Official UK procurement notice
Provision of Secure Offsite Storage and Management of Records
Authority: Scottish Police Authority (Central government)
What is being bought
Published requirement descriptionThe 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.
CPV: Records management
The lotProcurement structure
single lot · value publishedLot #1The appointed Contractor will be required to transfer and store all existing boxes…AwardedRenewalPublished value£650,000
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.
What it takes to wini
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 morei
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).
Published award criteria (2)
- Quality: 60
- Price: 40
- Suitability
SPD Question 4A.1 Trade Registers
It is a requirement of this tender that if the Tenderer is UK based they must hold a valid registration with Companies House. Where the Tenderer is UK based but not registered at Companies House they must be able to verify to the SPA’s satisfaction that they are trading from the address provided in the tender and under the company name given.
Tenderers within the UK must confirm if they are registered under Companies House within this question.
If the Tenderer is based out-with the UK they must be enrolled in the relevant professional or trade register appropriate to their country as described in Schedule 5 of the Public Contracts (Scotland) Regulations 2015.
- Economic & financial standing
SPD Question 4B5 Insurances
Documentation requested for the above insurances should include name of insurers, policy numbers, expiry date and limits of any one incident and annual aggregate caps and the excesses under the policies.
SPD Question 4B6 Financial Standing:
The Authority will access a Credit safe report for a Tenderers organisation and use the information contained within to assist with the assessment of the Tenderer’s economic and financial standing. Tenders are asked to provide their company number within the SPD to allow the Authority to access a Credit Safe Report.
Minimum: Insurance Requirements: Employers (Compulsory) Liability Insurance = 10 million GBP in respect of each claim without limit to the number of claims. Tenderers may be required to provide their current Employers Liability Insurance certificate which should include name of the insur… - Technical & professional ability
Tenderer`s will be required to provide evidence of having the necessary capacity and capability to deliver the requirements stated within the tender documents.
The below requirements will be requested during the tender process:
SPD Question 4C.1.2 Technical and Professional Ability
With reference to the nature and details of the services that are the subject matter of this tender, relevant examples are to be provided of the services undertaken by the Tenderer in the last 3 years and must be similar value to the contract being procured.
Tenderer`s will be required to provide evidence of having the necessary capacity and capability to deliver the requirements for the “Provision of Secure Offsite Storage and Management of Records”
Minimum: Two (2) examples of the provision of similar goods/services may be requested and must be from within the last 3 years for goods and services. If Tenderers are unable to provide two (2) examples the tenderer may be required to explain why examples cannot be provided. If available,…
- Staff
- Names and qualifications of delivery staff must be submitted
- Price carries 40 of 100 points: a 10% discount moves about 4 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
- No (one-off requirement)
- First published
- 12 Jun 2024, 08:52 BST
- Last source update
- 2 Sept 2024, 12:34 BST
- Award evaluation window
- 15 Jul 2024 – …
- Authority reference
PROC-24-2522- FTS notice number
2024/S 000-027903- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-046f3dFind a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
- Performance terms
Please see KPIs within the ITT Doc
Publisher note: 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)
How it was run
Official notice- Submission deadline
- 15 Jul 2024, 12:00 BST
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bid validity
- 180 days from the deadline
- Bids opened
- 15 Jul 2024, 12:00 BST
Timeline
15 Jul 2024 → 2 Sept 2024 · 3 dates- Submission deadline15 Jul 2024, 12:00 BST
- Bids opened15 Jul 2024, 12:00 BST
- Notice published2 Sept 2024, 12:34 BST
Notice history
1 event · 2 releases on Find a Tender- Status changed to complete2 Sept 2024, 12:34 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Restore PLC | £632,680 † | — | Awarded |
Contracts
Contract 027903-2024-PROC-24-2522-1 · Restore PLC
- Signed
- 2 Sept 2024
- Value
- £632,680
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 2bids · 2 electronic · 2 from abroad | 0 | — | — |
Contracting authority & participating public bodies
Dispute resolution & review bodies
- Glasgow Sheriff CourtReview body
Bidders & participating suppliers
1 commercial party on the notice- Restore Plc Document Management Services DivisionAwarded supplier
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.