Published date: 18 September 2023
This notice was replaced on 31 July 2024
This notice does not contain the most up-to-date information about this procurement. The most recent notice is:
Awarded contract (published 31 July 2024)
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
Document management system - 48311100
Storage and retrieval services - 63121000
Document management services - 72512000
Archiving services - 79995100
Scanning services - 79999100
Location of contract
West Midlands
Value of contract
£64,000,000
Procurement reference
tender_355371/1254117
Published date
18 September 2023
Closing date
12 November 2023
Closing time
11:59pm
Contract start date
25 April 2024
Contract end date
24 April 2030
Contract type
Service contract
Procedure type
Open procedure (below threshold)
Any interested supplier may submit a tender in response to an opportunity notice.
This procedure can be used for procurements below the relevant contract value threshold.
Contract is suitable for SMEs?
No
Contract is suitable for VCSEs?
No
Description
This procurement, an Open Procedure via Find a Tender Service, will look to brigade all of the services related to an end-to-end document management process. The resulting Contract, with an initial term of 6 years and an extension option of up to 24 months, for Inbound Mail and Document Management, will encompass the following service components:
Envelope level sortation requires the successful Supplier to undertake a high-level envelope sortation of all items received from citizens (received via Royal Mail). DWP has in place c. 1,100 'non-geographic' postcodes which can be used as the basis for the sortation. This high-level sortation facilitates finer sortation required at business unit and document level aligned to the DWP business rules.
The Digital Mailroom component requires the successful Supplier to undertake post opening, document sortation, scanning, indexing and digital ingestion of all DWP's inbound written and electronic communications from citizens. The solution proposed by the successful supplier must include provision of any licence(s) required for their solution, such as those required for Optical Character Recognition (OCR) to index items that are scannable and readable.
The Records Management service component requires the successful Supplier to manage all DWP hard-copy document storage from the perspective of both a short-term, post scan storage, and a longer-term hard-copy storage. The component involves the secure storage, intake, maintenance, retrieval, and destruction of all DWP's existing hard-copy citizen, staff, and corporate records.
To avoid any delays in handling and processing of items relating to the DWP's vulnerable citizens, likely to be incurred by any redirections, the DWP requires the MOU to remain inside the Wolverhampton Catchment Area and/the MOU Location Catchment Map (included in the Procurement Documents) which is based 60 minute travel time by motorised vehicle of the North West Midlands Mail Centre (WV1 1AA).
About the buyer
Address
Commercial Directorate, Peel Park, The Shell, Level 2, Brunel Way
Blackpool
FY4 5ES
England
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