Contract notice
Section I: Contracting
authority
I.1) Name and addresses
NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust)
4-5 Charnwood Court,, Heol Billingsley, Parc Nantgarw
Cardiff
CF15 7QZ
UK
Telephone: +44 2920902255
E-mail: Paul.Thomas4@wales.nhs.uk
NUTS: UK
Internet address(es)
Main address: http://nwssp.nhs.wales/ourservices/procurement-services/
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0221
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://etenderwales.bravosolution.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://etenderwales.bravosolution.co.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://etenderwales.bravosolution.co.uk
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Health
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Invitation to Tender for the Procurement of Off-Site Archiving of Records for Velindre Cancer Centre.
Reference number: VEL-VCC-FTS-40226
II.1.2) Main CPV code
79995100
II.1.3) Type of contract
Services
II.1.4) Short description
Velindre Cancer Centre has used off-site storage facilities for archiving Organisational records.
In addition to the storage of historical archived health records, the Trust also archives non clinical information such as financial and Estates data.
It is a requirement to retain Velindre health records for a period of time in line with Velindre University NHS Trust Records Policy.
Velindre are looking for a supplier to provide the Off-site archiving service.
II.1.5) Estimated total value
Value excluding VAT:
168 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
79995100
92500000
92512000
92510000
II.2.3) Place of performance
NUTS code:
UKL22
Main site or place of performance:
Velindre Cancer Centre
Velindre Road
Whitchurch
Cardiff
CF14 2TL
II.2.4) Description of the procurement
The requirement is to meet the Trust’s archiving requirements for the next 2 years with an option to extend for a further 2 years. The Supplier will be required:
The supplier must do a site survey before submitting their Tender response.
On initiation of the service, to collect from current supplier (if different) and transport them securely to an off-site storage site.
To store these items with due regard to security and confidentiality.
To provide a retrieval and delivery service Monday to Friday from 8:30 to 5pm.
To provide any urgent retrieval and delivery service Monday to Friday from 8.30 to 5pm within 24 hrs of the request or if there is a requirement for the patient to have treatment on the same day, retrieval of notes within 5 hours of the request
Suppliers should note that:
They will be expected to use the Trust’s existing archiving system (of archiving boxes).
Once a record has been retrieved and delivered, there is no requirement to return it to the box it came from unless specifically requested by the requesting department. Once retrieved, records will be archived again in the usual way.
The archiving of the Organisational records to the archive box is the responsibility of the Trust staff.
Any reboxing of notes by the supplier should replicate the number of the box.
There is no requirement for filing.
There is no requirement to destroy old records and documents, unless specifically requested in writing.
Further requirements are noted in the Tender documentations
II.2.5) Award criteria
Criteria below:
Quality criterion: Knowledge
/ Weighting: 10%
Quality criterion: Experience
/ Weighting: 10%
Quality criterion: Working Relationships
/ Weighting: 15%
Quality criterion: Delivery
/ Weighting: 25%
Price
/ Weighting:
40%
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: Yes
Description of renewals:
Option to extend for a further +1 +1 years
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
II.2.14) Additional information
Tenders must be submitted and communicated through Bravo E tender Wales's electronic portal
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
The Supplier must comply with BS 5454:2012
The Supplier MUST be able to demonstrate compliance with the Lord Chancellor’s code of Practice on the management of records, issued under section 46 of the Freedom of Information Act 2000 and associated National Archives Guidance
The Supplier must comply with ISO14001 Environmental Management standard.
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
Please see Tender documentation
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:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
08/03/2021
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
CY
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until:
30/09/2021
IV.2.7) Conditions for opening of tenders
Date:
08/03/2021
Local time: 12:30
Place:
Via Bravo E Tender Wales portal
Information about authorised persons and opening procedure:
Via Bravo E Tender Wales portal
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
Estimated for June 2024 (if both extensions are fulfilled)
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
All information and communication is to be completed via Bravo ETender Wales.
NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=108004
(WA Ref:108004)
VI.4) Procedures for review
VI.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
Telephone: +44 2079477501
VI.5) Date of dispatch of this notice
05/02/2021