Public procurement notice: Contract Notice
Published: 2020-12-18
Buyer: Department for Work and Pensions
Country: UK
Contract type: Services
Procedure: Open procedure
CPV classification: 48311100 | 63121100 | 72512000: Document management services | 79995100 | 79996100
Estimated value: 9500000 GBP
Submission deadline: 2021-01-25
Award criteria: The most economic tender

Technical requirements: The purpose of this tender is to appoint a single supplier who will be responsible for the provision of a records management service which shall include:
An on-site records management service. The primary business as usual operational elements of the records management requirements are:
As well as the BAU requirements listed, the specification also includes the requirement for a full File Audit of all records in storage. This will include the validation, reconciliation and consolidation of all items.
The services will require that the successful supplier will be responsible for the provision of a records management service which shall include the requirement to undertake a file audit and consolidation exercise over the contract period to validate the DWP record holdings and manage the space effectively within the Heywood Store. This is to ensure that come the end of the contract term, the boxes DWP plans to transfer to an off-site facility are at the optimum capacity and contents are validated as accurate.
DWP currently utilise the O’Neills system as it’s records management IT system and the successful supplier is required to fully manage and maintain the system on behalf of DWP.
The supplier will be required to provide a help‑desk service to answer DWP user's enquiries in relation to the records management IT system and other general service enquiries related to the provision of the services.
1) Register on the eSourcing portal (this is only required once): https://dwp.bravosolution.co.uk and click the link to register:
— note your chosen username and click 'Save'. You will receive an email with your password (keep this secure).
— click the 'PQQs/ITTs Open To All Suppliers' link (These are pre-qualification questionnaires or Invitations to Tender open to any registered supplier);
— this will move the PQQ /ITT into your 'My PQQs/ My ITTs' page (A secure area reserved for your projects only);
— click 'My Response' under 'PQQ/ITT Details', you can choose to 'Create Response' or to 'Decline to Respond' (please give a reason if declining);
(i) to not award any contracts as a result of the procurement process commenced by publication of this notice; and
(ii) to make whatever changes it may see fit to the content and structure of the tendering competition.
The authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. The Public Contracts Regulations 2015 (SI 2015/102) provide for aggrieved parties to take action in the High Court. Any such action must be brought within the relevant time limits. Where a contract has not been entered into, the court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into, the court may award damages and in the case of specified breaches of the rules may also order the termination of the contract and the levying of fines. Precise deadlines and the situations in which the deadlines can be extended are contained within part 3 of the Public Contracts Regulations 2015 (SI 2015/102).

Eligibility requirements: Potential suppliers will be evaluated against the criteria set out in the procurement documents.

Award value: 9500000