Digitisation of Archive Service Records.
Section I: Contracting authority
Staffordshire County Council
Wedgwood Building, Tipping Street
For the attention of: John Tapsell
ST16 2DH Stafford
Telephone: +44 1785854651
Fax: +44 1785854660
General address of the contracting authority: www.staffordshire.gov.uk
Address of the buyer profile: www.staffordshire.gov.uk/business/procurement/etendering/
Further information can be obtained from: The above mentioned contact point(s)
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned contact point(s)
Section II: Object of the contract
Service category No 7: Computer and related services
NUTS code UKG24
A Services Concession is defined as - a contract under which the service provider derives income from payments by the users of the service, rather than a payment by the contracting authority.
A modified publication timescale is being used, with submissions being required by the date specified below.
The provision of the services will be undertaken at the expense of the successful Provider and the County Council does not envisage paying the Provider a fee for the provision of the services.
The successful Provider will be required to scan, digitise, transcribe, index, audit, web-host and market parish and other archival records belonging to Staffordshire.
The digital records will then be hosted on a web site set up and maintained by the Provider which will then charge members of the public for access to these digitised records. The County Council will expect the Provider to pay royalties to the County Council in relation to the public use of the archives. At the end of contract period all materials, including metadata, copyright, digitised images and Intellectual Property rights will remain in the sole ownership of Staffordshire County Council. Further details will be set out in the documents to be issued with the Invitation to Tender.
72252000, 92500000, 79999100
Description of these options: The initial period commences on 1st April 2013 to 31st March 2020, with option to extend for one further 36 month period. Therefore an option may be taken up for the period 1st April 2020 to 31st March 2023. This option will be exercised at the discretion of the County Council.
Section III: Legal, economic, financial and technical information
Financial checks will be undertaken for economic operators using one or more of the Councils current financial assessors, n2check (www.n2check.com), Dun & Bradstreet (www.dnb.co.uk), Experian (www.experian.co.uk). Economic operators will be assessed according to the level of risk stipulated by the financial assessors used. Any economic operator being given an ABOVE AVERAGE/HIGHER THAN AVERAGE RISK rating or poorer, by one or more of the assessors used, may be rejected.Note
It is the responsibility of the economic operator to ensure that the appropriate accounts have been filed and that the credit information held is correct.
Should economic operators wish other financial information to be taken into account to support the economic and financial check this should be submitted with the response to the PQQ. SCC reserves the right to request further financial information and to take this into account where necessary in addition to the level of risk stipulated by the financial assessors.
For sole traders/partnerships where third party financial assessments are not available the assessment will be undertaken using a financial spreadsheet detailing trading account data for the last three years.
Minimum level(s) of standards possibly required: The organisation should hold as a minimum the following insurance levels or be able to provide with their response, a written statement advising that should they be awarded the contract they will have the required levels of insurance in place for the commencement of the contract.
Public Liability 5 million GBP
Employers Liability 10 million GBP
Professional Indemnity 2 million GBP
Information and formalities necessary for evaluating if the requirements are met:
Failure to comply with Regulation 25C.
A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years and:
(i) the dates on which the goods were sold or the services provided
(ii) the consideration received
(iii) the identity of the person to whom the goods were sold or the services were provided
(iv) any certificate issued or countersigned by that person confirming the details of the contract for thosegoodssold or services provided and
(aa) that person was not a contracting authority and.
(bb) the certificate referred to in subparagraph (c)(iv) is not available
Any declaration by the economic operator attesting the details of the goods sold or services provided.
The economic operator must submit at least 3 references as detailed within Invitation To Tender Questionnaire.
Failure to comply with Regulation 25D.
A statement of the technicians or technical services available to the candidate to carry out the work under thecontract or be involved in the production of goods or the provision of services under the contract particularlythose responsible for quality control whether or not they are independent of the candidate.
Economic operators must complete the section within the Invitation To Tender, technical / service qualitycapacity.
A statement of the economic operators technical facilities measures for ensuring quality and their study andresearchfacilities.
Economic operators must complete the section within the Invitation To Tender. Quality Issues.
Section IV: Procedure
SCC OfficesPersons authorised to be present at the opening of tenders: no
Section VI: Complementary information
Instructions at http://www.staffordshire.gov.uk/business/procurement/etendering/2.
Follow the link to Proactis E-Tendering (http://www.staffordshire.alito.co.uk). On the main page click SUPPLIERS then (new user) REGISTER links.3.
Complete the self-registration questions and click the Register button.
You will receive a confirmation e-mail with an authentication link (this email may find its way to your trash/junk email account, so please check).
Confirm the authentication and then login into Proactis SUPPLIERS-side.
Search the bulletin board for the tender(s) using key words, search criteria etc.
Once found, click on the (blue) contract title to register interest against an active tender.
Click the REGISTER button and then CONTINUE.
The tender will now be in the MY TENDERS profile area on the main menu.
Find the READ ME FIRST document and continue with managing the tender.
If you require urgent assistance regarding the initial usage of the eTendering package please contact the Contracting Authority point-of-contact in Section I.1 of this notice. On failure to reach this contact, please immediately email the nature of the difficulty toIV.3.3) Conditions for obtaining specifications and additional documents or descriptive document:
Payable documents: yes
Body responsible for mediation procedures
This is an electronic tender. All requests for information to be sent through the electronic tendering portal and messaging facility on the Proactis electronic tendering system. Follow the instructions and follow the link to the PROACTIS E-Tendering. Initially, go to http://www.staffordshire.gov.uk/business/procurement/etendering/
Internet address: http://www.staffordshire.gov.uk/business/procurement/etendering/. Refer also to details in section VI.3 Additional Information