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The Nuclear Decommissioning Authority (NDA) is responsible under the Energy Act 2004, for a wide selection of industry wide public records, a significant number of which are located in a managed archive on a Nuclear Licensed site at Harwell, ...

Contract award notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Research Sites Restoration Limited
Building 392.10, Harwell Science and Innovation Campus
Contact point(s): Contracts Management
For the attention of: Jed Bonsor
OX11 0DF Didcot
Telephone: +44 1305202124

Internet address(es):

General address of the contracting authority:

I.2)Type of the contracting authority
Body governed by public law
I.3)Main activity
Other: Nuclear Decommissioning
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1.1)Title attributed to the contract
Archive and Record Management Services.
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: RSRL Harwell Site in Oxfordshire.

NUTS code UKJ14

II.1.3)Information about a framework agreement or a dynamic purchasing system (DPS)
II.1.4)Short description of the contract or purchase(s)
The Nuclear Decommissioning Authority (NDA) is responsible under the Energy Act 2004, for a wide selection of industry wide public records, a significant number of which are located in a managed archive on a Nuclear Licensed site at Harwell, Oxfordshire, and are subject to the requirements of the Public Records Act, the Freedom of Information Act, the Data Protection Act, ISO15489-1:2001 (or equivalent), ISO 9001:2008 (or equivalent) and BS 5454:2000 (or equivalent).
The NDA wish to appoint a Contractor to manage this archive (and any new records issued for archiving), and have instructed Research Sites Restoration Ltd (RSRL) to carry out this procurement and implement and manage the subsequent contract. The resulting contract for the records and archive management will be placed by RSRL.
The archive contains UK Protectively Marked Information (PMI) and the successful Contractor will be required to provide any such information as may be required by UK security authorities. Furthermore, any individuals who will work at the facility or who will have access to UK PMI associated with this contract, will be required to submit to vetting by UK authorities and be successfully granted the appropriate vetting status. The successful contractor must be able to demonstrate the ability to work broadly in line with the standards required by ISO 27001 (or equivalent) especially the implementation of an information risk management process.
On completion of this contract it is intended that the records and ongoing provision of the service will be transferred to the new National Nuclear Archive (NNA) when this becomes available. The NNA is currently planned for construction and could be available from 2013. This date however may be subject to change. The duration of the contract will be for a fixed period of two years with an option for RSRL to extend the duration at their option by up to a further 3 years. Such extension(s) to be entirely at the discretion of RSRL and in such periods as determined by RSRL, provided the total duration does not exceed 5 years. RSRL also reserve the right to reduce or omit this option to extend in any subsequent contract arising from this procurement to match the anticipated availability of the NNA at the time of contract award.
The service will be provided from existing premises at the Harwell Site. The use of alternative premises may be considered if the plans for the provision of the NNA change providing there are significant benefits in doing so and the risks in moving the archives and records to these new premises are demonstrated to be robustly controlled.
The successful contractor must be able to demonstrate the ability to undertake the management and daily operations of such an archive facility, to the required statutory requirements and quality and security standards.
The service is currently provided by a non departmental public body, supported by contracted personnel and it is anticipated that the provisions of the Transfer of Undertakings (Protection of Employment) Regulations (TUPE) will apply.
The service required is to manage and improve the existing archive, to ensure that it is kept in a safe condition, and to develop the accuracy of indexing for both new and existing records. Procedures are to be reviewed for adequacy, improved as necessary and subsequently maintained by the service provider to ensure that records are managed effectively and retrieved, re-archived, transferred to The National Archive (TNA) or disposed of as necessary, in compliance with the Public Records Act and all other statutory and regulatory requirements. The archive is to be prepared ready for transfer to the NNA such that it is in a condition (complete with supporting information) to allow continued access to, and effective management of, the records for potentially hundreds of years. Indicative services required include (but are not limited to):
1) Management of the Archive which consists primarily of approximately 9 700 linear metres of physical records which include a collection of around 700 linear metres of hard copy film/photographic media as well as thousands of digitally stored documents and images.
2) Liaison with The National Archive (TNA) and any consequent records management and administration task to meet Public Records statutory and regulatory compliance requirements, including the processing of Lord Chancellor's Instrument applications and referrals on behalf of the NDA.
3) Arranging for and managing support from a number of existing specialist subcontractors.
4) Provision of records management services including advice and guidance on best practice for record-keeping and Public Records compliance in addition to accession, retention, storage, search and retrieval, loan, review, disposition and destruction (including certificated confidential) of NDA archived records in the collection. These services are to be provided at RSRL's sites at Harwell in Oxfordshire and Winfrith in Dorset, with the vast majority of work being at Harwell and only a very small proportion being required at Winfrith.
5) Management of the existing premises and monitoring the condition of the facility.
6) Task management and records location and condition management.
7) Management of archives and new records for any external organisations whose records are contained within the existing archive, and for arranging invoices for these services on behalf of the NDA.
8) Provision of e-records management services via EDRMS, including acting as the Intelligent Customer for ERMS provision of archive services to external customers.
9) Audit of the archive and the index and improvement in accuracy of indexing for both new and existing records in preparation for transfer to the NNA.
10) Reviewing, sorting and re-boxing records and scanning degraded records.
11) Review and progressive transfer of obsolescent film/video media to prevailing industry standard formats.
12) Review of existing standard operating procedures for adequacy and implementation of improvements where appropriate.
13) Provision of regular reports regarding the services provided.

