Notice Information
Notice Title
Inbound Mail and Document Management
Notice Description
DWP are seeking to procure a contract for the off-site delivery of a critical service for DWP. This service will be centred around the end-to-end document management of physical and e-mail correspondence from citizens. All DWP inbound mail must be sorted at envelope level, opened (whether hard-copy or email), and prepared into batches according to the DWP business rules ahead of being scanned, indexed using OCR software, and digitally ingested into DWP's IT infrastructure. DWP will then route this digital correspondence to the relevant business unit in DWP for processing. This contract will also include the hard-copy storage of records, both in the short-term following an inbound item being scanned and longer-term hard-copy storage of physical items relating to citizens, staff and corporate records. All items held in storage, whether short-term or longer-term must be securely stored, maintained, retrieved and destroyed in-line with the DWP retention policies.
Lot Information
Lot 1
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 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 Document 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 Authority's vulnerable citizens, likely to be incurred by any redirections, the Authority requires the MOU to remain inside the Wolverhampton catchment area. The 'II.1.5) Estimated total value' field within this PIN includes an estimated value for a fully extended term. Additional information: Via pre-market engagement a number of products have been created and shared. In addition, specific details from the upcoming ITT are anticipated to be shared with interested parties w/c 24/07/23 and will include high level details of the evaluation questions, weightings and specification. All of which will be available to potential suppliers via a secure SharePoint. Access available on request
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-h6vhtk-03e24d
- Publication Source
- Find A Tender Service
- Latest Notice
- https://www.find-tender.service.gov.uk/Notice/020388-2023
- Current Stage
- Planning
- All Stages
- Planning
Procurement Classification
- Notice Type
- Planning Notice
- Procurement Type
- Standard
- Procurement Category
- Services
- Procurement Method
- Not Specified
- Procurement Method Details
- Not specified
- Tender Suitability
- Not specified
- Awardee Scale
- Not specified
Common Procurement Vocabulary (CPV)
- CPV Divisions
48 - Software package and information systems
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
-
- CPV Codes
48311100 - Document management system
63121000 - Storage and retrieval services
72512000 - Document management services
79995100 - Archiving services
79996100 - Records management
79999100 - Scanning services
92512100 - Archive destruction services
Notice Value(s)
- Tender Value
- £88,600,000 £10M-£100M
- Lots Value
- Not specified
- Awards Value
- Not specified
- Contracts Value
- Not specified
Notice Dates
- Publication Date
- 14 Jul 20233 years ago
- Submission Deadline
- Not specified
- Future Notice Date
- 11 Sep 2023Expired
- Award Date
- Not specified
- Contract Period
- Not specified - Not specified
- Recurrence
- Not specified
Notice Status
- Tender Status
- Planned
- Lots Status
- Planned
- Awards Status
- Not Specified
- Contracts Status
- Not Specified
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- Department for Work and Pensions
- Contact Name
- Available with D3 Tenders Premium →
- Contact Email
- Available with D3 Tenders Premium →
- Contact Phone
- Available with D3 Tenders Premium →
Buyer Location
- Locality
- BLACKPOOL
- Postcode
- FY4 5ES
- Postcode Area
- Blackpool
- Country
- England
-
- Major Region (ITL 1)
- TLD North West (England)
- Basic Region (ITL 2)
- TLD4 Lancashire
- Small Region (ITL 3)
- TLD42 Blackpool
- Delivery Location
- TLG West Midlands (England)
-
- Local Authority
- Blackpool
- Electoral Ward
- Stanley
- Westminster Constituency
- Blackpool South
Further Information
Open Contracting Data Standard (OCDS)
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.