)Main CPV code
72512000
II.1.3)Type of contract
Services
II.1.4)Short description:

The tender is to establish a framework agreement for the supply of total document storage, scanning and digitalisation solutions. The framework agreement will be split into 3 lots:

— Lot 1: Total Document Storage, Scanning and Digitalisation Solutions,

— Lot 2: Document Storage, Retrieval and Destruction Services,

— Lot 3: Document Scanning, EDRMS, Digitalisation and Related Services.

The duration of the framework agreement will be four (4) years at a maximum; two (2) years initial period with the option of extending for two (2) periods of 12 months.

II.1.5)Estimated total value
Value excluding VAT: 60 000 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 3
II.2)Description
II.2.1)Title:

Total Document Storage, Scanning and Digitalisation Solutions

Lot No: 1
II.2.2)Additional CPV code(s)
30193700
30199500
30234000
48310000
48311000
48311100
48313000
48329000
48610000
48613000
48700000
48750000
48780000
48781000
48782000
48783000
63120000
63121000
63121100
63122000
72000000
72212750
72212780
72212782
72317000
72512000
79995100
79996100
79999000
92512000
II.2.3)Place of performance
NUTS code: UK
II.2.4)Description of the procurement:

Tenderers are required to submit a full service offering to be eligible for award. The service offering in Lot 1 will include:

— document storage,

— document scanning,

— EDRMS software and cloud solutions,

— digital transformation consultation,

— secure destruction of electronic records.

Should tenderers wish to be considered for Lot 1, a separate response should be submitted. Lot 1 shall be awarded to the 5 successful tenderers whose bids for the lot are the most economically advantageous and are able to provide all services in line with the specification.

A participating authority may award a call-off contract under this lot for up to maximum 10 years including all extension options.

Terms and conditions/Activity Based Income (ABI): the terms and conditions of this framework agreement and any resulting call-off contract is appended to the ITT. These terms include provisions requiring the payment by the supplier of an ABI management charge in consideration of the award of this framework agreement, the management and administration by HTE of the overall contract structure and associated documentation, as well as the requirement to submit regular management information to HTE.

Submission of expressions of interest and procurement information: this exercise will be conducted on the HTE Bravo portal. Candidates wishing to be considered must register expressions of interest as follows:

— register on the HTE portal at https://healthtrusteurope.bravosolution.co.uk

— login to the portal with username/password,

— click the SQs/ITTs open to all suppliers link. These are the SQs/ITTs open to any registered supplier,

— click on the relevant SQ/ ITT to access the content,

— click the express interest button at the top of the page. This will move the SQ/ITT into your My SQs/My ITTs page. You can access any attachments by clicking Buyer Attachments in the SQ/ITT Details box,

— follow the onscreen instructions to complete the SQ/ITT,

— submit your reply using the submit response button at the top of the page. If you require any further advice, contact the Bravo e- Tendering Help Desk at help@bravosolution.co.uk

Sid4Gov HTE utilises the sid4gov supplier information database. Candidates should register on sid4gov at https://sid4gov.cabinetoffice.gov.uk/organisation/register and submit their sid4gov company profile for publication on the database. Candidates already registered on sid4gov must ensure information is up to date. Where access to sid4gov is unavailable, please contact the sid4gov helpdesk at sid4gov@gps.gsi.gov.uk

Please note that sid4gov does not prepopulate any fields of the SQ on HTE's Bravo portal. Candidates must complete the qualification and technical envelopes of the SQ in Bravo in full.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 25 000 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Option of extending for two (2) periods of 12 months each.

II.2.9)Information about the limits on the number of candidates to be invited
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: yes
Description of options:

Extension of two (2) periods of 12 months each.

II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description
II.2.1)Title:

Document Storage, Retrieval and Destruction Services

Lot No: 2
II.2.2)Additional CPV code(s)
30193700
30234000
48311100
63120000
63121000
63121100
63122000
72317000
72512000
79995100
79996100
92512000
92512100
II.2.3)Place of performance
NUTS code: UK
II.2.4)Description of the procurement:

The product offering in Lot 2 will include:

— document storage,

— document movement (retrieval, collection),

— secure destruction of records.

Should tenderers wish to be considered for Lot 2, a separate response should be submitted. Lot 2 shall be awarded to the 5 successful tenderers whose bids for the lot are the most economically advantageous and are able to provide all services in line with the specification.

A participating authority may award a call-off contract under this lot for up to 4 years including all extension options.

Terms and conditions/Activity Based Income (ABI): the terms and conditions of this framework agreement and any resulting call-off contract is appended to the ITT. These terms include provisions requiring the payment by the supplier of an ABI management charge in consideration of the award of this framework agreement, the management and administration by HTE of the overall contract structure and associated documentation, as well as the requirement to submit regular management information to HTE.

