FRAMEWORK BRIEF. Document Storage, Scanning & Related Services

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1 FRAMEWORK BRIEF Document Storage, Scanning & Related Services

2 FRAMEWORK OVERVIEW HealthTrust Europe s (HTE) Document Storage, Scanning and Related Services framework agreement offers a simple and compliant route to market for the procurement of a range of documents and records management services at competitive rates. It offers users the flexibility of allowing both direct call-off and further competition under the provisions of the framework agreement. Additionally, lot 1 and lot 3 offer an extended contract duration (up to 10 years) allowing users to develop a strategic working relationship with successful suppliers and avoid high contract exit costs. HTE procured this framework agreement in accordance with the restricted procedure set out in the Public Contracts Regulations 2006 (as amended), and the EU Combined Directive (2004/18/EC). A Contract Notice (2014/S ) was published on 8 th April Lot 1 and lot 2 were awarded and went live on 6 th May Lot 3 is due to be awarded later this year (2015). Each of the appointed suppliers has been rigorously vetted in terms of their quality and value propositions through a robust and compliant evaluation process. If you or your legal advisors require copies of OJEU Notices or further details of the framework agreement then please contact the Helpdesk on or by at Free to access Compliant route to market Standardisation and rationalisation Reduction of effort and resources Cost avoidance/strategic cost allocation Bespoke management reporting Page 1 of 7

3 SERVICES INCLUDED Each lot can include but is not limited to the following: Lot 1 Document Storage, Scanning and Secure Destruction Services Secure storage of documents and records Retrieval of documents and records Document maintenance Bulk operations Secure destruction of documents and records Lot 2 Document Scanning and Secure Destruction Services Off-site scanning and digitising services, incl. scan on demand Document preparation Secure storage of documents and records ( to-be-scanned and scanned documents and records) Electronic retrieval of documents and records Bulk operations Secure destruction of documents and records Lot 3 Fully Managed Document Services Secure storage of documents and records Off-site scanning and digitising services, incl. scan on demand Secure storage of documents and records ( to-be-scanned and scanned documents and records) Retrieval of documents and records Electronic retrieval of documents and records Document maintenance Document preparation Bulk operations Secure destruction of documents and records Electronic documents and records management solution (software, its management and maintenance) Consultation services (especially relating but not limited to the Go Paperlite initiative) Page 2 of 7

4 FRAMEWORK SUPPLIERS Lot 1: Document Storage, Retrieval and Secure Destruction Services Lot 2: Document Scanning and Secure Destruction Services Lot 3: Fully Managed Document Services Box-it UK Ltd Civica UK Ltd EDM Group Ltd Hugh Symons Information Management Ltd Recall Ltd Restore Plc TNT UK Ltd Wincanton Group Ltd To be confirmed in due course Framework Status Key: Provider available against this Lot Provider not available against this Lot Page 3 of 7

5 KEY BENEFITS Variety: The framework agreement offers a number of options that can meet most of the documents and records management requirements an organisation may have, e.g. off-site storage, bulk scanning, scan on demand etc. Compliance: The framework agreement was procured in accordance with Public Contracts Regulations 2006 (as amended) and therefore, offers a compliant route to market whereby reduced resource is required to identify the most economically advantageous provider. Competitiveness: The number of providers under the framework agreement represents a healthy competition for each service covered. Standardisation and Rationalisation: All framework agreement providers have experience in providing services to Public Sector organisations and therefore, can offer their guidance and expertise on how processes can be standardised and rationalised to achieve cost and process efficiency savings. Free to Access: There is no charge to clients for accessing the framework agreement if a Direct Award route is pursued. The extensive support provided during a competitive process may attract a charge but it may also be free of charge depending on individual circumstances. Reporting and Audit Trail: All framework providers are capable of providing comprehensive reports resulting in transparency of a service provision and full audit trail of any competitive activity, or direct call-off is available ensuring that all internal standing orders and governance requirements are met. Page 4 of 7

