United Kingdom - Liverpool: Records management

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Summary

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Threshold: 
OJEU
Main activities: 
Other
Type: 
Contract award notice
Type of contract: 
SERVICES
Award criteria: 
The most economic tender
Published: 
Saturday, January 7, 2017
Tender ID: 
2017/S 005-007828

Contract award notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)

Name, addresses and contact point(s)

The Minister for the Cabinet Office acting through Crown Commercial Service
9th Floor, The Capital, Old Hall Street
L3 9PP Liverpool
United Kingdom
Telephone: +44 3450103503
E-mail: supplier@crowncommercial.gov.uk, eenablement@crowncommercial.gov.uk

Internet address(es):

General address of the contracting authority: http://www.gov.uk/ccs

Address of the buyer profile: https://gpsesourcing.cabinetoffice.gov.uk

I.2)

Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local sub-divisions

I.3)

Main activity
General public services
Other: public procurement

I.4)

Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)

Description

II.1.1)

Title attributed to the contract
RM3781 — Multifunctional Devices, Managed Print and Content Services and Records and Information Management:

— Lot 1 Multifunctional Devices (MFDs) and Entry Level Print Management Software;

— Lot 5 Scanning Services;

— Lot 6 Sensitivity Review Service;

— Lot 7 Audit and Consultancy Services.

II.1.2)

Type of contract and location of works, place of delivery or of performance
Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Primarily in the UK with some limited requirement Overseas.

NUTS code UK

II.1.3)

Information about a framework agreement or a dynamic purchasing system (DPS)
The notice involves the establishment of a framework agreement

II.1.4)

Short description of the contract or purchase(s)
Lot 1 Multifunctional Devices (MFD's) and Entry Level Print Management Software is for the provision of Equipment which includes mono and colour-capable Devices from small to large office based, free standing and network ready MFDs, Entry Level Print Management Software and peripheral accessories to enable Contracting Authorities to utilise bespoke Devices to meet their individual requirements. The Lot 1 Framework Agreement will expire on 26.10.2020 with a maximum Call Off period of five (5) years (60) months.

Lot 5 Scanning Services, is for the management of Records and the ‘physical to digital’ process in line with Governments broader ‘digital by default’ strategy. During this process it is acknowledged that there will be a short term requirement to store physical records. The Potential Provider shall be able to provide the full Scanning Service for an End to End or part requirement. The Lot 5 Framework Agreement will expire on 26.10.2020 with a maximum Call Off period of three (3) years (36) months.

Lot 6 is to provide a Sensitivity Review Service to identify whether Record(s) contain sensitive information and whether the Exemptions support or do not support withholding the sensitive information. The Potential Provider shall be able to provide an On-site or Off site Sensitivity Review Service through either a Fully Managed Sensitivity Review Service or a Triage Sensitivity Review Service. The Lot 6 Framework Agreement will expire on 26.10.2020 with a maximum Call Off period of three (3) years (36) months.

Lot 7 is for the Potential Provider to provide an entirely independent Vendor Neutral Audit and Consultancy based on total cost transparency of existing information management processes. The Potential Provider shall, where required utilise market expertise and knowledge to influence and support Contracting Authorities strategies in the management of its Managed Print and Content Management requirements and the optimisation of physical storage requirements, including reduction of volumes where appropriate and the management of retention and Disposal/ Destruction strategies. The Lot 7 Framework Agreement will expire on 26.10.2020 with a maximum Call Off period of five (5) years (60) months.

II.1.5)

Common procurement vocabulary (CPV)

79996100, 30100000, 30121100, 30121200, 30121300, 30123000, 30125000, 30192400, 48311100, 50310000, 50313000, 50313100, 50313200, 63121000, 63121100, 72220000, 72221000, 72228000, 72512000, 75112000, 79212000, 79212200, 79311000, 79311200, 79410000, 79521000, 79810000, 79811000, 79820000, 79821000, 79995100, 79999100, 92512000, 92512100

II.1.6)

Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes

II.2)

Total final value of contract(s)

II.2.1)

Total final value of contract(s)
Value: 73 700 000 GBP
Excluding VAT

Section IV: Procedure

IV.1)

Type of procedure

IV.1.1)

Type of procedure
Open

IV.2)

Award criteria

IV.2.1)

Award criteria
The most economically advantageous tender in terms of
1. Lot 5 Quality. Weighting 60
2. Lot 5 Price. Weighting 40
3. Lot 6 Quality. Weighting 60
4. Lot 6 Price. Weighting 40
5. Lot 7 Quality. Weighting 50
6. Lot 7 Price. Weighting 50
7. Lot 1 (eAuction) Quality. Weighting 0
8. Lot 1 Price. Weighting 100

IV.2.2)