Submission of expressions of interest and procurement information: this exercise will be conducted on the HTE Bravo portal. Candidates wishing to be considered must register expressions of interest as follows:

— register on the HTE portal at https://healthtrusteurope.bravosolution.co.uk

— login to the portal with username/password,

— click the SQs/ITTs Open to All Suppliers link. These are the SQs/ITTs open to any registered supplier,

— click on the relevant SQ/ITT to access the content,

— click the express interest button at the top of the page. This will move the SQ/ITT into your My SQs/My ITTs page. You can access any attachments by clicking buyer attachments in the SQ/ITT Details box,

— follow the onscreen instructions to complete the SQ/ITT,

— submit your reply using the Submit Response button at the top of the page. If you require any further advice, contact the Bravo e- Tendering Help Desk at help@bravosolution.co.uk

Sid4Gov HTE utilises the sid4gov supplier information database. Candidates should register on sid4gov at https://sid4gov.cabinetoffice.gov.uk/organisation/register and submit their sid4gov company profile for publication on the database. Candidates already registered on sid4gov must ensure information is up to date. Where access to sid4gov is unavailable, please contact the sid4gov helpdesk at sid4gov@gps.gsi.gov.uk

Please note that sid4gov does not prepopulate any fields of the SQ on HTE's Bravo portal. Candidates must complete the qualification and technical envelopes of the SQ in Bravo in full.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 25 000 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Option of extending for two (2) periods of 12 months each.

II.2.9)Information about the limits on the number of candidates to be invited
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: yes
Description of options:

Extension of two (2) periods of 12 months each.

II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description
II.2.1)Title:

Document Scanning, EDRMS, Digitalisation and Related Services

Lot No: 3
II.2.2)Additional CPV code(s)
48310000
48311000
48311100
48313000
48329000
48610000
48613000
48700000
48750000
48780000
48781000
48782000
48783000
63122000
72000000
72212750
72212780
72317000
72512000
79995100
79996100
79999000
92512000
92512100
II.2.3)Place of performance
NUTS code: UK
II.2.4)Description of the procurement:

The product offering in Lot 3 will include:

— document scanning,

— electronic document movement (retrieval),

— secure destruction of electronic records,

— cloud based storage of electronic records,

— electronic document management software,

— digital transformation consultation.

Should tenderers wish to be considered for Lot 3, a separate response should be submitted. Lot 3 shall be awarded to the 5 successful tenderers whose bids for the lot are the most economically advantageous and are able to provide all services in line with the specification.

A participating authority may award a call-off contract under this lot for up to 4 years including all extension options.

Terms and conditions/Activity Based Income (ABI): the terms and conditions of this framework agreement and any resulting call-off contract is appended to the ITT. These terms include provisions requiring the payment by the supplier of an ABI management charge in consideration of the award of this framework agreement, the management and administration by HTE of the overall contract structure and associated documentation, as well as the requirement to submit regular management information to HTE.

Submission of expressions of interest and procurement information: this exercise will be conducted on the HTE Bravo portal. Candidates wishing to be considered must register expressions of interest as follows:

— register on the HTE portal at https://healthtrusteurope.bravosolution.co.uk

— login to the portal with username/password,

— click the SQs/ITTs Open to All Suppliers link. These are the SQs/ITTs open to any registered supplier,

— click on the relevant SQ/ITT to access the content,

— click the express interest button at the top of the page. This will move the SQ/ITT into your My SQs/My ITTs page. You can access any attachments by clicking Buyer Attachments in the SQ/ITT Details box,

— follow the onscreen instructions to complete the SQ/ITT,

— submit your reply using the Submit Response button at the top of the page. If you require any further advice, contact the Bravo e- Tendering Help Desk at help@bravosolution.co.uk

Sid4Gov HTE utilises the sid4gov supplier information database. Candidates should register on sid4gov at https://sid4gov.cabinetoffice.gov.uk/organisation/register and submit their sid4gov company profile for publication on the database. Candidates already registered on sid4gov must ensure information is up to date. Where access to sid4gov is unavailable, please contact the sid4gov helpdesk at sid4gov@gps.gsi.gov.uk

Please note that sid4gov does not prepopulate any fields of the SQ on HTE's Bravo portal. Candidates must complete the qualification and technical envelopes of the SQ in Bravo in full.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 10 000 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

Option of extending for two (2) periods of 12 months each.

II.2.9)Information about the limits on the number of candidates to be invited
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: yes
Description of options:

Extension of two (2) periods of 12 months each.

II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
III.1.2)Economic and financial standing
List and brief description of selection criteria:

HTE may request such information as may be requested pursuant to Regulation 58 of the Public Contracts Regulations 2015. Details are provided in the pre-qualification questionnaire.

