Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
Thirteen Housing Group Ltd
North Shore, North Shore Road
Stockton-on-Tees
TS18 2NB
UK
Contact person: Mrs Joanne Boyd
Telephone: +44 1642947158
E-mail: joanne.boyd@thirteengroup.co.uk
NUTS: UKC
Internet address(es)
Main address: http://www.thirteengroup.co.uk
Address of the buyer profile: http://www.thirteengroup.co.uk
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Housing and community amenities
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Secure Off-Site Storage and Document Management Facility
Reference number: DN371803
II.1.2) Main CPV code
92512000
II.1.3) Type of contract
Services
II.1.4) Short description
THG require a safe and secure archive/storage facility, which is suitable for the purpose, and mitigate the risks associated with record storage. We require the capability to collect from the off-site storage facility and for collection of document archives from any THG offices. To index and monitor the location of archives to enable retrieval and, at the relevant time, destruction and disposal of documentation. To provide documents electronically, transferred securely, within specified timescales, same day transfer will be required for urgent cases. The contract will be for a period of 3 years +1 + 1 + 1 dependent on performance and pricing after the 3 year period.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
88 087.50
GBP
II.2) Description
II.2.3) Place of performance
NUTS code:
UKC
II.2.4) Description of the procurement
We are required by law to retain documentation for prescribed periods. While THG now work with electronic document, management systems there are paper files prior to the system going live, some functions that are not carried out electronically and classifications of documents that need to be retained as original copy. For these documents, we need a secure, safe archiving facility that can store and manage documentation that is accessible by representatives of THG physically and electronically.
The facility must provide secure storage for archived documentation, with a barcoding or other suitable system for checking boxes in and out, provide THG with the relevant coding structure and to allow reconciliation of the stock held and in the event that THG need to retrieve documents they can identify which box. Provide a room at the facility that THG representatives can use to review the contents of archive boxes and retrieve documents as required and a delivery service to any THG office located across the boroughs of Stockton, Middlesbrough and Hartlepool as required.
Individual live file storage for current customer files, with a barcoding or other suitable system for checking boxes in and out; provide THG with the relevant coding structure and to allow reconciliation of the stock held. The provider will provide a service to retrieve live file and scan the contents to be securely transferred to THG within the same day if specified by THG or the following day as standard.
Archived documents reaching the specified disposal date and live files that have been scanned and transferred to will be disposed of confidentially and securely as authorised by Thirteen.
Invoices with a summary of archive and live files held will be provided monthly and will be reconciled prior to payment approval, any discrepancies will be resolved prior to processing payments.
A customer support service must be available to deal with any enquiries or dispute resolution with regard to the collection, delivery, accessing of or service failure.
II.2.5) Award criteria
Quality criterion: Quality
/ Weighting: 55
Quality criterion: Social Value
/ Weighting: 5
Price
/ Weighting:
40
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
No
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2018/S 205-468041
Section V: Award of contract
Contract No: THIR/CON/18/659
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
18/12/2018
V.2.2) Information about tenders
Number of tenders received: 11
Number of tenders received from SMEs: 9
Number of tenders received from tenderers from EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 11
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Oasis UK North Ltd
02674267
Quadrant 1 Homefield Road
Suffolk
CB9 8QP
UK
NUTS: UK
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 88 087.50
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.4) Procedures for review
VI.4.1) Review body
Thirteen Housing Group Ltd
North Shore, North Shore Road
Stockton on Tees
TS18 2NB
UK
VI.5) Date of dispatch of this notice
03/01/2019