Public procurement notice: Contract Notice
Published: 2016-03-10
Buyer: Department for Work and Pensions
Country: UK
Region: UNITED KINGDOM
Contract type: Services
Procedure: Open procedure
CPV classification: 48311100 | 48613000 | 63121000 | 63121100 | 64216200
Estimated value: 45000000 GBP
Submission deadline: 2016-04-04
Award criteria: The most economic tender

Technical requirements: The Department for Work and Pensions (DWP) (referred to hereafter as the Contracting Authority) is seeking to establish a Contract with a single Supplier for the provision of a Records Management Service for an initial term of four (4) years with the option to extend for up to a further one (1) year period by giving the Supplier no less than three (3) months written notice.
This Records Management Contract is for the provision of Services relating to the management of DWP's hard copy Records only and does not include any electronic Records, with the exception of the provision of services relating to the scanning of hard copy Records as set out in the specification (which is available in the ITT).
The Supplier shall provide the full end-to-end Records Management Service from the Contracting Authority's single designated location which shall be Heywood File Store, which is located in Manchester Road, Heywood, Lancashire OL10 2PZ. Further details about the File Store at Heywood can be found in the ITT.
The Supplier's responsibilities shall include, but not limited to, accepting deliveries of Records from the Contracting Authority's Business Areas, preparing Records for storage (including barcoding, indexing and linking of Records), moving Records into storage, retrieving Files from storage, preparing Records for return to Business Areas, and destroying and archiving Records.
The supplier shall be required to undertake bulk projects on an ad-hoc basis, when requested by the Contracting Authority.
The Supplier is also required to provide, install, manage and maintain a Records Management IT system to record all activities undertaken, including tracking the movement of all Files from Intake through to Destruction. The Records Management IT system shall have the capacity to allow extensive User access at any one time.
The supplier will be required to provider regular Management Reports to the Contracting Authority, it's Business Areas and the Agent via the Records Management IT system.
The Supplier will be required to provide a help-desk service to answer the Contracting Authority's User's enquiries about the Records Management IT system and other general service enquiries related to the provision of the services.
The Supplier shall be required to provide training to the Contracting Authority's Users about the Records Management IT system.
An Implementation Period will commence as soon as the Contract has been awarded, and delivery of the Services under this Contract is expected to commence 1.1.2017 (Activity Commencement Date), subject to the provisions in the Contract. Suppliers shall note that charges under this Contract will not come into effect until the Activity Commencement Date.
A detailed description of the Services, that the Supplier shall be required to supply under this Contract are set out in full in Attachment 4b of the ITT.
This Procurement is being managed and facilitated by Crown Commercial Service (CCS) (referred to as the Agent). The Agent is acting on behalf of the Contracting Authority throughout the procurement process. The Records Management Service Contract will be between the successful supplier and the Contracting Authority, not the Agent.
After the Contract has been awarded, the Agent will manage the strategic and operational contract management activities on behalf of the Contracting Authority.
The Contracting Authority has decided not to divide this requirement into Lots as such division would make the contract technically difficult to manage. This is because the service shall be delivered from a single site with the service being managed by a single records management IT platform which will provide management information and invoicing.
The Contracting Authority intends to award the Contract for an initial term of four (4) years with an option to extend the initial term for such period or periods of up to a maximum of one (1) year in total. The extension will be exercised at the sole discretion of the Contracting Authority by giving the Supplier no less than three (3) months written notice.

