Award

Scanning, Processing and Electronic Data Service

HM LAND REGISTRY

This public procurement record has 1 release in its history.

Award

18 Nov 2016 at 20:17

Award Notice
Summary of the contracting process

The procurement process concerns a contract titled "Scanning, Processing and Electronic Data Service," initiated by Hm Land Registry, located in Croydon, England. This service falls within the scanning and invoicing services industry category. The tender, which is in the Award stage, has a total value of £30 million, with a minimum value of £10 million. The contract period is set to run from 31 May 2016 to 30 May 2021, following an open procurement method. Interested bidders had a deadline of 14 September 2015 to submit their proposals.

This tender presents significant opportunities for businesses specialising in data processing, scanning services, and electronic data management. Companies that provide services related to administrative processes and document handling—particularly small and medium-sized enterprises (SMEs) and voluntary, community, and social enterprises (VCSEs)—are encouraged to explore this procurement. The contract requires the capacity to handle a high volume of mail items and to implement innovative technologies that enhance efficiency and accuracy in data processing.

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Notice Information

Notice Title

Scanning, Processing and Electronic Data Service

Notice 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 Additional information: 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.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-9cc8d088-adc8-11e6-9901-0019b9f3037b
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/fd9d241a-b4db-470d-9e8c-eacc710e7353
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME, VCSE
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

75 - Administration, defence and social security services

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

48613000 - Electronic data management (EDM)

72300000 - Data services

72310000 - Data-processing services

75112000 - Administrative services for business operations

75130000 - Supporting services for the government

79820000 - Services related to printing

79996000 - Business organisation services

79999000 - Scanning and invoicing services

Notice Value(s)

Tender Value
£30,000,000 £10M-£100M
Lots Value
Not specified
Awards Value
£10,000,000 £10M-£100M
Contracts Value
Not specified

Notice Dates

Publication Date
18 Nov 20169 years ago
Submission Deadline
14 Sep 2015Expired
Future Notice Date
Not specified
Award Date
28 Jul 201510 years ago
Contract Period
30 May 2016 - 30 May 2021 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
HM LAND REGISTRY
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
CROYDON
Postcode
CR0 2AQ
Post Town
Croydon
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI6 Outer London - South
Small Region (ITL 3)
TLI62 Croydon
Delivery Location
Not specified
Local Authority
Croydon
Electoral Ward
Fairfield
Westminster Constituency
Croydon West

Supplier Information

Number of Suppliers
1
Supplier Name

XEROX

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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