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Published 7 Jul 2021, 17:04 BST

Official UK procurement notice

Provision of Records Management Services

Official notice

Authority: Flintshire County Council (Local council)

ServicesOpen procedure
Sectors: Business Services & Consultancy (79) Delivery: Wales (UKL23)
Awarded value£255,230published contract · exc. VAT
Submissions closed 9 Aug 2021awarded 29 Nov 2021
Awarded to Topwood Ltd

What is being bought

Published requirement description

Flintshire County Council does not have enough storage space within its offices to store the authority’s records. Therefore, off site storage is required. The offsite storage needs to be secure due to the nature of the records that we archive and we need to have a compliant and confidential service to cover storage, transportation and retrieval.

Flintshire also wish to implement a Scan on Demand facility during the duration of this contract with the successful supplier.

This requirement has now been awarded.

  • Recurrence: The initial contract term will be for 5 years with the option to extend. Any notices will be published ahead of contract end or ahead of extension end dates. The exact dates are not currently available.

CPV: Records management

The lotProcurement structure

single lot · no lot value published
Lot #1AwardedRenewal
Delivery: Wales · Flintshire County Council
Extensions: There will be an option to extend the contract up to 20 years reviewed every 2 years following initial contract periodVariant bids: not allowed
79996100 Records management

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
Quality: 60%Price: 30%Social value: 10%
Published sub-criteria (4)
  • Main Service: 48%
  • Scan on Demand: 12%
  • price: 30%
  • Social Value: 10%
Published award criteria (4)
  • Main Service: 48
  • Scan on Demand: 12
  • Social Value: 10
  • Price: 30
What this means for your bid
  • Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.

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
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement

Yes · The initial contract term will be for 5 years with the option to extend. Any notices will be published ahead of contract end or ahead of extension end dates. The exact dates are not currently available.

First published
7 Jul 2021, 17:04 BST
Last source update
9 Feb 2022, 17:14 GMT
Award evaluation window
9 Aug 2021 – …
FTS notice number
2022/S 000-003783
Classification (CPV)
Records management
Delivery area
Wales (UKL23)
Official registry OCID
ocds-h6vhtk-02c501 Find a Tender
Contract terms
Electronic trading
e-invoicing allowed · electronic ordering · electronic payment
Performance terms

Contract performance conditions can be found within the procurement documentation.

Publisher note: (WA Ref:116503)

How it was run

Official notice
Run through: ProContract (Due North) · Who buys & how to bid on ProContract
Supplier login requiredLanguage: EN, CY
Access & registration note: Free · short registration with manual review; public opportunity list

Tender documents are also served through a separate tool: https://supplierlive.proactisp2p.com/Account/Login ↗

Submission deadline
9 Aug 2021, 12:00 BST
Submission channel
{"electronicSubmission"}
Accepted languages
en, cy
Bid validity
120 days from the deadline
Bids opened
9 Aug 2021, 13:00 BST
Detailed submission instructions & authority contactsFrom official release

supplierlive.proactisp2p.com/Account/Login ↗

Timeline

9 Aug 2021 → 9 Feb 2022 · 3 dates
  1. Submission deadline
    9 Aug 2021, 12:00 BST
  2. Bids opened
    9 Aug 2021, 13:00 BST
  3. Notice published
    9 Feb 2022, 17:14 GMT

Notice history

1 event · 2 releases on Find a Tender
  1. Status changed to complete
    9 Feb 2022, 17:14 GMT

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value £255,2301 contract exc. VAT
Bids received 2
Contracts signed 1latest 29 Nov 2021
Awarded toValueDateStatus
Topwood Ltd£255,230 †—Awarded

Contracts

  • Contract 003783-2022-1 · Topwood Ltd

    Signed
    29 Nov 2021
    Value
    £255,230
    Status
    active

Bid statistics published by the authority

BidsSMEVCSEValid bid range
2bids · 2 electronic0——

Contracting authority & participating public bodies

Flintshire County Council

Contracting authorityLocal CouncilRegional or local authorityGeneral public services County Hall, Mold, Flintshire, Wales, CH7 6NAContact email, phone Published organisation website ↗

Dispute resolution & review bodies

  • High CourtReview body LondonContact phone

Bidders & participating suppliers

1 commercial party on the notice
  • Topwood LtdAwarded supplier Unit 36, Abenbury Way, Wrexham Industrial Estate, Wrexham, Wales, LL139UZContact phone

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