Contract notice
Section I: Contracting
authority
I.1) Name and addresses
HAMPSHIRE COUNTY COUNCIL
The Castle
WINCHESTER
SO238ZB
UK
Contact person: Katerina Ploumakis
E-mail: strategic.procurement@hants.gov.uk
NUTS: UKJ36
Internet address(es)
Main address: www.hants.gov.uk
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://in-tendhost.co.uk/hampshire/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://in-tendhost.co.uk/hampshire/aspx/Home
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
Subject Access Request Support Services
Reference number: CS23760
II.1.2) Main CPV code
72314000
II.1.3) Type of contract
Services
II.1.4) Short description
Hampshire County Council (the Authority) invites applications from suitably experienced organisations who wish to tender for a position on the Dynamic Purchasing System (DPS) for the processing of Subject Access Requests (SAR) in the event of a backlog of requests.
The requirement involves handling and processing data of Children's Services SARs disclosures under the laws of UK General Data Protection Regulation (UK GDPR) and the Data Protection Act(2018).The service required from providers would be to redact Children's Services documents provided by Hampshire County Council (HCC) in line with exemptions specified in the UK GDPR.
The DPS will be procured using the restricted procedure under 34(5) of the Public Contract Regulations 2015 (PCRs).
II.1.5) Estimated total value
Value excluding VAT:
600 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.3) Place of performance
NUTS code:
UKJ3
II.2.4) Description of the procurement
The DPS will be established in accordance with Regulation34(5) of the PCRs with a DPS start date of March 2025.
The Authority is establishing this mechanism as a way to deal with any backlog of SARs in a timely manner and within the designated timescales as prescribed by legislation. The following aims and objectives have been established by the Authority for providers to deliver against:
- Successful providers will provide Subject Access Request disclosures within statutory timeframes stipulated in the UK GDPR. These timeframes will be given to the provider by the Authority when the package of work is advertised.
- Successful providers will ensure that responses provided to the Authority are accurate and that all information that is exempt from disclosure has been removed or marked for removal.
- Successful providers will ensure that all information is secured to the appropriate security standards (as defined by the Authority) in transit and whilst being held in the provider's host system. No personal or special category data will leave the provider's system as part of this process unless it is agreed by the Authority.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
600 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
24/03/2025
End:
23/03/2028
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
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
Restricted procedure
IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the setting up of a dynamic purchasing system
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:
2025/S 000-000171
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
05/03/2025
Local time: 14:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.4) Procedures for review
VI.4.1) Review body
High Court of England and Wales
London
UK
VI.5) Date of dispatch of this notice
04/02/2025