Courtney Davis Head of Information Management. Public with separate exempt report

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1 ACTION TAKEN UNDER DELEGATED POWERS BY OFFICER [19 June 2015] Title Report of Wards Status Enclosures Decision to award Off Site Document Management Services Contract under ESPO framework Courtney Davis Head of Information Management All Public with separate exempt report Annex 1. Authorisation to Procure Offsite Document Management Services Annex 2. Risk and Benefits Document Management Services Officer Contact Details Duncan Hartwig, Corporate Records Manager Summary This report requests authority to award off site document management services contract to Stor-A-File for the movement and storage of files required to support the relocation from North London Business Park (NLBP) building 4 and additional use of Barnet House, and for the archival storage of files stored at Mill Hill Depot prior to its closure. Decisions 1. Award Off-Site Document Management Services Contract to Stor-A-File following tender evaluations submitted under the ESPO contract framework

2 1. WHY THIS REPORT IS NEEDED 1.1 Following the authorisation given at the Policy & Resources Committee Meeting on 17th February 2015, expressions of interest were sought via the ESPO Framework to seek a third party supplier to provide Off-site Document Management Services to LB Barnet 1.2 Three of the seven suppliers on the ESPO Framework responded with expressions of interest. 1.3 Two of these three submitted a tender, which were subsequently evaluated by Duncan Hartwig, LB Barnet Records Manager; Peter Davis, Archive Manager; and Amanda Allen, Procurement Manager 1.4 From these evaluations, the recommendation is to engage Stor-A-File for this service as they meet quality and price criteria set out in the Invitation to Tender 2. REASONS FOR DECISIONS 2.1 Evaluation of the two suppliers was carried out using the following criteria: Warehouse Management System (weighting 5%) Document Storage Facilities - including security (weighting 15%) Document Retrieval (weighting 15%) Document Destruction Services (weighting 15%) Cost (weighting 50%) 2.2 Both suppliers are on the ESPO framework, and as such have been fully validated under OJEU 2.3 On the quality of the five service elements listed above both suppliers scored well. 2.4 On the cost element of the evaluation, Stor-a-file were significantly more cost effective than the other submissions (See paragraph 5.2 of this report for Total Cost of Ownership breakdown) 2.5 Given Stor-A-File achieves all quality requirements and provides value for money, it has been chosen as the recommended supplier. 3. ALTERNATIVE OPTIONS CONSIDERED AND REJECTED 3.1 Under the CSG contract Capita Document and Information Services (CDIS) could be contracted directly. However, concerns to ensure that the Council procures a service that offers the best value for money have resulted in

3 further consideration of procurement through a public service framework. In addition, the location of the CDIS storage facility, in Darlington, would not enable the 3 hour delivery requirement identified by the council for a proportion of its files and the scanning solution proposed it not a preferred one at this stage. The three hour delivery requirement is driven by the Council s Family Services business unit, which can require, in certain client emergencies, access to files within three hours. Furthermore, scanning is not a viable option for the time being as there are storage capacity issues across the Council s IT estate. 3.2 The option to request that Capita access the services via a private procurement through the open market has been assessed; however, as Capita has an in-house solution through CDIS this route is not available for this procurement. 4. POST DECISION IMPLEMENTATION 4.1 Once the contract is awarded an uplift plan will be agreed with the supplier to move over 30,000 boxes of files from NLBP, Barnet House, Mill Hill Archive, and CDIS temporary storage in Coventry. 4.2 A Communication plan will be delivered to update staff on the development and implementation of Service. 4.3 Records Co-ordinators within each Delivery Unit will be established to liaise with the Records Manager and team to use the service. 4.4 Training will be provided by the supplier to nominated Council employees, in conjunction with the Records manager and team, so that they can use the service once it goes live. 5. IMPLICATIONS OF DECISION 5.1 Corporate Priorities and Performance The Council s Corporate Plan includes the objective that the council, working with local, regional and national partners, will strive to ensure that Barnet is a place where services are delivered efficiently to get value for money for the taxpayer These services enable the delivery of the Smarter Working project and the associated move from NLBP building 4 to a consolidated staff base at NLBP building 2 and Barnet House Implementation of these services supports the closure of the Mill Hill storage facility in preparation for the future closure of the Mill Hill Depot. 5.2 Resources (Finance & Value for Money, Procurement, Staffing, IT,

4 Property, Sustainability) Based on the submission from Stor-a-file, the estimated cost of the contract over five years is 359,296. This figure is however highly dependent on the volume of services eg additional storage and document retrieval utilised post the initial transfer of documents. The initial budget allocated over five years is 500k. Annual projected costs based on Stor-a-file submission is as follows: Stor-a-file Contract Annual Costs ( ) 2015/ / / / /20 38,224 88,308 83,496* 78,666* 70,602* *includes a 5% rate of inflation Total projected cost of ownership over five years: 359, The contract will be managed through a centralised budget monitored by the Information Management Team. Centralising the budget will help to ensure that retrieval costs are valid and that destruction of files which have reached their retention period are actioned on time and to schedule. The annual budget will be met from existing Commissioning Group resources Risks associated with projected costs are identified in section Legal and Constitutional References Council Constitution, Article 9 sets out the Functions of Chief Officers. Responsibility for Functions, Annex B further sets out the Powers Delegated to Officers Procurement activity has been undertaken in line with the council s contract procedure rules and EU regulations Risk Management A review of the risks and benefits associated with each sourcing option is provided with the enclosed slide Risk and Benefits Document Management Services and has been considered when making the recommendation The risk of increased costs is driven by potential failure of delivery unit delaying the destruction of records in line with the Records Retention Policy, thereby leading to unnecessary storage and retrieval costs Further risk of increased costs of up to 15k per annum is driven by potential overuse of the emergency three hour retrieval service as opposed to next day delivery of retrieved files. This risk will be mitigated by the Barnet contract manager, through whom requests will be channelled, and whose responsibility will be to challenge and report use and potential overuse of the emergency service 5.4 Equalities and Diversity The tendering process did not identify any specific issues around equalities

5 and diversity. The proposed contractor was identified following a procurement process conducted in accordance with the Council s Equality Duty. 5.5 Consultation and Engagement None 6. BACKGROUND PAPERS 6.1 Policy and Resources Committee Meeting, 17 th February 2015, Authorisation to Procure Offsite Document Management Services 7. DECISION TAKER S STATEMENT 7.1 I have the required powers to make the decision documented in this report. I am responsible for the report s content and am satisfied that all relevant advice has been sought in the preparation of this report and that it is compliant with the decision making framework of the organisation which includes Constitution, Scheme of Delegation, Budget and Policy Framework and Legal issues including Equalities obligations. 8. OFFICER S DECISION 8.1 I authorise the following action Signed John Hooton, Chief Operating Officer Date 23 June 2015

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