Date of dispatch of this notice: 10/03/2023
Expire date: 13/04/2023
External Reference: 2023-204879
TED Reference: 2023/S 053-157905
Contract notice
Information
Published
Contract notice
Contract notice
Directive 2014/24/EU
Section I: Contracting authority
I.1)
Name and addresses
Health Service Executive (HSE)
N/A
Head Office
Naas
Millennium Park
IE
Contact person:
Nicola Monaghan
Telephone:
+353 0
E-mail:
nicola.monaghan1@hse.ie
NUTS code:
IE -
IRELAND
Main address:
http://www.hse.ie
Address of the buyer profile:
https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/461
I.3)
Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at:
http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=235967&B=ETENDERS_SIMPLEAdditional information can be obtained from
the abovementioned address:
Tenders or requests to participate must be submitted
electronically via:
http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=235967&B=ETENDERS_SIMPLE
Tenders or requests to participate must be submitted
to the abovementioned address
I.4)
Type of the contracting authority
Body governed by public law
I.5)
Main activity
Health
Section II: Object
II.1)
Scope of the procurement
II.1.1)
Title
Contract for Records Management Service for CHO 8 (Midlands, Louth, Meath)
Reference number:
HSE 20804
II.1.2)
Main CPV code
63120000
-
Storage and warehousing services
II.1.3)
Type of contract
Services
II.1.4)
Short description
The HSE wishes to establish a new contract for the provision of a Records Management Service on behalf of Community Healthcare Organisation in the Midlands, Louth, and Meath region (MLM CHO 8). The counties of MLM CHO8 include Laois, Offaly, Longford, Westmeath, Louth and Meath. MLM CHO 8 wishes to procure a quality service provider to provide a record management service for health services in the region. The service will include a safe and secure collection and off-site storage and record management service, including electronic inventory management for the intake, retrieval, archiving services, record tracking and cataloguing, and secure disposal of records. The Service will also include the full digital scanning and storage to media devices on request.
II.1.5)
Estimated total value
Value excluding VAT: 270000.00
EUR
II.1.6)
Information about lots
This contract is divided into lots:
no
II.2)
Description
II.2.2)
Additional CPV code(s)
64120000
-
Courier services
72252000
-
Computer archiving services
79995100
-
Archiving services
79996100
-
Records management
II.2.3)
Place of performance
NUTS code:
IE -
IRELAND
II.2.4)
Description of the procurement
The HSE wishes to establish a new contract for the provision of a Records Management Service on behalf of Community Healthcare Organisation in the Midlands, Louth, and Meath region (MLM CHO 8). The counties of MLM CHO8 include Laois, Offaly, Longford, Westmeath, Louth and Meath.
MLM CHO 8 wishes to procure a quality service provider to provide a record management service for health services in the region. The service will include a safe and secure collection and off-site storage and record management service, including electronic inventory management for the intake, retrieval, archiving services, record tracking and cataloguing, and secure disposal of records. The Service will also include the full digital scanning and storage to media devices on request.
The service is required for 4 main groups of records;
1. Archived records that are currently on site in MLM CHO 8 locations and will be required to be moved off-site;
2. Archived records in external locations under- legacy arrangements with multiple (approx. 5) suppliers;
3. Records on hand (2023);
4. Future records (2024+)
A records management project involving extensive cataloguing of legacy files has been undertaken from July -December 2022 across MLM CHO8 in accordance with the HSE File Management & Records Retention Policy (2013/2014). This project has generated an estimated 75,000 hard copy records/ files requiring long-term storage and/or archiving.
Currently a mixed storage model is in place i.e. MLM CHO8 are using its own facilities for records storage space and there are a number of external suppliers providing a service to the care groups and functions within MLM CHO 8. The plan is to standardise the approach across MLM CHO 8 prioritising HSE space for clinical and staff accommodation and active files and the removal of records/files for longer term storage / archiving off- site to an approved service provider under a compliant contract arrangement.
MLM CHO 8 wishes to procure a quality service provider to provide a record management service for health services in the region. The service will include a safe and secure collection and off-site storage and record management service, including electronic inventory management for the intake, retrieval, archiving services, record tracking and cataloguing, and secure disposal of records. The Service will also include the full digital scanning and storage to media devices on request.
The service is required for 4 main groups of records;
1. Archived records that are currently on site in MLM CHO 8 locations and will be required to be moved off-site;
2. Archived records in external locations under- legacy arrangements with multiple (approx. 5) suppliers;
3. Records on hand (2023);
4. Future records (2024+)
A records management project involving extensive cataloguing of legacy files has been undertaken from July -December 2022 across MLM CHO8 in accordance with the HSE File Management & Records Retention Policy (2013/2014). This project has generated an estimated 75,000 hard copy records/ files requiring long-term storage and/or archiving.
Currently a mixed storage model is in place i.e. MLM CHO8 are using its own facilities for records storage space and there are a number of external suppliers providing a service to the care groups and functions within MLM CHO 8. The plan is to standardise the approach across MLM CHO 8 prioritising HSE space for clinical and staff accommodation and active files and the removal of records/files for longer term storage / archiving off- site to an approved service provider under a compliant contract arrangement.
II.2.5)
Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)
Estimated value
Value excluding VAT: 270000.00
EUR
II.2.7)
Duration of the contract, framework agreement or dynamic purchasing system
Duration in months:
60
This contract is subject to renewal:
no
II.2.10)
Information about variants
Variants will be accepted:
no
II.2.11)
Information about options
Options:
no
II.2.13)
Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
no
Section III: Legal, economic, financial and technical information
III.1)
Conditions for participation
III.2)
Conditions related to the contract
Section IV: Procedure
IV.1)
Description
IV.1.1)
Type of procedure
Open procedure
IV.1.8)
Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement
: yes
IV.2)
Administrative information
IV.2.2)
Time limit for receipt of tenders or requests to participate
Date:
13/04/2023
Local time:
12:00
IV.2.4)
Languages in which tenders or requests to participate may be submitted
English
IV.2.7)
Conditions for opening of tenders
Date:
13/04/2023
Local time:
12:00
Section VI: Complementary information
VI.1)
Information about recurrence
This is a recurrent procurement:
no
VI.4)
Procedures for review
VI.4.1)
Review body
Four Courts
Inns Quay,
Dublin
IE