Planning

Document Digitisation Request for Information

DEPARTMENT FOR ENVIRONMENT FOOD & RURAL AFFAIRS

This public procurement record has 1 release in its history.

Planning

22 Feb 2024 at 11:57

Market Engagement Notice
Summary of the contracting process

The Department for Environment Food & Rural Affairs is seeking a third-party market leader to support the Digitisation Project for their Estates department. The tender titled "Document Digitisation Request for Information" focuses on storing physical documents virtually onto a Document Management System. The engagement end date for this planning stage is set for 22nd March 2024.

This opportunity is well-suited for businesses providing document management, digital printing, scanning, and archive services. Small and medium enterprises are encouraged to participate. The market engagement event is scheduled for 7th March 2024, offering a chance for potential suppliers to interact with the procurement team. Interested parties can contact Defra Group Commercial for further information.

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Notice Information

Notice Title

Document Digitisation Request for Information

Notice Description

1.2 The EA's Estates department is responsible for managing the EA's property, these responsibilities vary significantly depending on the property. To facilitate the requirements of the large and varied property portfolio, thousands of documents have been generated. Further information on our responsibilities and how we are structured can be found on our website. 1.3 Estates seeks to overhaul how the department stores critical documents to support current and future needs. The work carried out in this project will affect the delivery and integration of Estates new Asset Management system. The new Asset Management system underpins all the department's output, therefore the digitisation timeline of physical documents laid out below is essential for Estates to operate. 1.4 Estates stores c.32,000 Deeds and Active Case Files documents physically at either EA owned sites or through third parties. These documents are either business critical or support day to day operations of the organisation and therefore must be stored in a secure and accessible format to ensure BAU. As part of the EA's Digital Strategy, digitisation of these documents is seen as critical step in meeting the organisation's requirements. 3. The Requirement - please note this is a request for information at this time and not a notice of opportunity. 3.1 We are potentially seeking a third-party market leader support to Estates Digitisation Project to ensure all physical Deeds and Active Case Files documents are stored virtually on to the chosen Document Management System. 3.2 All EA department requirements will need to include both Active Case Files and Deeds. In addition to digitisation of the documents and to adhere to data protection guidelines, a fraction of the 10,000 Active Case File documents will be disposed of by the selected Supplier on-site. 3.3 The destruction will lead to a gradual decrease of storage area requirements throughout the EA. Greater efficiencies will be achieved through making data more accessible and easier to locate. Other efficiencies will be achieved by appending virtual documents with metadata to make the documents discoverable, allowing internal diagnostics and greater interactivity with other platforms. If you are interested in responding to this RFI please email Defra Group Commercial at dgcofficesolutions@defra.gov.uk. The closing date for submission is Friday 22nd March 2024 at 12 noon. Market Engagement Event We are holding a market engagement event on Thursday 7th March 2024 10:00 - 10:45. This will be a virtual event via MS Teams and will be an opportunity for the market to meet the team who are leading on this area and to ask further questions about the RFI. If you wish to attend, please contact Defra Group Commercial on dgcofficesolutions@defra.gov.uk . Please identify 2 persons from your organisation to dial into the event and we will share the dial in details with those individuals.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-a3c0043a-de24-4c39-96d7-85ce17e4776a
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/a59815f7-d344-435c-ad33-816f1f348fc1
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
Market Engagement Notice
Procurement Type
Standard
Procurement Category
Not specified
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

22 - Printed matter and related products

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

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

92 - Recreational, cultural and sporting services

CPV Codes

22900000 - Miscellaneous printed matter

72512000 - Document management services

79811000 - Digital printing services

79999100 - Scanning services

92512000 - Archive services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
22 Feb 20242 years ago
Submission Deadline
Not specified
Future Notice Date
22 Mar 2024Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Not Specified
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
DEPARTMENT FOR ENVIRONMENT FOOD & RURAL AFFAIRS
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LONDON
Postcode
SW1P 3JR
Post Town
South West London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI3 Inner London - West
Small Region (ITL 3)
TLI35 Westminster and City of London
Delivery Location
Not specified
Local Authority
Westminster
Electoral Ward
St James's
Westminster Constituency
Cities of London and Westminster

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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