Official UK procurement notice
390_22 Document Management Solutions
Authority: ESPO
What is being bought4 lots · detail below
Published requirement descriptionESPO is seeking to renew its framework agreement for Document Management Solutions. The frameworks covers a wide range of services linked to the scanning and/or storage of documents:
Lot 1 - Electronic Document Scanning and Software
Lot 2 - Document Storage and Retrieval Services
Lot 3 - Total Document Management Solution
Lot 4 - Enhanced Handling and Security Requirements
CPV: Archive destruction services · Archiving services · Data services · Document management services · Document management system · Records management · Scanning services · Storage and retrieval services
How this framework works
From the published notice- Bids received
- 25 bids on the busiest of 4 lots · 23 suppliers appointed
- Framework period
- 2 yrs from 1 Jan 2023
Lots and requirements (4)Procurement structure
4 lots · all with a published value · same evaluation weights on every lotEvery one of these 2 lots carries the same published figure, £48,000,000: it is the framework's maximum for the whole notice, not each lot's own budget, and no share per lot is published. The cards below say ceiling above rather than repeat it.
Lot #1Electronic Document Scanning and SoftwareAwardedceiling above
This Lot requires Suppliers to provide a full end-to-end scanning solution including preparation, scanning, indexing, encryption, electronic storage, transportation and secure disposal of documents. To include the supply, implementation and maintenance of EDRM (Electronic Document & Records Management Software), associated Project management and training.
Lot #2Document Storage and Retrieval ServicesAwardedceiling above
This Lot requires Suppliers to provide preparation, collection, storage, retrieval and the secure disposal of documents plus any associated services.
Lot #3Total Document Management SolutionAwardedPublished value£32,000,000
This Lot requires Suppliers to provide a full end-to end solution for all scanning, storage and consultancy requirements. This includes scanning, indexing, encryption, electronic storage, transportation and secure disposal of documents, storage, retrieval and associated training. Suppliers will also be required to provide a consultancy Service designed to scope and shape a full document management solution to help customers manage all their documents.
Lot #4Enhanced Handling and Security RequirementsAwardedPublished value£32,000,000
This Lot requires Suppliers to provide enhanced safe and secure document management solutions for all scanning, storage and consultancy requirements. This includes secure handling of documents, scanning, indexing, encryption, electronic storage, transportation and secure disposal of documents, storage, retrieval and associated and training.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published award criteria (3)
- Quality: 40
- Social Value: 10
- Price: 50
- Price carries 50 of 100 points: a 10% discount moves about 5 points. This one is won on the number: sharpen the price before polishing the prose.
- “390_22 Document Management Solutions” is a framework: the contest is a place on its panel, not a single contract.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Framework agreement
- Who may use this agreement
- Not stated in the notice; call-off rights may be limited to the establishing authority
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- No (one-off requirement)
- First published
- 24 May 2022, 11:23 BST
- Last source update
- 30 Jan 2023, 12:04 GMT
- Award evaluation window
- 18 Nov 2022 – …
- Authority reference
390_22 (ProContract internal Ref. DN613540)- FTS notice number
2023/S 000-002768- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-033e25Find a Tender
- Performance terms
As part of the on-going contract management process, ESPO shall monitor the financial stability of the awarded Service Providers during the period of the Framework Agreement by reference to credit rating agency reports. ESPO shall obtain a credit score for the Service Provider on or before the Framework start date as a base score and where a significant change in the credit score is identified over the life of the Framework Agreement, ESPO reserves the right to investigate the reasons for this significant change. Depending on the severity of the changes, it will be at the sole discretion of ESPO to suspend or even permanently remove the Service Provider from the Framework Agreement.
- Review procedure
Information on deadlines(s) for review procedures can be found in Part 3, Chapter 6 of the Public Contracts Regulations 2015.
Publisher note: As a Central Purchasing Body as defined in the Public Contracts Regulations 2015, the Framework Agreement is open for use by Public Bodies (defined at https://www.espo.org/amfile/file/download/file/9608/) that also fall into one of the following classifications of user throughout all administrative regions of the UK: Local Authorities; Educational Establishments (including Academies); Central Government Departments and Agencies; Police, Fire & Rescue and Coastguard Emergency Services; NHS and HSC Bodies, including Ambulance Services; Registered Charities; Registered Social Landlords; The Corporate Office of the House of Lords, The Corporate Officer of the House of Commons; or any public body established by or under the Scotland Act 1998 or any Act of the Scottish Parliament. Details of the classification of end user establishments and geographical areas are available at: https://www.espo.org/legal. ESPO has established a commercial trading company, ESPO Trading Limited, whose target clients are third sector organisations such as national and local charities, public sector mutual organisations and other organisations involved in the delivery of services to or for the public sector. The successful Supplier may be asked to enter into an additional separate framework agreement (the Second Framework) with ESPO Trading Limited on materially similar terms to that found in the tender pack to be entered into by ESPO itself. Any Second Framework agreement will be a purely commercial agreement and will, for the avoidance of doubt, not be governed by the Public Contract Regulations 2015 or other public procurement legislation. ESPO Trading Limited may enter into the second framework agreement with the successful supplier and make it available to third sector clients who themselves are not required to follow the Public Contracts Regulations 2015 or other public procurement legislation. Accordingly, this is provided for bidders information only. An eAuction process may be used to award subsequent call off contracts following the reopening of competition among the parties to the Framework Agreement.
