Contract for Records Management Service for CHO 8 (Midlands, Louth, Meath)

Health Service Executive (HSE)

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.

Deadline

The time limit for receipt of tenders was 2023-04-13. The procurement was published on 2023-03-10.

Suppliers

The following suppliers are mentioned in award decisions or other procurement documents:

Who? What? Where?
Procurement history
Date Document
2023-03-10 Contract notice
2023-08-29 Contract award notice
Contract notice (2023-03-10)
Object
Scope of the procurement
Title: Storage and warehousing services
Reference number: HSE 20804
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.
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Notice metadata
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Services
Regulation: European Union, with participation of GPA countries
Common procurement vocabulary (CPV)
Code: Storage and warehousing services 📦
Additional CPV: Courier services 📦
Place of performance
NUTS region: Éire/Ireland 🏙️

Procedure
Procedure type: Open procedure
Type of bid: Submission for all lots
Award criteria
The most economic tender

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Body governed by public law
Awarding authority name: Health Service Executive (HSE)
Postal address: Head Office
Postal code: Millennium Park
Postal town: Naas
Contact
Internet address: http://www.hse.ie 🌏
E-mail: nicola.monaghan1@hse.ie 📧
Phone: +353 0 📞
URL for documents: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=235967&B=ETENDERS_SIMPLE 🌏
URL for participation: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=235967&B=ETENDERS_SIMPLE 🌏

Reference
Dates
Date dispatched: 2023-03-10 📅
Submission deadline: 2023-04-13 📅
Publication date: 2023-03-15 📅
Identifiers
Notice number: 2023/S 053-157905
OJ-S issue: 53

Object
Scope of the procurement
Estimated total value: 270 000 EUR 💰
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.
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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.
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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.
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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.
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Estimated value excluding VAT: 270 000 EUR 💰
Duration: 60 months

Procedure
Legal basis: 32014L0024
Time of receipt of tenders: 12:00
Languages in which tenders or requests to participate may be submitted: English 🗣️
Tender opening date: 2023-04-13 📅
Tender opening time: 12:00

Contracting authority
Identity
National registration number: N/a
Contact
Contact point: Nicola Monaghan
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/461 🌏
Documents URL: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=235967&B=ETENDERS_SIMPLE 🌏

Complementary information
Review body
Name: Four Courts
Postal address: Inns Quay,
Postal town: Dublin
Country: Ireland 🇮🇪
Source: OJS 2023/S 053-157905 (2023-03-10)
Contract award notice (2023-08-29)
Object
Scope of the procurement
Total value of the procurement: 165 000 EUR 💰
Notice metadata
Document type: Contract award notice

Procedure
Type of bid: Not applicable

Reference
Dates
Date dispatched: 2023-08-29 📅
Publication date: 2023-09-01 📅
Identifiers
Notice number: 2023/S 168-525080
Refers to notice: 2023/S 053-157905
OJ-S issue: 168

Procedure
Award criteria
Quality criterion (name): Methodology
Quality criterion (weighting): 55%
Quality criterion (name): Implementation
Quality criterion (weighting): 10%
Quality criterion (name): Sustainabiity
Quality criterion (weighting): 5%
Price (weighting): 30%

Award of contract
Date of contract conclusion: 2023-08-28 📅
Name: Iron Mountain Ltd
National registration number: 8236398T
Postal address: Damastown Rise, Damastown Industrial Estate, Damastown,
Postal town: Dublin 15
Country: Ireland 🇮🇪
Total value of the procurement: 144 000 EUR 💰
Information about tenders
Number of tenders received: 3
Source: OJS 2023/S 168-525080 (2023-08-29)
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