Published date: 8 August 2018

This notice was replaced on 29 May 2019

This notice does not contain the most up-to-date information about this procurement. The most recent notice is:

Awarded contract (published 29 May 2019)

Closed opportunity - This means that the contract is currently closed. The buying department may be considering suppliers that have already applied, or no suitable offers were made.


Contract summary

Industry

  • Storage management software package - 48782000

  • Storage and warehousing services - 63120000

  • Storage and retrieval services - 63121000

    • Storage services - 63121100

    • Electronic information services - 64216200

    • Data storage services - 72317000

    • Document management services - 72512000

    • Archiving services - 79995100

    • Records management - 79996100

    • Scanning services - 79999100

    • Archive services - 92512000

    • Archive destruction services - 92512100

Location of contract

South East

Value of contract

£1,750,000 to £10,000,000

Procurement reference

tender_176599/693930

Published date

8 August 2018

Closing date

22 October 2018

Contract start date

1 May 2019

Contract end date

30 April 2024

Contract type

Service contract

Procedure type

Open procedure (above threshold)

Any interested supplier may submit a tender in response to an opportunity notice.

This procedure can be used for procurements above the relevant contract value threshold.

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

No

Description

The Police and Crime Commissioner for Kent ("Kent Police") wishes to procure as the lead authority on behalf of itself and the Police, Fire and Crime Commissioner for Essex ("Essex Police") a suitably experienced and qualified contractor to provide, utilising such contractor's own premises at locations in the United Kingdom (the "Facilities"), secure off-site storage for a documented and auditable chain of custody, documentary, and physical evidence belonging to each of Kent Police and Essex Police (hereinafter referred to in this contract notice together as the "Authorities" and each individually as an "Authority"), as well as a service to collect such materials from each Authority and to retrieve them and deliver them to the Authorities where so required by the Authorities. The appointed contractor shall manage the storage, tracking, and transportation of the Materials in line with all applicable legislation (including without limitation applicable data protection legislation). The Materials must be stored at the Facilities with appropriate levels of security and environmental conditions and in a manner that delivers value for money for each Authority.

Tenderers are asked to specify whether they are able to provide additional services, including without imitation a scanning service and destruction service (the "Optional Services"). Provision of the Optional Services is not a mandatory requirement and will not be evaluated; however, where tenderers are able to provide the Optional Services, they are asked to state in their respective tenders the applicable pricing in respect of such Optional Services, which pricing will apply in the event that either Authority during the term of the relevant contract chooses (at its absolute discretion) to purchase any of the Optional Services (and neither Authority shall be under an obligation to do so).

The Authorities require the provider of these services to be the same for each Authority so that each Authority can benefit from the efficiencies derived from economies of scale. As such, each Authority will award a separate bilateral contract to the appointed contractor. The contract with Essex Police shall cover, in addition to the requirements of the police service, any requirements of the fire and rescue service for the areas of the councils of the boroughs of Southend-on-Sea and Thurrock and Essex County Council. This is because the Police, Fire and Crime Commissioner for Essex (Fire and Rescue Authority) Order 2017 abolished the former Essex Fire Authority, and responsibility for the fire and rescue service was brought within the remit of the Police, Fire and Crime Commissioner for Essex with effect from 1 October 2017.

Tenderers should note there is no guarantee of the volume of Materials to be sent for storage or retrieved and delivered under either contract.

Full details of the procurement and the requirements are set out in the procurement documents available on the e-Portal (link below).

More information

Links

Additional text

The contract end date has been stated in this notice as 30 April 2024 on the basis that each contract (i.e. the contract with Kent Police and the contract with Essex Police) will have a minimum initial term of five (5) years (and tenderers who submit bids must be capable of providing the services under each contract as soon as 1 May 2019). There are, however, a total of five (5) possible extensions of three (3) years each to each contract at the absolute discretion of the relevant Authority. As such, the maximum potential term of each contract is twenty (20) years, which means it is possible that the duration of either contract or both will extend up to 2039.

The estimated minimum value of this procurement has been stated as £1,750,000 (one million, seven hundred and fifty thousand pounds sterling) on the basis that the combined annual estimated value of both contacts (i.e. the contracts for both Authorities together) is £350,000 (three hundred and fifty thousand pounds sterling). When this figure is multiplied by five (5), i.e. the number of years comprising the minimum initial term, this comes to £1,750,000 (one million, seven hundred and fifty thousand pounds sterling).

The estimated maximum value of this procurement has been stated as £10,000,000 (ten million pounds sterling), but it is likely to fall into a range between £7,000,000 (seven million pounds sterling) and £10,000,000 (ten million pounds sterling). This range has been calculated on the basis that, during the initial minimum term, prices will be fixed. If either contract is extended thereafter, then prices will be subject to indexation based on the Consumer Price Index (CPI) and, as such, the combined annual estimated value of both contracts may increase. As such, the potential increase in the pricing for the remaining fifteen years of each contract (if all extensions under each contract are used) means that the total estimated value could come to £10,000,000 (ten million pounds sterling).

The Authorities intend to hold a briefing day for interested suppliers in August 2018 as set out in the procurement documents. It is recommended that all interested tenderers attend where possible. No part of the briefing day will be subject to evaluation for the purposes of the procurement. Interested suppliers who wish to attend should confirm who will be representing their organisations (including full name and position) as soon as possible using the e-Portal (link below) in accordance with the instructions set out in the procurement documents available on the e-Portal.

About the buyer

Address

Kent Police HQ
Maidstone
ME15 9BZ
England

Email

procurement.services@kent.essex.pnn.police.uk

Website

https://kentpolice-essexpolice.bravosolution.co.uk