How it was run
Official notice- Appointment period ends
- 24 Nov 2022, 12:00 GMT
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bid validity
- 90 days from the deadline
- Bids opened
- 18 Nov 2022, 12:00 GMT
Timeline
11 Jul 2022 → 30 Jan 2023 · 5 dates- Next notice expected11 Jul 2022, 00:00 BST
- Bids opened18 Nov 2022, 12:00 GMT
- Admission / appointment period endsperiod end, not a bid countdown24 Nov 2022, 12:00 GMT
- Contract starts1 Jan 2023
- Notice published30 Jan 2023, 12:04 GMT
Notice history
6 events · 4 releases on Find a Tender · since 14 Oct 2022- Published value updated to £160,000,00014 Oct 2022, 12:39 BSTwas £80,000,000
- Status changed to active14 Oct 2022, 12:39 BST
- Procurement method changed14 Oct 2022, 12:39 BST
- Deadline published: 18 Nov 2022, 12:00 GMT14 Oct 2022, 12:39 BST
- Deadline moved to 24 Nov 2022, 12:00 GMT7 Nov 2022, 12:05 GMT+6 days · was 18 Nov 2022, 12:00 GMT
- Status changed to complete30 Jan 2023, 12:04 GMT
Published amendments (1 · 1 deadline change)
| When | What | Before | After | Shift |
|---|---|---|---|---|
| — | DeadlineTime limit for receipt of tenders or requests to participate · IV.2.2 | 18 Nov 2022 | 24 Nov 2022 | +6 d |
| — | Bid openingConditions for opening of tenders · IV.2.7 | 18 Nov 2022 | 24 Nov 2022 | +6 d |
The Closing date for submission of Tenders has been extended to 12 Noon, 24 November 2022.
Routine re-releases (4)
- 2022-05: 1 release · 24 May 2022
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast4 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.
Contracts
All 2 of these contracts carry the same published figure, £48,000,000, the framework's maximum for the whole notice, not each contract's own value. They are not eleven separate sums.
Lot 1 - Electronic Document Scanning and Software
- Signed
- 12 Jan 2023
- Value
- ceiling above
- Period
- … – 31 Dec 2024
- Status
- active
Lot 2 - Document Storage and Retrieval Services
- Signed
- 12 Jan 2023
- Value
- ceiling above
- Period
- … – 31 Dec 2024
- Status
- active
Lot 3 - Total Document Management Solution
- Signed
- 12 Jan 2023
- Value
- £32,000,000
- Period
- … – 31 Dec 2024
- Status
- active
Lot 4 - Enhanced Handling and Security Requirements
- Signed
- 12 Jan 2023
- Value
- £32,000,000
- Period
- … – 31 Dec 2024
- Status
- active
Bid statistics published by the authority
| Lot | Bids | SME | VCSE | Valid bid range |
|---|---|---|---|---|
| 1 · Electronic Document Scanning and Software | 25bids · 25 electronic | 18 | — | — |
| 2 · Document Storage and Retrieval Services | 25bids · 25 electronic | 18 | — | — |
| 3 · Total Document Management Solution | 25bids · 25 electronic | 18 | — | — |
| 4 · Enhanced Handling and Security Requirements | 25bids · 25 electronic | 18 | — | — |
Contracting authority & participating public bodies
Dispute resolution & review bodies
- The Royal Court of JusticeReview body
Framework contractors & participating bidders
23 commercial parties on the notice- Ardington Archives LLPFramework contractor
- Chaffinch Green Limited (T/A Chaffinch Document)Framework contractor
- Civica UK LimitedFramework contractor
- Compass Minerals Storage & Archives Limited (trading as ‘DeepStore’)Framework contractor
- Crown Records Management LimitedFramework contractor
- Datatron Document Image Archiving LimitedFramework contractor
- Document Options LtdFramework contractor
- Hugh Symons Information ManagementFramework contractor
- Iron Mountain (UK) PLCFramework contractor
- MISL LimitedFramework contractor
Show 13 more suppliers
- NEC Software Solutions UK LimitedFramework contractor
- Offsite Archive Storage and Integrated Services (UK) LimitedFramework contractor
- On-Site Scanning LimitedFramework contractor
- Pearl Scan Solutions LtdFramework contractor
- Quadient UK LimitedFramework contractor
- Restore PLCFramework contractor
- Ricoh UK LimitedFramework contractor
- Scan House Solutions LimitedFramework contractor
- Shredall (East Midlands) LimitedFramework contractor
- Specialist Computer Centres (SCC) PlcFramework contractor
- Stor-a-File LimitedFramework contractor
- Storetec Services LimitedFramework contractor
- Uniscope International Limited (T/A Doc U Safe)Framework contractor
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Economic and financial selection criteria
- Technical selection criteria