III.1.3)Technical and professional ability
List and brief description of selection criteria:

HTE may request such information as may be requested pursuant to Regulation 58 of the Public Contracts Regulations 2015. Details are provided in the pre-qualification questionnaire.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 06/12/2019
Local time: 13:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
English
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
VI.3)Additional information:

The bodies to whom the use of this framework agreement will be open include all contracting authorities in the UK as defined in Regulation 2 of the Public Contracts Regulations 2015 as may be updated from time to time. In particular, the following entities in the UK (particularly those of a health and/or social care nature) are envisaged as framework agreement users:

1) All National Health Service (NHS) bodies in England, including but not limited to:

(i) acute trusts (as listed at: http://www.nhs.uk/servicedirectories/pages/acutetrustlisting.aspx);

(ii) health and care trusts (as listed at: http://www.nhs.uk/ServiceDirectories/Pages/CareTrustListing.aspx);

(iii) mental health trusts (as listed at: http://www.nhs.uk/ServiceDirectories/Pages/MentalHealthTrustListing.aspx);

(iv) clinical commissioning groups (as listed at: http://www.nhs.uk/ServiceDirectories/Pages/CCGListing.aspx);

(v) ambulance trusts (as listed at: http://www.nhs.uk/ServiceDirectories/Pages/CareTrustListing.aspx);

(vi) area teams (as listed at: http://www.nhs.uk/ServiceDirectories/Pages/AreaTeamListing.aspx);

(vii) special health authorities (http://www.nhs.uk/ServiceDirectories/Pages/SpecialHealthAuthorityListing.aspx);

(viii) NHS England; and

(ix) clinical senates and strategic clinical networks;

(2) All NHS bodies in Wales, including but not limited to all:

(i) health boards;

(ii) NHS trusts;

(iii) the national delivery group;

(iv) community health councils; and

(v) NHS Wales shared services partnership (as listed at http://www.wales.nhs.uk/nhswalesaboutus/structure);

(3) All NHS bodies in Northern Ireland (known as Health and Social Care), including but not limited to:

(i) health and social care trusts (as listed at: http://online.hscni.net/?s=trusts);

(ii) health agencies (as listed at: http://online.hscni.net/?s=health+agencies);

(iii) hospitals (as listed at: http://online.hscni.net/?s=hospitals); and

(iv) the Health and Social Care Board;

4) Social enterprises undertaking some or all of the previous service provider functions of contracting authorities in relation to health and/or social care services (including charitable incorporated organisations, cooperatives, industrial and provident societies and community interest companies listed on the Companies House WebCheck service);

5) Ministerial departments and non-ministerial departments of central government, non-departmental agencies and other public bodies, and public corporations (as listed at: https://www.gov.uk/government/organisations);

6) Devolved governmental and parliamentary organisations within the UK, including but not limited to the Scottish Government, Scottish Parliament, and Scottish public bodies (as listed at: http://www.scotland.gov.uk/Topics/Government/public-bodies/about/Bodies), as well as the Welsh Government, Welsh Assembly and Welsh unitary authorities (as listed at: http://www.assembly.wales/en/abthome/role-of-assembly-how-it-works/Pages/governanceofwales.aspx);

7) All local authorities (as listed at: http://local.direct.gov.uk/LDGRedirect/Start.do?mode=1);

8) The Ministry of Defence (as detailed at: https://www.gov.uk/government/organisations/ministry-of-defence).

This list includes each organisation's successors and assigns, any equivalent organisations and associated organisation created due to any organisational changes. This agreement will be open to any bodies or organisations operating in the UK of a health and/or social care nature or which have a similar procurement need and/or any UK based central government authority listed at Annex I of Directive 2014/24/EU, in respect of any goods or services to any of the above listed organisations.

VI.4)Procedures for review
VI.4.1)Review body
Official name: Legal Department, HealthTrust Europe
Postal address: 19 George Road, Edgbaston
Town: Birmingham
Postal code: B15 1NU
Country: United Kingdom
Telephone: +44 1216871350
Fax: +44 1216871345
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
Precise information on deadline(s) for review procedures:

HTE will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.

VI.4.4)Service from which information about the review procedure may be obtained
VI.5)Date of dispatch of this notice:
05/11/2019
More Tenders »
Tender Details
Reference2019/S 215-527826
Award CriteriaThe most economic tender
ProcurementRestricted procedure
Main ActivitiesHealth
Common Procurement VocabularyDocument management services
File storage box
Box files
letter trays
storage boxes and similar articles
Storage media
Document creation software package
Document management software package
Document management system
Optical-character-recognition (OCR) software package
Imaging and archiving system
Database systems
Electronic data management (EDM)
Software package utilities
Storage media loading software package
System
storage and content management software package
System management software package
Storage management software package
Content management software package
Storage and warehousing services
Storage and retrieval services
Storage services
Warehousing services
IT services: consulting
software development
Internet and support
Storage media loading software development services
System
storage and content management software development services
Storage management software development services
Data storage services
Archiving services
Records management
Scanning and invoicing services
Archive services
Archive destruction services
Date Published7th Nov 2019