14) Maintenance of the Image Resources archive to 'Place of Deposit' status in accordance with the TNA's Standard for Record Repositories (see

II.1.5)Common procurement vocabulary (CPV)

79995100, 79996100, 63121000, 92512000, 72512000, 72317000

II.1.6)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.2)Total final value of contract(s)
II.2.1)Total final value of contract(s)
Value: 931 570 GBP
Excluding VAT

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of
1. Commercial. Weighting 25
2. Technical capability. Weighting 20
3. TUPE arrangements. Weighting 10
4. Security. Weighting 10
5. Pension arrangements. Weighting 10
6. Transition arrangements. Weighting 5
7. Health, safety and environment. Weighting 10
8. Quality management. Weighting 10
IV.2.2)Information about electronic auction
An electronic auction has been used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority
IV.3.2)Previous publication(s) concerning the same contract

Section V: Award of contract

Contract No: 1 Lot title: Management and operation of the NDA Southern Archive at Harwell.
V.1)Date of contract award decision:
V.2)Information about offers
Number of offers received: 1
V.3)Name and address of economic operator in favour of whom the contract award decision has been taken

Iron Mountain (UK) Ltd
The Cottons Centre, 3rd Floor, Tooley Street
SE1 2TT London

V.4)Information on value of contract
Initial estimated total value of the contract:
Value: 1 500 000 GBP
Excluding VAT
Total final value of the contract:
Value: 931 570 GBP
Excluding VAT
V.5)Information about subcontracting
The contract is likely to be sub-contracted: no

Section VI: Complementary information

VI.1)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.2)Additional information:

Request to participate should be made to, Jed Bonsor, Research Sites Restoration Limited, Building 392.7, Harwell Science and Innovation Campus, Didcot, Oxfordshire OX11 0DF. Tel +44 1305202124, e-mail: by 14:00 on 13.12.2010. All documents must be in English or with an English translation. All documents to be priced in Sterling and all payments made in Sterling. RSRL work within strict safety guidelines and you will be required to specify and justify any proposals to subcontract. RSRL reserve the right to annul the tendering process and not award a contract. The costs of tendering shall be the responsibility of the tenderers.

In order to participate in the tender, interested companies must satisfy important security criteria and complete a Security Questionnaire (Civil Nuclear Security Standard No 1A Annex F form available from the Contracts Officer named in Annex A). The completed Questionnaires will be reviewed by UK authorities which may include a visit to the supplier's premises. Only suppliers who satisfactorily complete this part of the process will be eligible to be invited to submit a tender. Individuals may be required to submit to UK Government vetting process. Failure to submit to this process will result in individuals being denied access to some information. Failure to achieve the required vetting status will also result in those individuals being denied access to some information.
VI.3)Procedures for appeal
VI.3.1)Body responsible for appeal procedures
VI.3.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: RSRL will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into The Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.3.3)Service from which information about the lodging of appeals may be obtained
VI.4)Date of dispatch of this notice: