II.1)
Scope of the procurement
Digital Records Solution
Reference number:
Digital Records Solution
79996100
-
Records management
Services
II.1.4)
Short description
This programme will provide a single, council-wide, digital solution enabling us to store, access and retrieve the records we value safely and securely. What this means is knowing where our data is and how to access it on demand, improving our efficiency and the experience for the council, citizens, and communities. We will achieve this through digitising existing records and aligning existing digital data to a common standard across all council departments, enabling automatic retention and processing of records. By adopting a sustainable digital infrastructure, we will build the foundation for future improvements.
This Tender is for the Scanning and digitisation of the Physical records, creation of a digital database, retrieval software and destruction of most of the records once scanned. Some physical records are required post scanning, e.g. Registrars records.
II.1.5)
Estimated total value
Value excluding VAT: 6980000.00
GBP
II.1.6)
Information about lots
This contract is divided into lots:
no
II.2.2)
Additional CPV code(s)
30216110
-
Scanners for computer use
30216120
-
Optical-character-recognition equipment
30216130
-
Barcode readers
32353100
-
Records
48000000
-
Software package and information systems
60160000
-
Mail transport by road
63120000
-
Storage and warehousing services
72000000
-
IT services: consulting, software development, Internet and support
79520000
-
Reprographic services
79999100
-
Scanning services
92512000
-
Archive services
II.2.3)
Place of performance
NUTS code:
UKI45 -
Lambeth
II.2.4)
Description of the procurement
This programme will provide a single, council-wide, digital solution enabling us to store, access and retrieve the records we value safely and securely. What this means is knowing where our data is and how to access it on demand, improving our efficiency and the experience for the council, citizens, and communities. We will achieve this through digitising existing records and aligning existing digital data to a common standard across all council departments, enabling automatic retention and processing of records. By adopting a sustainable digital infrastructure, we will build the foundation for future improvements.
This Tender is for the Scanning and digitisation of the Physical records, creation of a digital database, retrieval software and destruction of most of the records once scanned. Some physical records are required post scanning, e.g. Registrars records.
Given the large volume of activity at the beginning of the contract, co-ordinating the transfer of the physical records from the incumbent supplier, the digitisation of those records (estimated 40million pages) and set up of the Digital Records Solution - it is anticipated the vast majority of expenditure (86%) of the estimated contract costs for the scheduled 8-year contract term will be incurred within the first 12-18 months of the contract.
The contract duration is a maximum 8-year term, with provision for early termination from the end of the second year, where it is anticipated the digitisation process of existing physical records would have been completed.
Price is not the only award criterion and all criteria are stated only in the procurement documents
Value excluding VAT: 6980000.00
GBP
II.2.7)
Duration of the contract, framework agreement or dynamic purchasing system
Duration in months:
96
This contract is subject to renewal:
yes
Description of renewals:
The contract duration is a maximum 8-year term commencing 1 August 2023, with provision for early termination from the end of the second year, where it is anticipated the digitisation process of existing physical records would have been completed.
II.2.9)
Information about the limits on the number of candidates to be invited
Envisaged number of candidates:
6
Objective criteria for choosing the limited number of candidates:
Potential Providers are asked to submit a response electronically to the Standard Selection Questionnaire (SSQ) and the associated supplementary Project Specific Questions through EU Supply, ensuring all the questions are answered.
The Council will evaluate only those Standard Selection Questionnaire submissions made electronically through EU Supply.
The Council has included Supplementary Project Specific Questions and determined threshold criteria which must be met in order for potential Suppliers to be shortlisted. The Council will only select potential Suppliers for shortlisting if they meet the required threshold requirements (pass/fail) of the SSQ Project Specific questions. It is proposed a maximum of 6 (highest scoring) Suppliers will be shortlisted to the next stage. All Potential Suppliers will be notified of their success or otherwise before moving onto the next stage.
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