390_22 Document Management Solutions

Contract summary

Industry

• Document management system - 48311100

• Storage and retrieval services - 63121000

• Data services - 72300000

Show additional CPV codes for this notice

• Document management services - 72512000

• Archiving services - 79995100

• Records management - 79996100

• Scanning services - 79999100

• Archive destruction services - 92512100

Location of contract

United Kingdom

Value of contract

£160,000,000

Procurement reference

ESPO001-DN613540-98953637

Published date

30 January 2023

Closing date

24 November 2022

Closing time

12pm

Contract start date

1 January 2023

Contract end date

31 December 2024

Contract type

Service contract

Procedure type

Open procedure

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

Yes

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Description

ESPO 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

The framework agreement has the option to extend for up to a further 24 months. The total value stated includes the option period.

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.

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More information

Previous notice about this procurement

390_22 Document Management Solutions

• Opportunity
• Published 14 October 2022, last edited 7 November 2022

Additional text

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.

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Award information

Awarded date

12 January 2023

Contract start date

16 January 2023

Contract end date

15 January 2025

Total value of contract

£160,000,000

This contract was awarded to 23 suppliers.

Ardington Archives LLP

Chaffinch Green Limited (T/A Chaffinch Document)

Civica UK Limited

Compass Minerals Storage & Archives Limited (trading as &#03

Crown Records Management Limited

Datatron Document Image Archiving Limited

Document Options Ltd

Hugh Symons Information Management

Iron Mountain (UK) PLC

MISL Limited

NEC Software Solutions UK Limited

Offsite Archive Storage and Integrated Services (UK) Limited

On-Site Scanning Limited

Pearl Scan Solutions Ltd

Quadient UK Limited

Restore PLC

Ricoh UK Limited

Scan House Solutions Limited

Shredall (East Midlands) Limited

Specialist Computer Centres (SCC) Plc

Stor-a-File Limited

Storetec Services Limited

Uniscope International Limited (T/A Doc U Safe)

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About the buyer

Contact name

Food, Communities and Technology Procurement Team

Address

Barnsdale Way, Grove Park, Enderby
Leicester
LE19 1ES
England

Email

tenders@espo.org

Website

https://www.espo.org/