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Published 22 Mar 2021, 14:16 GMT

Official UK procurement notice

Document Storage, Records Management and Integrated Solutions

Official notice

Authority: NHS Shared Business Services Limited (NHS & healthcare)·Consortium: 2 public authorities

Framework agreement6 lotsServicesOpen procedure
Sectors: Office and computing machinery, equipment and supplies except furniture and software packages (30)Software Packages & ERP (48)Supporting and auxiliary transport services; travel agencies services (63)
+3 moreIT Services & Software (72)Business Services & Consultancy (79)Recreational, cultural and sporting services (92)
 Delivery: UKSouth West (UKK1)
Framework ceiling (notional)£200,000,000total for 6 lots · framework ceiling, not attributable revenue
Submissions closed 19 Apr 2021awarded 7 Jul 2021
Lots 6see the lot list below

What is being bought6 lots · detail below

Published requirement description

NHS SBS issued a tender for a Framework for the provision of Document Storage, Records Management and Integrated Solutions including;

Lot 1: Records Management,

Lot 2: Human Tissue Storage,

Lot 3: Scanning and Digitisation,

Lot 4: Electronic Document Records Management Systems (EDRMS),

Lot 5: One Stop Shop,

Lot 6: BSW STP,

CPV: Archive destruction services · Archive services · Archiving services · Data capture services · Data storage services · Document management system · File storage box · Optical character recognition services · Records management · Scanning services · Storage and warehousing services · Storage media · +1 more

How this framework works

From the published notice
Places
up to 40 suppliers · 19 bids received (0.5 per place) · 1 appointed

Lots and requirements (6)Procurement structure

6 lots · no lot values published · evaluation weights differ by lot
Lot #1Records ManagementCancelled UK

Lot 1: Records Management, will include but not limited to:

  • Document Storage
  • Collections and Archiving
  • Retrievals and Deliveries
  • Records Disposal and Destruction
  • Transportation
  • Audit
  • Transitional Support/Services
Delivery: UK · M50 2UW
Variant bids: not allowed
30193700 File storage box30234000 Storage media48311100 Document management system63120000 Storage and warehousing services63121100 Storage services72312200 Optical character recognition services
Lot #2Human Tissue StorageCancelled UK

Lot 2 Human Tissue Storage, will include but not limited to:

  • Storage
  • Retrievals and Deliveries
  • Human Tissue Storage
  • Destruction
Delivery: UK · M50 2UW
Variant bids: not allowed
30193700 File storage box63120000 Storage and warehousing services63121100 Storage services79995100 Archiving services79996100 Records management92512000 Archive services
Lot #3Scanning & DigitalisationCancelled UK

Lot 3 Scanning and Digitisation, will include but not limited to:

  • Business Process and Content Management Systems (NON-CORE)
  • Scanning
  • Archiving
  • Retrievals
  • Records Disposal and Destruction
Delivery: UK · M50 2UW
Variant bids: not allowed
30234000 Storage media48311100 Document management system72312200 Optical character recognition services72313000 Data capture services72317000 Data storage services79995100 Archiving services
Lot #4Electronic Document Records Management System (EDM/EDRMS)Cancelled UK

Lot 4 Electronic Document Records Management Systems (EDM/EDRMS), will include but not limited to:

  • Business Process and Content Management Systems (NON-CORE)
  • Electronic Document Records Management System
Delivery: UK · M50 2UW
Variant bids: not allowed
30234000 Storage media48311100 Document management system72313000 Data capture services72317000 Data storage services79995100 Archiving services79996100 Records management
Lot #5One Stop ShopCancelled UK

Lot 5 One Stop Shop; A Provision of a Fully Managed Service / ‘One Stop Shop’ covering all Records Management, Scanning, Electronic Records Document Management System and Digitisation modes as required by Approved Organisations.

  • Covering Lots 1, 2, 3 and 4 as a total package/requirement
Delivery: UK · M50 2UW
Variant bids: not allowed
30193700 File storage box30234000 Storage media48311100 Document management system63120000 Storage and warehousing services63121100 Storage services72312200 Optical character recognition services
Lot #6BSW STP (Bath and North East Somerset, Swindon and Wiltshire STP)CancelledRenewal South West

BSW STP (Bath and North East Somerset, Swindon and Wiltshire STP) Lot:

The BSW STP offer to market the entire portfolio of records management requirements with firm commitments from 4 Authorities (with scope for additional Authorities to join during the course of the contract). In order to support the national move towards digital records management and the reduction of paper files the contract is constructed to, where appropriate to do so, combine physical records management and future scanning requirements.

The Lot will include, but not limited to:

  • Document Storage
  • Retrieval and Delivery
  • Collection and Re-Store
  • Destruction
  • Transition Support/Services
  • Scanning and Digitisation
Delivery: South West
Extensions: There will be two x 24 Months options to extend, at the STP's discretionVariant bids: not allowed
30193700 File storage box30234000 Storage media63120000 Storage and warehousing services63121100 Storage services72312200 Optical character recognition services72313000 Data capture services

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored

Lots publish different evaluation splits; there is no single procedure weighting.

