Summary

OCID:: ocds-kuma6s-148290
Published by:: Mid and West Wales Fire and Rescue Authority
Authority ID:: AA0484
Publication date:: 20 February 2025
Deadline date:: 24 March 2025
Notice type:: Contract Notice
Has documents:: Yes
Has SPD:: No
Has Carbon Reduction Plan:: Yes

Abstract

Mid and West Wales Fire and Rescue Authority is seeking quotations from suppliers for the collection, scanning, digitisation and secure destruction of confidential HR and Occupational Health filing records. The Service has progressed towards electronic Human Resources (HR) and occupational health files for employees, however physical files are still stored within the HR Department. The Service has decided to digitise the existing physical files for employees enabling easier access to these records. The physical files will then need to be securely destroyed, and a certificate of destruction provided. The contract term will be for the duration of the project, as per the project timescales provided in your response.

Full notice text

CONTRACT NOTICE – NATIONAL

Notice Type: SUPPLIES

1 Authority Details

1.1 Authority Name and Address

Official Name: Mid and West Wales Fire and Rescue Authority
Postal Address: Procurement Department , Fire Service Headquarters, Lime Grove Avenue,
Town: Carmarthen	Postal Code: SA31 1SP	Country: UK
For the attention of: David Williams	Telephone: +44 3706060699
E-Mail: dh.williams@mawwfire.gov.uk	Fax:
Internet Address (URL): http://www.mawwfire.gov.uk Electronic access to information: https://www.sell2wales.gov.wales Electronic submission of tenders and requests to participate: https://www.sell2wales.gov.wales

1.2 Address from which documentation may be obtained

As in 1.1

1.3 Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1 Title

Collection, Scanning, Digitisation and Secure Destruction of Confidential HR and Occupational Health

2.2 Description of the goods or services required

The Service has progressed towards electronic Human Resources (HR) and occupational health files for employees, however physical files are still stored within the HR Department. The Service has decided to digitise the existing physical files for employees enabling easier access to these records. The physical files will then need to be securely destroyed, and a certificate of destruction provided.

The contract term will be for the duration of the project, as per the project timescales provided in your response.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=148290.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3 Notice Coding and Classification

a) Commodity Codes

	Code		Description
	38520000		Scanners
	48329000		Imaging and archiving system
	72512000		Document management services
	79999100		Scanning services
	92512100		Archive destruction services

b) Delivery Location/Area

	Code		Location
	1014		South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)

2.4 Total quantity or scope of tender

Please see attached documents

3 Conditions for Participation

3.1 Minimum standards and qualification required

4 Administrative Information

4.1 Type of Procedure

Single stage

4.2 Reference number attributed to the notice by the contracting authority

MWITQ63

4.3 Time Limits

Time-limit for receipt of completed tenders
24-03-2025 Time 12:00

Estimated award date
06-05-2025

4.5 Language or languages in which tenders or requests to participate can be drawn up

EN CY

4.6 Tender Submission Postbox

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx

5 Other Information

5.1 Additional Information

(WA Ref:148290)

5.2 Additional Documentation

The following additional documents relating to this notice are available from the site:

Appendix-A-Supplier-Qualification-Questionnaire

Appendix-B-MAWWFRA-Contract-Terms-and-Conditions-for-Goods-and-Services

Appendix-C-Welsh-Language-Standards-Questionnaire

ITQ-Part-1

ITQ-Part-2

5.3 Publication date of this notice

20-02-2025

SF 51a

Coding

Commodity categories

ID	Title	Parent category
92512100	Archive destruction services	Archive services
72512000	Document management services	Computer-related management services
48329000	Imaging and archiving system	Drawing and imaging software package
38520000	Scanners	Checking and testing apparatus
79999100	Scanning services	Scanning and invoicing services

Delivery locations

ID	Description
1014	South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)

Alert region restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

ID	Description
There are no alert restrictions for this notice.

About the buyer

Main contact:: dh.williams@mawwfire.gov.uk
Admin contact:: N/a
Technical contact:: N/a
Other contact:: N/a

Further information

Date	Details
21/02/2025 15:48	REPLACED FILE: Appendix-A-Supplier-Qualification-Questionnaire Appendix A - Supplier Qualification Questionnaire

Postbox

The awarding buyer has indicated that it will accept electronic responses to this notice via the Tender Submission Postbox facility.

Submit your tender response electronically in a secure environment.

To create an electronic response please click the "Add to my interest list" button at the top of the page.

For more information on the Postbox Facility please refer to the user guide:

Postbox – for Buyers and Suppliers

Q&A

Ask the buyer any questions you may have relating to this notice. To ask the buyer a question or questions please click the "View Questions and Answers" button.

Additional Documents

The following additional documents have been attached to this notice. To obtain these documents please select the individual file names below.