Eligibility requirements: Information and formalities necessary for evaluating if the requirements are met; Potential Providers will be assessed in accordance with Section 5 of Chapter 2 of the Public Contracts Regulations 2015, as amended (implementing Title II, Chapter III, Section 3, Sub-section I of Directive 2014/24/EU of the Euporean Parliament and of the Council), on the basis of information provided in response to an Invitation to Tender (‘ITT’). This procurement will be managed electronically via the Agents e-Sourcing Suite. To participate in this procurement, participants must first be registered on the e-Sourcing Suite. If you have not yet registered on the eSourcing Suite, this can be done online at https://gpsesourcing.cabinetoffice.gov.uk by following the link ‘Register for CCS eSourcing’. Please note that, to register, you must have a valid DUNS number (as provided by Dun and Bradstreet) for the organisation which you are registering, who will be entering into a contract if invited to do so. Full instructions for registration and use of the system can be found at https://www.gov.uk/government/publications/become-a-crown-commercial-service-supplier/becoming-a-supplier-through-the-crown-commercial-service-what-you-need-to-know Once you have registered on the eSourcing Suite, a registered user can express an interest for a specific procurement. This is done by emailing ExpressionOfInterest@crowncommercial.gov.uk Your email must clearly state: the name and reference for the procurement you wish to register for; the name of the Potential Provider; and the name and contact details for the registered individual sending the email. The Agent will process the email and then enable the Potential Provider to access the procurement online via the e-Sourcing Suite. The registered user will receive a notification email to alert them once this has been done. As a user of the e-Sourcing Suite you will have access to eSourcing Suite email messaging service which facilitates all messages sent to you and from you in relation to any specific RFX event. Please note it is your responsibility to access these emails on a regular basis to ensure you have sight of all relevant information. For technical assistance on use of the e-Sourcing Suite please contact Crown Commercial Service Support Desk email: eEnablement@crowncommercial.gov.uk A full copy of the ITT documentation for this procurement will be available for unrestricted an full direct access, free of charge via Crown Commercial Service website from the date of this publication of the contract notice: http://ccs-agreements.cabinetoffice.gov.uk/procurement-pipeline Responses must be published by the date in IV.3.4.Please note that the time will be 15:00 BST. Information and formalities necessary for evaluating if the requirements are met: Potential Providers will be assessed in accordance with the Invitation to Tender (‘ITT’). The ITT can be accessed at: https://gpsesourcing.cabinetoffice.gov.uk using the instructions detailed in III.2.1 The Agent may take into account any of the following information: (a) A copy of the audited accounts for the most recent 2 years, if available; or (alternatively); (b) A statement of the turnover, profit and loss account, current liabilities and assets, and cash flow for the most recent year of trading for this organisation; or (c) A statement of the cash flow forecast for the current year and a bank letter outlining the current cash and credit position; or (d) Alternative means of demonstrating financial status if any of the above are not available (e.g. forecast of turnover for the current year and a statement of funding provided by the owners and/or the bank, charity accruals accounts or an alternative means of demonstrating financial status). As stated in the ITT. The ITT can be accessed at: https://gpsesourcing.cabinetoffice.gov.uk using the instructions detailed in III.2.1 Potential Providers will be assessed in accordance with Section 5 of the Regulations implementing the Directive, on the basis of information provided in response to an ITT. The Agent may take into account the following information: (a) Three contract examples, from the public or private sector, providing evidence within these contracts that you have the necessary technical and professional capability ensuring similar requirements to those sought under this Procurement have been performed. Contracts should have been performed during the last 3 years prior to notification of OJEU notice. The supplier must also provide: (a) Certificates in the form attached to the ITT (titled ‘Certificate of Past Performance’) from those to whom services from the three contract examples were provided; or (b) if any such Certificate cannot be obtained, a Certificate in the same form from the entity that provided the services; together with an explanation of the steps taken to obtain a Certificate from the customer and the reason why a Certificate from the customer is not available. If any Certificate does not state that the services have been provided satisfactorily in accordance with the terms of the contract in question, information to show that the reason why the contract was not performed satisfactorily will not recur in the performance of the contract to be awarded. Where the supplier proposes to rely on other entities (including sub-contractors or consortium members) to perform the contract, the supplier must describe the function that each such other entity will perform under the contract and provide the information required in relation to each entity. Any supplier must meet the selection criterion in relation to reliability based on performance of past contracts — namely, the Agent is satisfied that: — the 3 contracts provided by the supplier have been satisfactorily performed in accordance with their terms or, — where that has not occurred, the reason or reasons why that has not occurred in relation to any such contract, will not recur in the performance of the contract to be awarded. Where the supplier proposes to rely on other entities (including sub-contractors or consortium members) to perform the contract, then the selection criterion for reliability must be met by each such entity, save as regards contracts or sub- contracts with a value of less than 5 % of the total contract value and any sub-contractors not yet appointed. The Agent will assess whether or not this criterion is satisfied at the selection stage. In relation to the Services to be provided under this Contract, Potential Providers must confirm (in the Selection Questionnaire which is Attachment 2 of the ITT) if they have, or will have in place, prior to the Activity Commencement Date, certification in the Standards set out below (the Standards are set out in Schedule 7 (Standards) in Attachment 4 of the ITT (the Contract). — Cyber Essentials Plus Certification or equivalent (required 30 Working Days prior to the Activity Commencement Date). https://www.gov.uk/government/publications/cyber-essentials-scheme-overview — BS EN 15713 (or equivalent Standard) The Secure Destruction of Confidential Material. — ISO14001 (Environmental Management) or equivalent Standard. — BS 7858:2012 (Security Screening of Individuals Employed in a Security Environment) or equivalent Standard. — ISO27001 (Information Security Management) or equivalent Standard. — ISO/IEC 27002 (Information Security Management Code of practice) or equivalent Standard. — RM System Compliance with ISO 9241-171:2008 (Ergonomics of human-system Interface or equivalent). — Compliance with WCAG V2 to ‘AA’ Standard on RM System. — HMG Baseline Personnel Security Standards. In addition to the above Standards, the successful Supplier will be required to comply with the Contracting Authority's policies which are set out in Schedule 7 (Standards and Policies) in Attachment 4 (Contract Terms and Conditions) of the ITT.
