Digital Records Solution

{
  "id": "002691-2023",
  "tag": [
    "tender"
  ],
  "date": "2023-01-27T17:54:52Z",
  "ocid": "ocds-h6vhtk-039ba3",
  "buyer": {
    "id": "GB-FTS-8254",
    "name": "London Borough of Lambeth"
  },
  "tender": {
    "id": "Digital Records Solution",
    "lots": [
      {
        "id": "1",
        "value": {
          "amount": 6980000,
          "currency": "GBP"
        },
        "status": "active",
        "renewal": {
          "description": "The contract duration is a maximum 8-year term commencing 1 August 2023, with provision for early termination from the end of the second year, where it is anticipated the digitisation process of existing physical records would have been completed."
        },
        "hasOptions": false,
        "hasRenewal": true,
        "description": "This programme will provide a single, council-wide, digital solution enabling us to store, access and retrieve the records we value safely and securely. What this means is knowing where our data is and how to access it on demand, improving our efficiency and the experience for the council, citizens, and communities. We will achieve this through digitising existing records and aligning existing digital data to a common standard across all council departments, enabling automatic retention and processing of records. By adopting a sustainable digital infrastructure, we will build the foundation for future improvements.\nThis Tender is for the Scanning and digitisation of the Physical records, creation of a digital database, retrieval software and destruction of most of the records once scanned.  Some physical records are required post scanning, e.g. Registrars records.\nGiven the large volume of activity at the beginning of the contract, co-ordinating the transfer of the physical records from the incumbent supplier, the digitisation of those records (estimated 40million pages) and set up of the Digital Records Solution - it is anticipated the vast majority of expenditure (86%) of the estimated contract costs for the scheduled 8-year contract term will be incurred within the first 12-18 months of the contract.\nThe contract duration is a maximum 8-year term, with provision for early termination from the end of the second year, where it is anticipated the digitisation process of existing physical records would have been completed.",
        "secondStage": {
          "maximumCandidates": 6,
          "minimumCandidates": 6
        },
        "contractPeriod": {
          "durationInDays": 2880
        },
        "submissionTerms": {
          "variantPolicy": "notAllowed"
        },
        "selectionCriteria": {
          "description": "Potential Providers are asked to submit a response electronically to the Standard Selection Questionnaire (SSQ) and the associated supplementary Project Specific Questions through EU Supply, ensuring all the questions are answered.\nThe Council will evaluate only those Standard Selection Questionnaire submissions made electronically through EU Supply.\nThe Council has included Supplementary Project Specific Questions and determined threshold criteria which must be met in order for potential Suppliers to be shortlisted. The Council will only select potential Suppliers for shortlisting if they meet the required threshold requirements (pass/fail) of the SSQ Project Specific questions.  It is proposed a maximum of 6 (highest scoring) Suppliers will be shortlisted to the next stage. All Potential Suppliers will be notified of their success or otherwise before moving onto the next stage."
