Published date: 28 July 2015

Awarded contract - This means that the contract has been awarded to a supplier.


Closing: 14 September 2015

Contract summary

Industry

  • Electronic data management (EDM) - 48613000

  • Data services - 72300000

  • Data-processing services - 72310000

    • Administrative services for business operations - 75112000

    • Supporting services for the government - 75130000

    • Services related to printing - 79820000

    • Business organisation services - 79996000

    • Scanning and invoicing services - 79999000

Location of contract

Any region

Value of contract

£10,000,000 to £30,000,000

Procurement reference

LR072015/SPEDS

Published date

28 July 2015

Closing date

14 September 2015

Contract start date

31 May 2016

Contract end date

30 May 2021

Contract type

Service contract

Procedure type

Open procedure

Any interested supplier may submit a tender in response to an opportunity notice.

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

Yes

Description

The preparation and scanning of incoming applications received by
post and/or courier; the receipt of electronically lodged applications; the extraction and capture of accurate data; the
supply of high quality digital images within specified timescales (typically on a same-day basis); the application of
basic Land Registry processes to documents received; the storage, retrieval and subsequent destruction of hard copy
documents; posting of hard-copy documents; and the banking of cheques received. Documents received will include
personal documentation, legal documentation and documents in non-standard formats and sizes. The requirement may
include additional services including basic processing on applications and letter printing. For indicative purposes it is
anticipated that this service will receive 5,000-6,000 mail items per day, resulting in a requirement for 65,000-100,000
scanned images per day.
The Authority expects that during the term of the services contracts certain elements of the arrangements may be
modified. Any such modification(s) (each a "Modification") shall be strictly in accordance with Regulation 72 of the
Public Contracts Regulations 2015 (the "Regulations") and shall be effected in accordance with the change procedure
set out in the conditions of the services contract(s).
The Authority and the supplier will seek out opportunities to drive out inefficient activities, reduce administration and
capture information electronically at the point of its receipt. This will release The Authority's staff to focus on the
higher value registration activities, increasing productivity, reducing administration and thereby increasing overall
efficiency. Similarly the Authority will look to drive out variance in processes through the application of Lean
techniques, whilst maintaining consistent service levels.
Modifications aimed at increasing efficiency, accuracy of the register, response times and productivity could fall into a
number of categories, for example:
(a) enable the delivery of outgoing paper communications (printing and posting);
(b) Use of external capability to conduct administrative processes prior to the records being submitted to Land Registry
for processing and/or approval. Examples of such activities could include the manual capture of data from applications
and preparation of simple correspondence in connection with the initial submission of an application;
(c) provision of a general platform for orchestration work assignment and handling across incoming and outgoing
channels intelligently between the service supplier and LR.
(d) enable a move towards an omni-channel model for inbound communications e.g. use of artificial intelligence (AI),
and other emerging technologies to capture richer data from paper and electronically lodged applications which Land
Registry can use to prepopulate data fields;

continued see ITT for full description of services

More information

Attachments

Additional text

Please note
All bidders must complete and return the 'Acknowledge Receipt of the Invitation to Tender' (Document 0) to confirm their intention to bid and receive further communications concerning this project. This should be returned to: ScanningandElectronicServices@landregistry.gsi.gov.uk

You will then be given access to a common data room in which the ITT and Contract documentation is lodged, together with other background for bidders.
Bidders should also note that a Supplier Day will be held at the Land Registry Nottingham Office on 12th August 2015. Details will be provided to Bidders who have acknowledged receipt of the ITT in due course.

Award information

Awarded date

30 December 2015

Contract start date

31 May 2016

Contract end date

30 May 2021

Total value of contract

£10,000,000

This contract was awarded to 1 supplier.

Xerox

Address

Uxbridge

Reference

None

Supplier is SME?

No

Supplier is VCSE?

No

About the buyer

Contact name

Chief Procurement Officer

Address

Trafalgar House
1 Bedford Park
Croydon
CR0 2AQ
England

Telephone

0300 006 4173

Email

ScanningandElectronicServices@landregistry.gsi.gov.uk

Website

www.gov.co/government/organisations/land-registry