Records Information Management, Digital Solutions and Associated Services
A Contract Award Notice
by RECORDS INFORMATION MANAGEMENT, DIGITAL SOLUTIONS AND ASSOCIATED SERVICES
- Source
- OJEU
- Type
- Framework (Services)
- Duration
- 4 year (est.)
- Value
- £60M
- Sector
- BUSINESS
- Published
- 26 Apr 2021
- Delivery
- To 01 Jun 2025 (est.)
- Deadline
- n/a
Concepts
Location
Liverpool
2 buyers
13 suppliers
- Ricoh Northamptonshire
- Oituk Milton Keynes
- Compass Minerals Storage & Archives Cheshire
- Go Shred Huddersfield
- Immj Systems Stansted
- Microform Imaging Wakefield
- on Site Scanning Glasgow
- Scan House Solutions Accrington
- Cleardata Blyth
- Crown Records Management West Lothian
- Iron Mountain London
- Restore Surrey
- Xerox Middlesex
Description
Crown Commercial Service (CCS) as the Authority has put in place a pan government collaborative framework contract for the provision of records information management, digital solutions and associated services to be utilised by Central Government Departments and all other UK Public Sector Bodies, including Local Authorities, Health, Police, Fire and Rescue, Education and Devolved Administrations. The framework includes digital workflow and cloud based hosting services, storage, scanning, shredding, technical resources, clinic preparation and management of NHS patient records and specialist services e.g. appraisal and selection and sensitivity review.
Lot Division
| 1 | Records Information Management Services Lot 1 is for the provision of records information management services, which include the following service lines: SL1: On site storage of active physical records; SL2: On site storage of inactive physical records; SL3: On/off site combination physical records; SL4: On/off site shredding destruction and disposal; SL5: Scanning services; SL6: Data entry services. Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 1 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement. Cyber Essentials Basic ISO27001 Information Security Standard ISO27002 Information Security Code of Practice ISO9001 Quality Management Systems ISO14001 Environmental Management BS 4971:2017 Guide for the Storage and Exhibition of Archival materials BS EN 15713 Secure Destruction of Confidential Material BS 7858 Security Screening BS10008 Electronic Information Management BIP 0008 Code of Practice for Legally Admissibility and Evidential Weighting. Award Criteria
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| 2 | Digital Workflow and Cloud Based Hosting Solutions Lot 2 is for the provision of digital workflow and cloud based hosting solutions, which include the following services lines: SL1: Digital workflow solutions (for example but not limited to document/content/records/workflow management, hybrid mail and data entry services); SL2: Cloud based hosting solution; SL3: Bulk scanning services (including file preparation); SL4: Third party interim technical resources (e.g. technical/security architects). Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 2 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement. Cyber Essentials Basic ISO27001 Information Security Management System ISO27002 Information Security Management ISO9001 Quality Management System ISO14001 Environmental Management BS EN 15713 Secure Destruction of Confidential Material BS 7858 Security Screening BS10008 Electronic Information Management BIP 0008 Code of Practice for Legal Admissibility and Evidential Weight of Information Stored Electronically Suppliers will be required to follow and demonstrate compliance with relevant NCSC Guidance. Award Criteria
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| 3 | Full Management of National Health Service (NHS) Patient Records (Off-site) Lot 3 is for the provision of Full Management of National Health Service (NHS) Patient Records (Off-site), which includes the following services lines: SL1) Clinic Preparation and Management of NHS Patient Records; SL2) Digitisation (scanning) of patient records; SL3) Off-site storage of patient records; SL4) Third party interim resources. Additional services: on site managed service; and shredding, destruction and disposal services Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 3 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement. Cyber Essentials Basic ISO27001 Information Security Standard ISO27002 Information Security Code of Practice ISO9001 Quality Management System ISO9001 Quality Management System ISO14001 Environmental Management. BS 4971:2017 Guide for the storage and exhibition of archival materials. BS EN 15713 Secure destruction of confidential material BS 7858 Security Screening. BS10008 Electronic information management. BIP 0008 Code of practice for legal admissibility and evidential weight of information stored electronically. Award Criteria
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| 4 | Specialist Records Management Services (On and/or Off Site) Lot 4 is for the provision of specialist records management services (on and/or off site), which includes the following services lines: SL1: Listing; SL2: Cataloguing; SL3: Appraisal and selection; SL4: Sensitivity review (triage and/or fully managed) service; SL5: Record preparation service. Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 4 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement. Cyber Essentials Basic ISO27001: Information Security Standard BS 7858: Security Screening. Award Criteria
