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390_22 Document Management Solutions

ESPO

This public procurement record has 9 releases in its history.

Award

30 Jan 2023 at 12:12

Award Notice
Tender

07 Nov 2022 at 12:08

Tender Notice
Tender

14 Oct 2022 at 12:49

Tender Notice
Planning

07 Oct 2022 at 11:51

Planned Procurement Notice
Planning

09 Sep 2022 at 11:08

Planned Procurement Notice
Planning

19 Aug 2022 at 10:47

Planned Procurement Notice
Planning

29 Jul 2022 at 10:02

Planned Procurement Notice
Planning

12 Jul 2022 at 12:42

Planned Procurement Notice
Planning

24 May 2022 at 11:34

Planned Procurement Notice
Summary of the contracting process

ESPO, a buying organisation based in Leicester, England, has issued a tender titled "390_22 Document Management Solutions" in the services industry category. The procurement stage is currently at the planning phase with a future notice date set for autumn 2022. The tender value is £80,000,000, and the contract period is expected to run from November 1, 2022, to October 31, 2026. Suppliers interested in this opportunity can participate in pre-market engagement sessions to help design the new framework. ESPO aims to engage third sector organisations, charities, and public sector mutual organisations in this procurement process.

This tender by ESPO for document management solutions provides a significant opportunity for businesses offering scanning, storage, and document management services. Small and medium-sized enterprises (SMEs) and voluntary, community, and social enterprise (VCSE) organisations are well-suited to compete for this contract. The planned engagement with suppliers will ensure that the new framework aligns with the needs of both suppliers and public sector customers. Businesses focusing on digital document solutions and archive management are encouraged to express interest in this tender for potential growth opportunities.

How relevant is this notice?

Notice Information

Notice Title

390_22 Document Management Solutions

Notice 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. Additional information: 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.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-d6c5b102-8c94-4efb-b331-c2293639ecd3
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/f79d5028-7d0b-4102-97df-bb8d9aa1c379
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Framework
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME, VCSE
Awardee Scale
Large, SME

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

63 - Supporting and auxiliary transport services; travel agencies services

72 - IT services: consulting, software development, Internet and support

79 - Business services: law, marketing, consulting, recruitment, printing and security

92 - Recreational, cultural and sporting services

CPV Codes

48311100 - Document management system

63121000 - Storage and retrieval services

72300000 - Data services

72512000 - Document management services

79995100 - Archiving services

79996100 - Records management

79999100 - Scanning services

92512100 - Archive destruction services

Notice Value(s)

Tender Value
£160,000,000 £100M-£1B
Lots Value
Not specified
Awards Value
£160,000,000 £100M-£1B
Contracts Value
Not specified

Notice Dates

Publication Date
30 Jan 20233 years ago
Submission Deadline
24 Nov 2022Expired
Future Notice Date
21 Oct 2022Expired
Award Date
12 Jan 20233 years ago
Contract Period
16 Jan 2023 - 15 Jan 2025 2-3 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
ESPO
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LEICESTER
Postcode
LE19 1ES
Postcode Area
Leicester
Country
England
Major Region (ITL 1)
TLF East Midlands (England)
Basic Region (ITL 2)
TLF2 Leicestershire, Rutland and Northamptonshire
Small Region (ITL 3)
TLF22 Leicestershire CC and Rutland
Delivery Location
Not specified
Local Authority
Blaby
Electoral Ward
Enderby
Westminster Constituency
South Leicestershire

Supplier Information

Number of Suppliers
23
Supplier Names

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 Limited

Hugh Symons Information Management

Iron Mountain (UK) PLC

MISL Limited

NEC Software Solutions UK Limited

Offsite Archive Storage & Integrated Services (UK) Ltd

On-Site Scanning Ltd

Pearl Scan Solutions Ltd

Quadient UK Limited

Restore PLC

Ricoh UK Ltd.

Scan House Solutions Limited

Shredall SDS Group

Specialist Computer Centres PLC

Stor-a-File Limited

Storetec Services Limited

Uniscope International Limited (T/A Doc U Safe)

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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