Information and formalities necessary for evaluating if the requirements are met: Potential Providers will be assessed in accordance with the Invitation to Tender (‘ITT’). The ITT can be accessed at: https://gpsesourcing.cabinetoffice.gov.uk using the instructions detailed in III.2.1 The Agent may take into account any of the following information: (a) A copy of the audited accounts for the most recent 2 years, if available; or (alternatively); (b) A statement of the turnover, profit and loss account, current liabilities and assets, and cash flow for the most recent year of trading for this organisation; or (c) A statement of the cash flow forecast for the current year and a bank letter outlining the current cash and credit position; or (d) Alternative means of demonstrating financial status if any of the above are not available (e.g. forecast of turnover for the current year and a statement of funding provided by the owners and/or the bank, charity accruals accounts or an alternative means of demonstrating financial status). As stated in the ITT.
Information and formalities necessary for evaluating if the requirements are met: Potential Providers will be assessed in accordance with the Invitation to Tender (‘ITT’). The ITT can be accessed at: https://gpsesourcing.cabinetoffice.gov.uk using the instructions detailed in III.2.1 The Agent may take into account any of the following information: (a) A copy of the audited accounts for the most recent 2 years, if available; or (alternatively); (b) A statement of the turnover, profit and loss account, current liabilities and assets, and cash flow for the most recent year of trading for this organisation; or (c) A statement of the cash flow forecast for the current year and a bank letter outlining the current cash and credit position; or (d) Alternative means of demonstrating financial status if any of the above are not available (e.g. forecast of turnover for the current year and a statement of funding provided by the owners and/or the bank, charity accruals accounts or an alternative means of demonstrating financial status).
As stated in the ITT.
The ITT can be accessed at: https://gpsesourcing.cabinetoffice.gov.uk using the instructions detailed in III.2.1 Potential Providers will be assessed in accordance with Section 5 of the Regulations implementing the Directive, on the basis of information provided in response to an ITT. The Agent may take into account the following information: (a) Three contract examples, from the public or private sector, providing evidence within these contracts that you have the necessary technical and professional capability ensuring similar requirements to those sought under this Procurement have been performed. Contracts should have been performed during the last 3 years prior to notification of OJEU notice. The supplier must also provide: (a) Certificates in the form attached to the ITT (titled ‘Certificate of Past Performance’) from those to whom services from the three contract examples were provided; or (b) if any such Certificate cannot be obtained, a Certificate in the same form from the entity that provided the services; together with an explanation of the steps taken to obtain a Certificate from the customer and the reason why a Certificate from the customer is not available. If any Certificate does not state that the services have been provided satisfactorily in accordance with the terms of the contract in question, information to show that the reason why the contract was not performed satisfactorily will not recur in the performance of the contract to be awarded. Where the supplier proposes to rely on other entities (including sub-contractors or consortium members) to perform the contract, the supplier must describe the function that each such other entity will perform under the contract and provide the information required in relation to each entity. Any supplier must meet the selection criterion in relation to reliability based on performance of past contracts — namely, the Agent is satisfied that: — the 3 contracts provided by the supplier have been satisfactorily performed in accordance with their terms or, — where that has not occurred, the reason or reasons why that has not occurred in relation to any such contract, will not recur in the performance of the contract to be awarded. Where the supplier proposes to rely on other entities (including sub-contractors or consortium members) to perform the contract, then the selection criterion for reliability must be met by each such entity, save as regards contracts or sub- contracts with a value of less than 5 % of the total contract value and any sub-contractors not yet appointed. The Agent will assess whether or not this criterion is satisfied at the selection stage. In relation to the Services to be provided under this Contract, Potential Providers must confirm (in the Selection Questionnaire which is Attachment 2 of the ITT) if they have, or will have in place, prior to the Activity Commencement Date, certification in the Standards set out below (the Standards are set out in Schedule 7 (Standards) in Attachment 4 of the ITT (the Contract). — Cyber Essentials Plus Certification or equivalent (required 30 Working Days prior to the Activity Commencement Date). https://www.gov.uk/government/publications/cyber-essentials-scheme-overview — BS EN 15713 (or equivalent Standard) The Secure Destruction of Confidential Material. — ISO14001 (Environmental Management) or equivalent Standard. — BS 7858:2012 (Security Screening of Individuals Employed in a Security Environment) or equivalent Standard. — ISO27001 (Information Security Management) or equivalent Standard. — ISO/IEC 27002 (Information Security Management Code of practice) or equivalent Standard. — RM System Compliance with ISO 9241-171:2008 (Ergonomics of human-system Interface or equivalent). — Compliance with WCAG V2 to ‘AA’ Standard on RM System. — HMG Baseline Personnel Security Standards. In addition to the above Standards, the successful Supplier will be required to comply with the Contracting Authority's policies which are set out in Schedule 7 (Standards and Policies) in Attachment 4 (Contract Terms and Conditions) of the ITT.
