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Published 16 Aug 2022, 15:32 BST

Official UK procurement notice

Archive Digitisation Framework · UK public procurement notice

Official notice

Authority: Historic Environment Scotland·Consortium: 3 public authorities

Framework agreementServicesOpen procedureSME suitable
Sectors: Business Services & Consultancy (79)Recreational, cultural and sporting services (92) Delivery: Scotland (UKM)
Framework ceiling (notional)£400,000framework ceiling, not attributable revenue
Submissions closed 19 Sept 2022awarded 26 Jan 2023

What is being bought

Published requirement description

The Purchaser is seeking Supplier(s) for an Archive Digitisation Framework Agreement.

  • Recurrence: Framework will be retendered in 2026 if service is still required

CPV: Archive services · Archiving services

How this framework works

From the published notice
Bids received
4 bids received · 3 suppliers appointed

The lotProcurement structure

single lot · no lot value published
Lot #1The Purchaser is seeking Supplier(s) for this Archive Digitisation Framework Agreement…AwardedRenewal

The Purchaser is seeking Supplier(s) for this Archive Digitisation Framework Agreement to provide an archive digitisation service in relation to images from the HES collections to enable access to its nationally significant materials.

Please see below for a list of items that may require digitisation:

  • Unmounted/Mounted photographic prints
  • Photographic prints in albums
  • Glass plate/Acetate negatives
  • Drawings rolled/flat
  • Bound volumes
  • Loose papers
  • 35mm slides
  • Microfiche
  • Videos/AV
Delivery: Scotland
Extensions: The Framework Agreement will commence on the 01 November 2022 for a period of 2 years and expire on 31 October 2024. The Purchaser reserves the right to extend the Framework Agreement for two further 12 month periods subject to satisfactory performance and continued requirement. If both of these options are activated the maximum possible duration of the Framework Agreement will be 48 months.Variant bids: not allowed
92512000 Archive services

What it takes to win
i

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 more
How bids were scored
Quality: 70%Price: 30%
Published sub-criteria (2)
  • Technical: 70%
  • price: 30%
Published award criteria (2)
  • Technical: 70
  • Price: 30
Conditions of participation2
  • Economic & financial standing

    HES use Scotbis, an independent provider of business credit reports, to assess the financial standing of tenderers. The overall aim of this assessment is to ensure, as far as possible, that any potential Supplier will not have financial difficulties that endanger their ability to perform the Contract. If financial information cannot be gained from that source Historic Environment Scotland will request that you provide full audited accounts for the last full financial year. If Suppliers cannot provide any of the assurances as detailed above, and it is determined by HES that your financial strength is not adequate, then your company may not pass the financial evaluation. If you can provide the assurances as detailed above, HES may explore these options with you before determining whether your company can be taken forward in this procurement exercise. Bank details may also be sought to support the above.

    Minimum: With reference to SPD (Scotland) question 4B.5, it is a requirement of this contract that bidders hold, or can commit to obtain, prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below: - Employers (compulsory) Liability I…
  • Technical & professional ability

    Bidders will be required to provide examples that demonstrate that they have the relevant experience to deliver the services as described in the Contract Notice

    Minimum: In relation to SPD (Scotland) section 4C1.2 bidders will be required to submit three (3) examples of contracts performing a similar service to demonstrate the necessary experience.
Staff
Names and qualifications of delivery staff must be submitted
What this means for your bid
  • Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.
  • “Archive Digitisation Framework” 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
Yes · Framework will be retendered in 2026 if service is still required
First published
16 Aug 2022, 15:32 BST
Last source update
1 Feb 2023, 16:28 GMT
Award evaluation window
19 Sept 2022 – …
Authority reference
HES/C/4152
FTS notice number
2023/S 000-003174
Classification (CPV)
Archive servicesArchiving services
Delivery area
Scotland (UKM)
Official registry OCID
ocds-h6vhtk-035f1c Find a Tender
Contract terms
Electronic trading
e-invoicing allowed · electronic ordering · electronic payment

Publisher note: (SC Ref:721112)

How it was run

Official notice
Run through: Public Contracts Scotland · Who buys & how to bid on PCS
Supplier login requiredLanguage: EN
Access & registration note: Free single registration for Scotland; PCS-Tender (Jaggaer) for full bidding
Appointment period ends
19 Sept 2022, 12:00 BST
Submission channel
{"electronicSubmission"}
Accepted languages
en
Bid validity
90 days from the deadline
Bids opened
19 Sept 2022, 12:00 BST
Detailed submission instructions & authority contactsFrom official release

www.publiccontractsscotland.gov.uk ↗

Timeline

19 Sept 2022 → 1 Feb 2023 · 3 dates
  1. Admission / appointment period endsperiod end, not a bid countdown
    19 Sept 2022, 12:00 BST
  2. Bids opened
    19 Sept 2022, 12:00 BST
  3. Notice published
    1 Feb 2023, 16:28 GMT

Notice history

1 event · 2 releases on Find a Tender
  1. Status changed to complete
    1 Feb 2023, 16:28 GMT

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Suppliers appointed 3admitted to the panel · see the list ↓
Bids received 43 from SMEs
Contracts signed 1latest 26 Jan 2023

1 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.

Contracts

  • Contract 003174-2023-HES/C/4152-1

    Signed
    26 Jan 2023
    Value
    £400,000
    Status
    active

Bid statistics published by the authority

BidsSMEVCSEValid bid range
4bids · 4 electronic · 4 from abroad3——

Contracting authority & participating public bodies

3 public bodies on the notice

Historic Environment Scotland

Contracting authorityNational or federal agency/officeTourism, Conservation, Built Environment Longmore House, Salisbury Place, Edinburgh, Scotland, EH9 1SHContact name, email, phone Published organisation website ↗

Consortium members and other public bodies

Dispute resolution & review bodies

  • Edinburgh Sheriff CourtReview body Edinburgh

Framework contractors & participating bidders

3 commercial parties on the notice

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.