6 ACCESS TO THE FRAMEWORK Document storage, scanning and related services can be accessed via this framework agreement by all Public Sector bodies in the UK, including: Central Government Departments and their executive agencies Non-Departmental Public Bodies (NDPBs) National Health Service (NHS) bodies Health Boards, NHS Trusts, Community Health Councils and other constituent bodies of the NHS in Wales NHS Scotland and its constituent bodies Health and Social Care Trusts, Health Agencies and other constituent bodies of the NHS in Northern Ireland. Local Authorities Police Forces and other emergency services Educational establishments Registered social landlords (RSLs) Registered Charities Devolved and other administrations within the British Isles Her Majesty s Prison Service The Ministry of Defence The framework agreement can be accessed in two ways, Direct Award or Mini Competition, given that a relevant order form has been signed by your organisation. Direct Award The Direct Award route can be taken on the basis that your organisation is able to identify the most economically advantageous provider without conducting a further competition, e.g. when your organisation s requirements are reasonably standard compared to the services specified in the framework agreement and where there is no contract exit or TUPE implications. Framework agreement award criteria are used to determine the highest scoring capable provider but the weightings of each are flexible and therefore, can be determined by your organisation. Award criteria vary on a lot by lot basis. HTE will guide you through the process and issue a call-off contract to your organisation and the successful provider once the evaluation process has been completed. The process normally takes between 1 and 4 weeks (maximum of 4 weeks if any price-related clarifications are required). Page 5 of 7

7 Mini Competition A Mini Competition may be conducted if a further competitive exercise is required to identify the most economically advantageous provider against your specific requirements. This process will enable your organisation to compare and evaluate different offerings ensuring that the final result is the most beneficial to your organisation. The level of competition created will also enable your organisation to enjoy the competitive edge which will aid your internal sign-off process. HTE will work in close partnership with your organisation throughout the process and carry out the tendering exercise on a fully auditable e-tendering system called Bravo Solution, and as a result, the risk of challenge will be minimised. All capable framework agreement providers under the relevant lot will be invited to submit a proposal against your requirements. All Mini Competition documents such as the standard Invitation to Mini Competition (IMC) document, pricing schedule etc. will be provided to your organisation which will save you time and will enable you to draw your focus on more strategic tasks such as the development of the specification. It is highly recommended that prior to commencing the process, your organisation meets with all providers under the relevant lot to gather the knowledge and expertise from the industry experts. This will be facilitated by HTE (if required). Following the completion of the Mini Competition, HTE will provide you with a Contract Award Recommendation Report offering full details of the process and the outcome. Once the document has been signed off by your organisation, HTE will finalise the process by issuing relevant contractual documentation to you and the successful provider (i.e. call-off contract incorporating specification, SLAs, pricing applicable to the service provision, provider s proposal etc.). Due to the nature of the services covered under lot 3, the Direct Award option is not available and a Mini Competition is required. Page 6 of 7

8 FAQS What should I do next? To discuss your requirements and / or arrange to access to this framework agreement, please contact our Helpdesk team on or by at Existing HTE members should talk to their Account Manager to obtain further details. Once you have made the decision to use the framework agreement, access can be granted very promptly. How can I see more detail regarding the services which are included in this framework agreement? Services are usually tailored to meet the client s requirements. Your requirements can be discussed with HTE s category manager who will be able to offer advice and / or facilitate meetings with the framework agreement providers who will offer extensive guidance and expertise. How can I be sure that this framework agreement can be used by my organisation and remain compliant? The framework agreement was publicly advertised in the Official Journal of the European Union (OJEU) on 8 th April 2014 (ref.: 2014/S ) under the Restricted Procedure. Each successful bidder has been rigorously vetted in terms of their quality, capability and capacity through a series of qualification, technical and commercial responses requested for evaluation. A copy of the OJEU notice can be obtained by contacting the Helpdesk team on or by at How long is the framework agreement valid for? The existing framework agreement is valid until 5 th May 2018 (lot 1 and lot 2) with an option to extend for a further period of 1 year. Call-off contracts formed during the life of the existing framework agreement may extend beyond the framework agreement expiry date. For further information regarding this framework agreement, please speak to your Account Manager. Alternatively, please contact the Helpdesk on or by at Page 7 of 7

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