Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
Warwickshire County Council
Shire Hall,Market Square
WARWICK
CV344RL
UK
Contact person: Samantha Priestley
E-mail: procurement@warwickshire.gov.uk
NUTS: UKG13
Internet address(es)
Main address: www.warwickshire.gov.uk
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
WCC Records Management Storage
Reference number: WCC 14760
II.1.2) Main CPV code
79996100
II.1.3) Type of contract
Services
II.1.4) Short description
Warwickshire County Council is looking to re-procure the contract for the provision of paper records storage, retrieval, confidential disposal and scanning services.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
1 264 790.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
79996100
II.2.3) Place of performance
NUTS code:
UKG
II.2.4) Description of the procurement
the Council has approximately 40,000 boxes in storage with its current Provider, and, despite the Pandemic, this number has increased significantly over the last two years owing to the council undertaking a property and paper document rationalisation exercise known as "Bin, Scan, Store". The Council is unsure of any increased volume of storage during the life of this contract and has a view to digitise the records. Most records are held in cardboard boxes, measuring 405mmL x 280mmW x 265mmH that carry the brand of the current contract holder alongside outsized roll plan boxes. There are some boxes measuring 381mmL x 330mmW x 270mmH. There are also outsize, maps/plans stored flat or in plan chests and rolled plan drawings stored in plan tubes, The Council also stores some information in microfilm/fiche format. Most of the information will be in the standard cardboard boxes, the dimensions of which are stated above.
The Council is particularly keen to see how suppliers will reduce their impact on the environment through innovative approaches to managing the Council's records throughout their lifecycle and the life of the contract. This is with reference to buildings management, consumables, storage, transport, digital storage, digitisation and confidential document disposal.
II.2.5) Award criteria
Quality criterion: Environment
/ Weighting: 3
Quality criterion: Uplift of boxes
/ Weighting: 6
Quality criterion: Management of files
/ Weighting: 15
Quality criterion: Social Value
/ Weighting: 3
Quality criterion: Security and disaster recovery
/ Weighting: 9
Quality criterion: Digital records
/ Weighting: 12
Quality criterion: Customer requests, communication and reporting
/ Weighting: 12
Price
/ Weighting:
40
II.2.11) Information about options
Options:
Yes
Description of options:
The term of the contract will be for an initial 7 years and the council has the option to extend for a further 36 months at its sole discretion
During the course of the contract period the range and scope of these services may be subject to modification and variation to meet the changing needs and requirements of the Council, potential changes in legislation and the changing demands placed on the Council by its customers
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
Competitive procedure with negotiation
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2022/S 000-029264
Section V: Award of contract
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
22/05/2023
V.2.2) Information about tenders
Number of tenders received: 8
Number of tenders received by electronic means: 8
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Topwood Ltd
4398739
Wrexham
UK
NUTS: UKL
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 1 264 790.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.4) Procedures for review
VI.4.1) Review body
Royal Court of Justice
The Stand
London
UK
VI.5) Date of dispatch of this notice
02/06/2023