Tender

Scanning for Registrars

WOLVERHAMPTON CITY COUNCIL

This public procurement record has 1 release in its history.

Tender

21 Dec 2016 at 12:49

Tender Notice
Summary of the contracting process

The procurement process, initiated by Wolverhampton City Council, is for a tender titled "Scanning for Registrars," aimed at the services industry, specifically focusing on scanning and preserving historical registration documentation related to births, deaths, and marriages. The procurement process is currently in the tender stage, with a deadline for submissions set for 20 January 2017. The contract is expected to commence on 3 April 2017 and conclude by 31 March 2021, with a total contract value of £150,000. All services will be performed at an offsite location in the West Midlands, UK, and bidders must adhere to specific technical and security criteria outlined in the tender documents. This tender follows an open procurement method, allowing any supplier to participate.

This opportunity presents significant potential for business growth, particularly for companies specialising in document scanning, archiving, and data management services. Businesses with experience in handling sensitive historical documents, particularly those over a century old, will be well suited to compete for this contract. Firms that can demonstrate compliance with public sector regulations, including data processing agreements and secure handling of records, will have a competitive edge. This tender not only offers immediate work but may also lead to long-term partnerships with the council for ongoing document preservation and management needs.

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Notice Information

Notice Title

Scanning for Registrars

Notice Description

The City of Wolverhampton has original registration documentation (births, deaths and marriages) dating back to 1837. Many of these documents are in a poor and deteriorating state of repair and we need to ensure their continued preservation. In addition, the records are accessed on a regular basis in order to provide copy documents to customers, which accelerates the deterioration process and is time-consuming (conducting manual searches). As there is limited space at the Register Office, the service is to be provided offsite Tenderers are expected to undertake their own assessment of the scope of the work but, as an estimate, it is expected to involve approximately 4,500 registers, not all the registers will be allowed to taken off-site in one visit, the successful tenderer will be expected to carry out this process in stages, the period allowed for this will be six months from start of contract 3 April 2017, to going live. Tenderers are expected to submit an implementation plan. Following completion of this scope of work, future scanning will be carried out by Council staff, therefore the proposed software solution shall allow for new records to be created, images scanned and uploaded by Council staff. To assist the contractor a number of non-negotiable requirements must be met and how this will be done must be included in the tender response - Open Tender Part 3 Tender Specific Information - Section 7 Pass/Fail refers. Failure to meet these requirements will result in the rest of the tender not being assessed further. * The appointed supplier will be required to sign a data processing agreement (Appendix A) to ensure compliance with relevant legislation. * Satisfy the General Register Office (Home Office) in regard to the transport, handling and security of the records whilst out of the Council's keeping. * Demonstrate suitable experience of handling and image capture of old documents (over 100 years old). * The software must be PSN Compliant (Public Sector Network) * A full database schema and defined extraction process, should the Council decide to change supplier. * The technical architecture of the proposed software, including any firewall or user/system permission requirements. The Council has virtual servers on premises and in the Azure cloud. NOTE: This tender opportunity is only available electronically via www.wolverhamptontenders.com

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-e1e809d2-4bfc-423c-9f7e-2bdd860656cc
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/74b82342-4965-477c-84f5-ed006945bf70
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48318000 - Scanner software package

Notice Value(s)

Tender Value
£150,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
21 Dec 20169 years ago
Submission Deadline
20 Jan 2017Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
2 Apr 2017 - 31 Mar 2021 3-4 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
WOLVERHAMPTON CITY COUNCIL
Contact Name
Not specified
Contact Email
corporate.procurement@wolverhampton.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
WOLVERHAMPTON
Postcode
WV1 1RG
Post Town
Wolverhampton
Country
England
Major Region (ITL 1)
TLG West Midlands (England)
Basic Region (ITL 2)
TLG3 West Midlands
Small Region (ITL 3)
TLG39 Wolverhampton
Delivery Location
TLG West Midlands (England)
Local Authority
Wolverhampton
Electoral Ward
St Peters
Westminster Constituency
Wolverhampton West

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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