Published date: 30 March 2020
Closed opportunity - This means that the contract is currently closed. The buying department may be considering suppliers that have already applied, or no suitable offers were made.
Contract summary
Industry
Electronic data management (EDM) - 48613000
Data services - 72300000
Data entry services - 72312000
Optical character recognition services - 72312200
Data capture services - 72313000
Administrative services for business operations - 75112000
Business organisation services - 79996000
Records management - 79996100
Scanning and invoicing services - 79999000
Location of contract
CR0 2AQ
Value of contract
£7,000,000 to £10,000,000
Procurement reference
CF-0004000D1t000000oonVEAQ1
Published date
30 March 2020
Closing date
29 April 2020
Contract start date
11 November 2020
Contract end date
31 May 2024
Contract type
Service contract
Procedure type
Competitive procedure with negotiation (above threshold)
Anyone may ask to participate, but only those who are pre-selected will be invited to submit initial tenders and to negotiate.
This procedure can be used for procurements above the relevant contract value threshold.
Contract is suitable for SMEs?
Yes
Contract is suitable for VCSEs?
No
Description
HM Land Registry plan to procure a replacement contract for Scanning, Processing and Data Extraction services. The contract period will be for an initial period of 42 months, plus 2 x 12-month extension options, with an indicative value of between 7 000 000 and 10 000 000 GBP (based on the whole contract duration, including extensions).
We expect that the scope of the services will cover the following:
• Receipt and processing of items of mail addressed to HM Land Registry, which may include opening, re-directing, returning and/or scanning
• Mail items may be of varying size for example letters and packets and are currently delivered by Royal Mail and DX
• Preparation and scanning of HM Land Registry application forms, plans and documents, of varying size, age and quality, which may be colour or black and white
• The extraction, capture and electronic submission of accurate data from HM Land Registry paper and scanned images of application forms and documents (electronic data extraction)
• The electronic submission of high quality digital images within specified service levels
• Temporary storage and secure destruction of hard copy original documents
• Returning through post and/or courier cherished documents and other associated documents
• Processing, validation and banking of cheques and postal orders
• Bulk scanning and digitisation of documents held in HM Land Registry's archive
• Quality Assurance Processes
Average Front File Scanning daily volumes are as follows:
Mail Items Received 2,150
Images Scanned 23,000
Average Back File Scanning daily volumes are as follows:
Mail Items Received 1,000
Images Scanned 16,000
Electronic Data Extraction daily volumes are as follows:
Documents: 13,000
Images: 51,000
Cheques & Postal Orders daily volumes are as follows: 355
Please note that the value range provided is only an estimate. This procurement offering does not guarantee any minimum spend and there will be no form of exclusivity or volume guarantee under this contract.
This is the first stage of the procurement where suppliers are asked to download and complete the Selection Questionnaire document. To access the procurement documents for this contract please sign up at https://hmlandregistry.force.com and register for project C0591. If you have already registered for this procurement via the Supplier Day you do not need to re-register. You should use the same link to submit your selection questionnaire response.
The selection questionnaire will be accompanied by the draft tender documents, including the statement of requirements, invitation to negotiate, method statement, pricing schedule and the contract.
All communications should be via the HM Land Registry's tender portal. https://hmlandregistry.force.com and register for project C0591.
The deadline for submitting Selection Questionnaire responses is 12:00 on Wednesday 29th April 2020.
About the buyer
Contact name
Tim Smith
Address
Trafalgar House, 1 Bedford Park
Croydon
CR0 2AQ
GB
Telephone
0300 006 7461
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Closing: 29 April 2020
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