Information about electronic auction
An electronic auction has been used: yes

IV.3)

Administrative information

IV.3.1)

File reference number attributed by the contracting authority
RM3781

IV.3.2)

Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2015/S 241-437566 of 12.12.2015

Contract notice

Notice number in the OJEU: 2016/S 151-274459 of 6.8.2016

Section V: Award of contract

Contract No: 1. RM3781 Lot No: 1 - Lot title: Multifunctional Devices (MFDs) and Entry Level Print Management Software

V.1)

Date of contract award decision:
12.12.2016

V.2)

Information about offers
Number of offers received: 5

V.3)

Name and address of economic operator in favour of whom the contract award decision has been taken

Canon (UK) Ltd
Cockshot Hill, Woodhatch, Reigate
RH2 8BF Surrey
United Kingdom
E-mail: tender_team@cuk.canon.co.uk
Telephone: +44 01737220000
Internet address: http://www.canon.co.uk
Fax: +44 01737220022

V.4)

Information on value of contract
Initial estimated total value of the contract:
Value: 12 500 000 GBP
Excluding VAT

V.5)

Information about subcontracting
The contract is likely to be sub-contracted: yes
Value or proportion of the contract likely to be sub-contracted to third parties:
Not known
Contract No: 2. RM3781 Lot No: 5 - Lot title: Scanning Services

V.1)

Date of contract award decision:
12.12.2016

V.2)

Information about offers
Number of offers received: 16

V.3)

Name and address of economic operator in favour of whom the contract award decision has been taken

Cleardata UK Ltd
Innovation House, Coniston Court, Riverside Business Park
NE24 4RP Blyth
United Kingdom
E-mail: sales@cleardata.co.uk
Telephone: +44 08000468081
Internet address: http://www.cleardatagroup.co.uk
Fax: +44 01670468015

V.4)

Information on value of contract
Initial estimated total value of the contract:
Value: 25 000 000 GBP
Excluding VAT

V.5)

Information about subcontracting
The contract is likely to be sub-contracted: no
Contract No: 3. RM3781 Lot No: 5 - Lot title: Scanning Services

V.1)

Date of contract award decision:
12.12.2016

V.2)

Information about offers
Number of offers received: 16

V.3)

Name and address of economic operator in favour of whom the contract award decision has been taken

TNT UK Ltd
PO Box 99, Stubbins Vale Mill, Stubbins Vale Road, Ramsbottom
BL8 9BF Bury
United Kingdom
E-mail: tnbids@tnt.co.uk
Telephone: +44 01827303030
Internet address: http://www.tnt.co.uk
Fax: +44 01827318824

V.4)

Information on value of contract
Initial estimated total value of the contract:
Value: 25 000 000 GBP
Excluding VAT

V.5)

Information about subcontracting
The contract is likely to be sub-contracted: no
Contract No: 4. RM3781 Lot No: 5 - Lot title: Scanning Services

V.1)

Date of contract award decision:
12.12.2016

V.2)

Information about offers
Number of offers received: 16

V.3)

Name and address of economic operator in favour of whom the contract award decision has been taken

Williams Lea Ltd
Altgate Tower, 2 Leman Street
E1 8FA London
United Kingdom
E-mail: bidteam.emea@williamslea.com
Telephone: +44 02072514571
Internet address: http://http:www.wlt.com
Fax: +44 02073367462

V.4)

Information on value of contract
Initial estimated total value of the contract:
Value: 25 000 000 GBP
Excluding VAT

V.5)

Information about subcontracting
The contract is likely to be sub-contracted: yes
Value or proportion of the contract likely to be sub-contracted to third parties:
Not known
Contract No: 5. RM3781 Lot No: 5 - Lot title: Scanning Services

V.1)

Date of contract award decision:
12.12.2016

V.2)

Information about offers
Number of offers received: 16

V.3)

Name and address of economic operator in favour of whom the contract award decision has been taken

Xerox (UK) Ltd
Bridge House, Oxford Road, Uxbridge
UB8 1HS Middlesex
United Kingdom
E-mail: UXB.BidTeam@xerox.com
Telephone: +44 01895251133
Internet address: http://www.xerox.co.uk
Fax: +44 01895843444

V.4)

Information on value of contract
Initial estimated total value of the contract:
Value: 25 000 000 GBP
Excluding VAT

V.5)

Information about subcontracting
The contract is likely to be sub-contracted: yes
Value or proportion of the contract likely to be sub-contracted to third parties:
Not known
Contract No: 6. RM3781 Lot No: 6 - Lot title: Sensitivity Review Service

V.1)

Date of contract award decision:
12.12.2016

V.2)

Information about offers
Number of offers received: 2

V.3)