The ITT can be accessed at: https://gpsesourcing.cabinetoffice.gov.uk using the instructions detailed in III.2.1 Potential Providers will be assessed in accordance with Section 5 of the Regulations implementing the Directive, on the basis of information provided in response to an ITT. The Agent may take into account the following information: (a) Three contract examples, from the public or private sector, providing evidence within these contracts that you have the necessary technical and professional capability ensuring similar requirements to those sought under this Procurement have been performed. Contracts should have been performed during the last 3 years prior to notification of OJEU notice. The supplier must also provide: (a) Certificates in the form attached to the ITT (titled ‘Certificate of Past Performance’) from those to whom services from the three contract examples were provided; or (b) if any such Certificate cannot be obtained, a Certificate in the same form from the entity that provided the services; together with an explanation of the steps taken to obtain a Certificate from the customer and the reason why a Certificate from the customer is not available. If any Certificate does not state that the services have been provided satisfactorily in accordance with the terms of the contract in question, information to show that the reason why the contract was not performed satisfactorily will not recur in the performance of the contract to be awarded. Where the supplier proposes to rely on other entities (including sub-contractors or consortium members) to perform the contract, the supplier must describe the function that each such other entity will perform under the contract and provide the information required in relation to each entity.
Any supplier must meet the selection criterion in relation to reliability based on performance of past contracts — namely, the Agent is satisfied that: — the 3 contracts provided by the supplier have been satisfactorily performed in accordance with their terms or, — where that has not occurred, the reason or reasons why that has not occurred in relation to any such contract, will not recur in the performance of the contract to be awarded. Where the supplier proposes to rely on other entities (including sub-contractors or consortium members) to perform the contract, then the selection criterion for reliability must be met by each such entity, save as regards contracts or sub- contracts with a value of less than 5 % of the total contract value and any sub-contractors not yet appointed. The Agent will assess whether or not this criterion is satisfied at the selection stage. In relation to the Services to be provided under this Contract, Potential Providers must confirm (in the Selection Questionnaire which is Attachment 2 of the ITT) if they have, or will have in place, prior to the Activity Commencement Date, certification in the Standards set out below (the Standards are set out in Schedule 7 (Standards) in Attachment 4 of the ITT (the Contract). — Cyber Essentials Plus Certification or equivalent (required 30 Working Days prior to the Activity Commencement Date). https://www.gov.uk/government/publications/cyber-essentials-scheme-overview — BS EN 15713 (or equivalent Standard) The Secure Destruction of Confidential Material. — ISO14001 (Environmental Management) or equivalent Standard. — BS 7858:2012 (Security Screening of Individuals Employed in a Security Environment) or equivalent Standard. — ISO27001 (Information Security Management) or equivalent Standard. — ISO/IEC 27002 (Information Security Management Code of practice) or equivalent Standard. — RM System Compliance with ISO 9241-171:2008 (Ergonomics of human-system Interface or equivalent). — Compliance with WCAG V2 to ‘AA’ Standard on RM System. — HMG Baseline Personnel Security Standards. In addition to the above Standards, the successful Supplier will be required to comply with the Contracting Authority's policies which are set out in Schedule 7 (Standards and Policies) in Attachment 4 (Contract Terms and Conditions) of the ITT.