Published date: 27 January 2023
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
Scanners for computer use - 30216110
Optical-character-recognition equipment - 30216120
Barcode readers - 30216130
Records - 32353100
Software package and information systems - 48000000
Mail transport by road - 60160000
Storage and warehousing services - 63120000
IT services: consulting, software development, Internet and support - 72000000
Reprographic services - 79520000
Records management - 79996100
Scanning services - 79999100
Archive services - 92512000
Location of contract
SW2 1RW
Value of contract
£0
Procurement reference
20230127183946-18
Published date
27 January 2023
Closing date
3 March 2023
Closing time
12pm
Contract start date
1 August 2023
Contract end date
31 July 2031
Contract type
Service contract
Procedure type
Restricted procedure
A two-stage procedure, where the first stage is used to select suppliers, who are then invited to bid in the second stage.
Contract is suitable for SMEs?
No
Contract is suitable for VCSEs?
No
Description
This programme will provide a single, council-wide, digital solution enabling us to store, access and retrieve the records we value safely and securely. What this means is knowing where our data is and how to access it on demand, improving our efficiency and the experience for the council, citizens, and communities. We will achieve this through digitising existing records and aligning existing digital data to a common standard across all council departments, enabling automatic retention and processing of records. By adopting a sustainable digital infrastructure, we will build the foundation for future improvements.
This Tender is for the Scanning and digitisation of the Physical records, creation of a digital database, retrieval software and destruction of most of the records once scanned. Some physical records are required post scanning, e.g. Registrars records.
Given the large volume of activity at the beginning of the contract, co-ordinating the transfer of the physical records from the incumbent supplier, the digitisation of those records (estimated 40million pages) and set up of the Digital Records Solution - it is anticipated the vast majority of expenditure (86%) of the estimated contract costs for the scheduled 8-year contract term will be incurred within the first 12-18 months of the contract.
The contract duration is a maximum 8-year term, with provision for early termination from the end of the second year, where it is anticipated the digitisation process of existing physical records would have been completed.
(Estimated Contract Value £6,980,000
More information
Links
About the buyer
Contact name
Peter Ransom
Address
Town Hall, Brixton Hill
London
SW2 1RW
ENG
Website
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Closing: 3 March 2023, 12pm
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