Name and address of economic operator in favour of whom the contract award decision has been taken

Iron Mountain (UK) Ltd
Third Floor, Cottons Centre, Tooley Street
SE1 2TT London
United Kingdom
E-mail: enquiries@ironmountain.co.uk
Telephone: +44 02079391500
Internet address: http://www.ironmountain.co.uk
Fax: +44 02079391501

V.4)

Information on value of contract
Initial estimated total value of the contract:
Value: 35 000 000 GBP
Excluding VAT

V.5)

Information about subcontracting
The contract is likely to be sub-contracted: yes
Value or proportion of the contract likely to be sub-contracted to third parties:
Not known
Contract No: 7. RM3781 Lot No: 6 - Lot title: Sensitivity Review Service

V.1)

Date of contract award decision:
12.12.2016

V.2)

Information about offers
Number of offers received: 2

V.3)

Name and address of economic operator in favour of whom the contract award decision has been taken

TFPL
80 Borough High Street
SE1 1LL London
United Kingdom
Telephone: +44 02073787068
Internet address: http://www.tfpl.com

V.4)

Information on value of contract
Initial estimated total value of the contract:
Value: 35 000 000 GBP
Excluding VAT

V.5)

Information about subcontracting
The contract is likely to be sub-contracted: no
Contract No: 8. RM3781 Lot No: 7 - Lot title: Audit and Consultancy Services

V.1)

Date of contract award decision:
12.12.2016

V.2)

Information about offers
Number of offers received: 4

V.3)

Name and address of economic operator in favour of whom the contract award decision has been taken

EKM4 Ltd
Redland House, 157 Redland Road
BS6 6YE Bristol
United Kingdom
E-mail: info@ekm4.net
Telephone: +44 01985217920
Internet address: http://www.ekm4.net

V.4)

Information on value of contract
Initial estimated total value of the contract:
Value: 1 200 000 GBP
Excluding VAT

V.5)

Information about subcontracting
The contract is likely to be sub-contracted: yes
Value or proportion of the contract likely to be sub-contracted to third parties:
Not known
Contract No: 9. RM3781 Lot No: 7 - Lot title: Audit and Consultancy Services

V.1)

Date of contract award decision:
12.12.2016

V.2)

Information about offers
Number of offers received: 4

V.3)

Name and address of economic operator in favour of whom the contract award decision has been taken

Purosolutions
87 Heath Lea
HX1 2DA Halifax
United Kingdom
Telephone: +44 01422342794
Internet address: http://www.purosolutions.co.uk
Fax: +44 01422500015

V.4)

Information on value of contract
Initial estimated total value of the contract:
Value: 1 200 000 GBP
Excluding VAT

V.5)

Information about subcontracting
The contract is likely to be sub-contracted: no
Contract No: 10. RM3781 Lot No: 7 - Lot title: Audit and Consultancy Services

V.1)

Date of contract award decision:
12.12.2016

V.2)

Information about offers
Number of offers received: 4

V.3)

Name and address of economic operator in favour of whom the contract award decision has been taken

UK Print Audits Limited
11 Dalton Court, Commercial Road
BB3 0DG Darwen
United Kingdom
E-mail: office@ukprintaudits.co.uk
Telephone: +44 07708932294
Internet address: http://www.ukprintaudits.co.uk

V.4)

Information on value of contract
Initial estimated total value of the contract:
Value: 1 200 000 GBP
Excluding VAT

V.5)

Information about subcontracting
The contract is likely to be sub-contracted: no

Section VI: Complementary information

VI.1)

Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no

VI.2)

Additional information:
The following information has been captured in accordance with the requirements of Regulation 50 of the Public Contracts Regulations 2015:

The Authority received a total of 20 tenders in response to Lot 1, Lot 5, Lot 6 and Lot 7 of this procurement, all of which were received electronically via the Authority's e-Sourcing Suite.

The Authority did not receive tenders from non-EU States or other EU Member States.

This Framework Agreement commenced on 12.12.2016 and the Framework Agreement will conclude on 26.10.2020.

The NUTS Code(s) for Canon (UK) Ltd, Cleardata UK Ltd, EKM4 Ltd, Iron Mountain (UK) Ltd, Purosolutions, TFPL, TNT UK Ltd, UK Print Audits Ltd, Williams Lea Ltd and Xerox (UK) Ltd is the UK.

The Authority received five (5) tenders from the Suppliers shown above who are Small Medium Enterprises (SME's) and were successfully awarded.

VI.3)

Procedures for appeal

VI.3.1)

Body responsible for appeal procedures

VI.3.2)

Lodging of appeals

VI.3.3)

Service from which information about the lodging of appeals may be obtained

VI.4)

Date of dispatch of this notice:
5.1.2017