Planning

Digital Records Programme Request for Information

LONDON BOROUGH OF LAMBETH

This public procurement record has 3 releases in its history.

Planning

30 Mar 2022 at 10:09

Market Engagement Notice
Planning

28 Mar 2022 at 08:34

Market Engagement Notice
Planning

11 Mar 2022 at 11:58

Market Engagement Notice
Summary of the contracting process

The London Borough of Lambeth is currently in the planning stage of the "Digital Records Programme Request for Information". This tender aims to address significant operational inefficiencies in the council’s document archiving and retrieval processes, which currently affect various departments. The deadline for engagement submissions is set for 12 noon on 19 April 2022, with the programme focusing on acquiring a comprehensive digital solution to enhance record management. The procurement process will involve understanding market capabilities and cost estimates before likely issuing invitations to tender in the future. The associated industry category includes information technology services as well as storage and warehousing solutions.

This procurement presents a promising opportunity for SMEs and businesses focused on IT services, consulting, software development, and records management solutions. Companies that can offer digital solutions for document archiving, data retrieval, and physical document storage are particularly well-suited to compete in this tender. The council aims to leverage expertise from the market to improve its service delivery, presenting a chance for businesses to engage with public sector needs efficiently and effectively while expanding their own service offerings.

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Notice Information

Notice Title

Digital Records Programme Request for Information

Notice Description

Context Lambeth Council currently has no single document archiving solution which enables consistent, timely and accurate identification and retrieval of all historical records in line with legislation, council requirements and citizen / community needs. Consequently, individual council departments have historically adopted their own local practices, systems and/or suppliers; although the bulk of the Council's physical records are managed by a third party. This approach fails to benefit from the efficiencies of a centralised solution, and has resulted in a number of operational issues, such as: Inability to locate files needed e.g. for public enquiries Inability to retrieve files in a timely manner Inability to reconcile inventoried files vs physical files Files being stored in incorrect boxes, destroying the integrity of the inventory Files being stored outside of recognised protocols Files not being indexed or catalogued Lack of consistent metadata / indices against which searches can be conducted Difficulty assuring compliance owing to different practices across the council Taken together, these present an opportunity to develop the council's service delivery in line with legislation and the needs of its citizens and communities. Solution To address the issues above, the Council has instituted a Digital Records Programme (DRP). The DRP is targeted with identifying and procuring a single, council-wide, digital solution which enables the council to store, access and retrieve its records quickly, safely and securely. This solution will include digitisation of historic physical files, digital and physical storage, along with an IT solution and operational changes which transform the whole Council's approach to historic record management. While primarily a compliance-led programme arising from the desire to address operational inefficiencies, the council will also need to procure a physical warehousing solution by the time existing arrangements with the current third party provider expire in summer 2023. The council may also wish to leverage opportunities for additional operational benefits where cost-effective to do so. Current status The DRP has been gathering requirements, mapping business processes and performing due diligence on existing records to understand the scale of the issue and shape the solution. The intent in due course will be to issue one or more invitations to tender for suppliers to provide digital and physical services and solutions to the council. Prior to this though, the council wish to understand from experts in the market some rough order of magnitude costs and time associated with these undertakings. These estimates will inform the Council's business planning, potential solutions, and any future tender(s). This is the purpose of this request for information. Please refer to the attached documentation for further information. NOTE: The submission deadline has been extended to 12 noon 19 Apr 22

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-fba4b884-da44-49c2-a176-703ab5cf44a2
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/8121d1a9-ca2a-4401-8410-61369ef4ae41
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

30 - Office and computing machinery, equipment and supplies except furniture and software packages

48 - Software package and information systems

60 - Transport services (excl. Waste transport)

63 - Supporting and auxiliary transport services; travel agencies services

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

30216110 - Scanners for computer use

30216120 - Optical-character-recognition equipment

30216130 - Barcode readers

48000000 - Software package and information systems

60160000 - Mail transport by road

63120000 - Storage and warehousing services

72000000 - IT services: consulting, software development, Internet and support

79520000 - Reprographic services

79996100 - Records management

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
30 Mar 20223 years ago
Submission Deadline
Not specified
Future Notice Date
19 Apr 2022Expired
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
LONDON BOROUGH OF LAMBETH
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
SE24 0PY
Post Town
South East London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI4 Inner London - East
Small Region (ITL 3)
TLI45 Lambeth
Delivery Location
Not specified
Local Authority
Lambeth
Electoral Ward
Herne Hill & Loughborough Junction
Westminster Constituency
Dulwich and West Norwood

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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