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| 5 | Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services Lot 5 is for the provision of combined digital workflow, cloud based hosting and records information management services, which includes the following services lines: SL1: On site storage of active physical records; SL2: On site storage of inactive physical records; SL3: On/off site combination physical records; SL4: On/off site shredding destruction and disposal; SL5: Scanning services; SL6: Data entry services; SL7: Digital workflow solutions; SL8: Cloud based hosting solution; SL9: Bulk scanning services (including file preparation); SL10: Interim technical resources. Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 5 procurement, bidders were required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement. Cyber Essentials Basic ISO27001 Information Security Standard ISO27002 Information Security Code of Practice ISO9001 Quality Management Systems ISO14001 Environmental Management BS EN 15713 Secure Destruction of Confidential Material BS 7858 Security Screening BS10008: Electronic information management BIP 0008: Code of practice for legal admissibility and evidential weight of information stored electronically. BS 4971:2017 Guide for the storage and exhibition of archival materials. Suppliers were required to follow and demonstrate compliance with relevant NCSC Guidance. Award Criteria
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Award Detail
| 1 | Ricoh (Northamptonshire)
|
| 2 | Oituk (Milton Keynes)
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| 3 | Compass Minerals Storage & Archives (Cheshire)
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| 4 | Go Shred (Huddersfield)
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| 5 | Immj Systems (Stansted)
|
| 6 | Microform Imaging (Wakefield)
|
| 7 | on Site Scanning (Glasgow)
|
| 8 | Scan House Solutions (Accrington)
|
| 9 | Cleardata (Blyth)
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| 10 | Crown Records Management (West Lothian)
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| 11 | Iron Mountain (London)
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| 12 | Restore (Surrey)
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| 13 | Xerox (Middlesex)
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CPV Codes
- 63120000 - Storage and warehousing services
- 48311100 - Document management system
- 63121000 - Storage and retrieval services
- 63121100 - Storage services
- 64216200 - Electronic information services
- 72312000 - Data entry services
- 72312100 - Data preparation services
- 72312200 - Optical character recognition services
- 72313000 - Data capture services
- 72512000 - Document management services
- 79131000 - Documentation services
- 79212000 - Auditing services
- 79212200 - Internal audit services
- 79311000 - Survey services
- 79311200 - Survey conduction services
- 79410000 - Business and management consultancy services
- 79995100 - Archiving services
- 79995200 - Cataloguing services
- 79996100 - Records management
- 79999100 - Scanning services
- 92512000 - Archive services
- 92512100 - Archive destruction services
Indicators
- Award on basis of price and quality.
Other Information
As part of this contract notice the following documents can be accessed at: https://www.contractsfinder.service.gov.uk/Notice/1fd6b20d-c917-4ecb-a226-7b489c... 1) Contract notice transparency information for the agreement; 2) Contract notice authorised customer list; 3) Rights reserved for CCS framework. On 2 April 2014 Government introduced its Government Security Classifications (GSC) scheme which replaced Government Protective Marking Scheme (GPMS). A key aspect is the reduction in the number of security classifications used. All bidders should make themselves aware of the changes as it may impact this requirement. This link provides information on the GSC at: https://www.gov.uk/government/publications/government-security-classifications Cyber Essentials is a mandatory requirement for Central Government contracts which involve handling personal information or provide certain ICT products/services. Government is taking steps to reduce the levels of cyber security risk in its supply chain through the Cyber Essentials scheme. The scheme defines a set of controls which, when implemented, will provide organisations with basic protection from the most prevalent forms of threat coming from the internet. To participate in this procurement, bidders must be able to demonstrate they comply with the technical requirements prescribed by Cyber Essentials, for services under and in connection with this procurement. Please note: All certificates issued prior to 1 April 2020 or before 30 June 2020 on the existing scheme are valid until 30 June 2021. This includes those issued by Accreditation Bodies other than IASME. On 30 June 2021, any certificate issued under the old scheme will expire. Refer to https://www.ncsc.gov.uk/information/cyber-essentials-faqs for more information. CCS reserve the right to award a framework to any bidder whose final score is within 1 % of the last position for Lots 2 to 5. CCS considers the Transfer of Undertakings (Protection of Employment) Regulations 2006 will not apply at framework level. We encourage bidders to take their own advice on whether TUPE is likely to apply, in particular circumstances of the call-off contract and carry out due diligence accordingly. Some purchases under this framework Agreement may have requirements that can be met under this framework agreement but the purchase of which may be exempt from the Procurement Regulations (as defined in Attachment 1 – About the framework within the Invitation to Tender documentation). In such cases, call-offs from this framework will be unregulated purchases for The purposes of the procurement regulations, and the buyers may, at their discretion, modify the terms of the framework and any call-off contracts to reflect that buyer’s specific needs.
Reference
- OJEU 207347-2021