LotQualityPriceSplit
1 · Records Management60%40%
2 · Human Tissue Storage60%40%
3 · Scanning & Digitalisation60%40%
4 · Electronic Document Records Management System (EDM/EDRMS)60%40%
5 · One Stop Shop100%—
6 · BSW STP (Bath and North East Somerset, Swindon and Wiltshire STP)40%60%
Conditions of participation1
  • Suitability

    Please refer to Procurement Documents”

What this means for your bid
  • Price carries 40–60 points depending on the lot; most lots put it at 40 points.
  • “Document Storage, Records Management and Integrated Solutions” is a framework: the contest is a place on its panel, up to 40 suppliers, not a single contract.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record · publisher note attached
Procedure method
Open procedure
Legal basis
CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category
Services
Notice status
Awarded
Procurement threshold
Unspecified in notice
Regulatory regime
Standard
Commercial structure
Framework agreement
Who may use this agreement
Not stated in the notice; call-off rights may be limited to the establishing authority
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement
No (one-off requirement)
First published
22 Mar 2021, 14:16 GMT
Last source update
12 Jul 2021, 00:08 BST
Award evaluation window
19 Apr 2021 – …
Authority reference
SBS/NL/ZWD/10173
FTS notice number
2021/S 000-016161
Classification (CPV)
Archive destruction servicesArchive servicesArchiving servicesData capture servicesData storage servicesDocument management systemFile storage boxOptical character recognition servicesRecords managementScanning services
+3 moreStorage and warehousing servicesStorage media
Delivery area
UKSouth West (UKK1)
Official registry OCID
ocds-h6vhtk-029e02 Find a Tender
Review and risk notes
Review procedure

OJEU procedures include a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to bidders. This period allows unsuccessful bidders to seek further debriefing from the contracting authority before the contract is entered into. Such information should be requested from NHSSBS. If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly.

Publisher note:  The duration referenced in Section II.2.7 is for the placing of orders. The value provided in Section II.1.5 is only an estimate. We cannot guarantee to successful suppliers any business through this framework agreement. Spend and volumes may vary throughout the life of the framework agreement from the anticipated levels given in this notice. The Framework will be for the benefit, and on behalf, of public sector bodies, details of such bodies can be accessed at: https://www.sbs.nhs.uk/proc-framework-agreements-support In addition, if provided for in the contract documents, NHS SBS may extend the scope and benefit of the Framework Agreement to private sector bodies, subject to the approval of NHS SBS. Whilst NHS SBS is not required by procurement legislation to do so, it has extended the principles of public procurement rules to provide its private sector customers with the best value and open and transparent procurement procedures. The envisaged maximum number of participants to the framework agreement, stated in IV.1.3 is an estimate and is subject to change

How it was run

Official notice
Run through: EU-Supply (CTM) · Who buys & how to bid on EU-Supply
Public notice page · account needed to bidLanguage: EN
Access & registration note: Free · 5–10 minutes
Appointment period ends
19 Apr 2021, 12:00 BST
Submission channel
{"electronicSubmission","written"}
Accepted languages
en
Bid validity
1440 days from the deadline
Bids opened
19 Apr 2021, 12:00 BST
Detailed submission instructions & authority contactsFrom official release

uk.eu-supply.com/app/rfq/rwlentrance_… ↗

Timeline

19 Apr 2021 → 12 Jul 2021 · 3 dates
  1. Admission / appointment period endsperiod end, not a bid countdown
    19 Apr 2021, 12:00 BST
  2. Bids opened
    19 Apr 2021, 12:00 BST
  3. Notice published
    12 Jul 2021, 00:08 BST

Notice history

2 events · 2 releases on Find a Tender · since 12 Jul 2021
  1. Status changed to complete
    12 Jul 2021, 00:08 BST
  2. Buyer details updated
    12 Jul 2021, 00:08 BST

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Suppliers appointed 1admitted to the panel · see the list ↓
Bids received 19
Contracts signed 1latest 7 Jul 2021

1 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.

Contracts

  • Document Storage, Records Management and Integrated Solutions

    Signed
    7 Jul 2021
    Value
    £200,000,000
    Status
    active

Bid statistics published by the authority

BidsSMEVCSEValid bid range
19bids———

Contracting authority & participating public bodies

2 public bodies on the notice

NHS Shared Business Services

Contracting authorityNHS & healthcareJoint Venture between the Department of Health and Sopra SteriaGeneral public services NHS Shared Business Services · 05280446 Halyard Court, 31 Broadway, The Quays, M50 2UW, UK, Salford QuaysContact name, email

Framework contractors & participating bidders

1 commercial party on the notice

Official documents & specifications (2)

Official links; attachments are not copied

Tender pack and attachments

  • Economic and financial selection criteriatenderEconomic and financial selection criteria
  • Technical selection criteriatenderTechnical selection criteria