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKI45"
          }
        ],
        "additionalClassifications": [
          {
            "id": "30216110",
            "scheme": "CPV",
            "description": "Scanners for computer use"
          },
          {
            "id": "30216120",
            "scheme": "CPV",
            "description": "Optical-character-recognition equipment"
          },
          {
            "id": "30216130",
            "scheme": "CPV",
            "description": "Barcode readers"
          },
          {
            "id": "32353100",
            "scheme": "CPV",
            "description": "Records"
          },
          {
            "id": "48000000",
            "scheme": "CPV",
            "description": "Software package and information systems"
          },
          {
            "id": "60160000",
            "scheme": "CPV",
            "description": "Mail transport by road"
          },
          {
            "id": "63120000",
            "scheme": "CPV",
            "description": "Storage and warehousing services"
          },
          {
            "id": "72000000",
            "scheme": "CPV",
            "description": "IT services: consulting, software development, Internet and support"
          },
          {
            "id": "79520000",
            "scheme": "CPV",
            "description": "Reprographic services"
          },
          {
            "id": "79999100",
            "scheme": "CPV",
            "description": "Scanning services"
          },
          {
            "id": "92512000",
            "scheme": "CPV",
            "description": "Archive services"
          }
        ]
      }
    ],
    "title": "Digital Records Solution",
    "value": {
      "amount": 6980000,
      "currency": "GBP"
    },
    "status": "active",
    "coveredBy": [
      "GPA"
    ],
    "documents": [
      {
        "id": "economic",
        "documentType": "economicSelectionCriteria"
      },
      {
        "id": "technical",
        "documentType": "technicalSelectionCriteria"
      }
    ],
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
    },
    "description": "This programme will provide a single, council-wide, digital solution enabling us to store, access and retrieve the records we value safely and securely. What this means is knowing where our data is and how to access it on demand, improving our efficiency and the experience for the council, citizens, and communities. We will achieve this through digitising existing records and aligning existing digital data to a common standard across all council departments, enabling automatic retention and processing of records. By adopting a sustainable digital infrastructure, we will build the foundation for future improvements.\nThis Tender is for the Scanning and digitisation of the Physical records, creation of a digital database, retrieval software and destruction of most of the records once scanned.  Some physical records are required post scanning, e.g. Registrars records.",
    "tenderPeriod": {
      "endDate": "2023-03-03T12:00:00Z"
    },
    "hasRecurrence": false,
    "classification": {
      "id": "79996100",
      "scheme": "CPV",
      "description": "Records management"
    },
    "submissionTerms": {
      "languages": [
        "en"
      ]
    },
    "submissionMethod": [
      "electronicSubmission",
      "written"
    ],
    "procurementMethod": "selective",
    "mainProcurementCategory": "services",
    "submissionMethodDetails": "https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=58238&B=LBLAMBETH",
    "procurementMethodDetails": "Restricted procedure"
  },
  "parties": [
    {
      "id": "GB-FTS-8254",
      "name": "London Borough of Lambeth",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKI45",
        "locality": "London",
        "postalCode": "SW2 1RW",
        "countryName": "United Kingdom",
        "streetAddress": "Town Hall, Brixton Hill"
      },
      "details": {
        "url": "http://www.lambeth.gov.uk",
        "buyerProfile": "https://uk.eu-supply.com/ctm/Company/CompanyInformation/Index/18",
        "classifications": [
          {
            "id": "REGIONAL_AUTHORITY",
            "scheme": "TED_CA_TYPE",
            "description": "Regional or local authority"
          },
          {
            "id": "01",
            "scheme": "COFOG",
            "description": "General public services"
          }
        ]
      },
      "identifier": {
        "id": "n/a",
        "legalName": "London Borough of Lambeth"
      },
      "contactPoint": {
        "url": "https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=58238&B=LBLAMBETH",
        "name": "Peter Ransom",
        "email": "pransom@lambeth.gov.uk"
      }
    },
    {
      "id": "GB-FTS-50",
      "name": "The Royal Court of Justice",
      "roles": [
        "reviewBody"
      ],
      "address": {
        "locality": "London",
        "postalCode": "WC2A 2LL",
        "countryName": "United Kingdom",
        "streetAddress": "The Strand"
      },
      "identifier": {
        "legalName": "The Royal Court of Justice"
      }
    },
    {
      "id": "GB-FTS-4330",
      "name": "The Royal Courts of Justice",
      "roles": [
        "mediationBody"
      ],
      "address": {
        "locality": "London",
        "postalCode": "WC2A 2LL",
        "countryName": "United Kingdom",
        "streetAddress": "The Strand"
      },
      "identifier": {
        "legalName": "The Royal Courts of Justice"
      }
    },
    {
      "id": "GB-FTS-73945",
      "name": "Cabinet Office",
      "roles": [
        "reviewContactPoint"
      ],
      "address": {
        "locality": "London",
        "postalCode": "SW1 2AS",
        "countryName": "United Kingdom",
        "streetAddress": "70 White Hall"
      },
      "identifier": {
        "legalName": "Cabinet Office"
      }
    }
  ],
  "language": "en",
  "initiationType": "tender"
}