Award

Inbound Mail and Document Management for DWP

DEPARTMENT FOR WORK AND PENSIONS

This public procurement record has 5 releases in its history.

Award

31 Jul 2024 at 14:34

TenderUpdate

20 Nov 2023 at 16:16

TenderUpdate

20 Nov 2023 at 09:24

TenderUpdate

27 Oct 2023 at 09:17

Tender

18 Sep 2023 at 13:40

Summary of the contracting process

The Department for Work and Pensions (DWP) has completed the procurement process for Inbound Mail and Document Management services, with Restore Digital Limited being awarded the contract. This tender, classified under "Scanning services" (CPV 79999100), covers comprehensive document management services including envelope sortation, digital mailroom services, and records management. The procurement was conducted through an Open Procedure and the contract, valued at GBP 105,047,306, was signed on 30 July 2024. The services will be delivered in the UK, specifically in the UKG region, and cater to the business and operational needs of the DWP for a period of 6 years with an option for extension up to 24 months.

This contract presents significant growth opportunities for businesses specialising in document management, digital mailroom services, and records management. Companies with capabilities in advanced scanning, Optical Character Recognition (OCR), and secure storage solutions are particularly well-suited to compete. The high-value contract underlines the importance of quality and price in the evaluation process, making it an attractive prospect for firms looking to expand their portfolio in government contracts and digital transformation projects. Secure and efficient handling of sensitive documents is a crucial aspect, highlighting opportunities for firms with strong information security credentials.

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Notice Title

Inbound Mail and Document Management for DWP

Notice Description

This procurement, an Open Procedure via Find a Tender Service, has brigaded all of the services related to an end-to-end document management process for the Department for Work and Pensions (DWP). This Contract, with an initial term of 6 years and an extension option of up to 24 months, for Inbound Mail and Document Management, encompasses the following service components: Envelope level sortation where the Supplier will 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 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. A Digital Mailroom service where the Supplier will undertake post opening, document sortation, scanning, indexing and digital ingestion of all DWP's inbound written and electronic communications from citizens. The solution includes provision of any licences required for their solution, such as those required for Optical Character Recognition (OCR) to index items that are scannable and readable. A Records Management service where the Supplier will 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.

Lot Information

Lot 1

Services will cover all components of Inbound Mail and Document Management as stated in the Description field.

Renewal: There will be an option to extend this contract for up to 24 months.

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0401a2
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/023993-2024
Current Stage
Award
All Stages
Tender, Award

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
Large

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

79999100 - Scanning services

Notice Value(s)

Tender Value
£86,200,000 £10M-£100M
Lots Value
£86,200,000 £10M-£100M
Awards Value
Not specified
Contracts Value
£105,047,306 £100M-£1B

Notice Dates

Publication Date
31 Jul 20241 years ago
Submission Deadline
10 Nov 2023Expired
Future Notice Date
Not specified
Award Date
29 Jul 20241 years ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Cancelled
Awards Status
Active
Contracts Status
Active

Contracting Authority (Buyer)

Main Buyer
DEPARTMENT FOR WORK AND PENSIONS
Contact Name
Not specified
Contact Email
documentmanagement.procurement@dwp.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
BLACKPOOL
Postcode
FY4 5ES
Post Town
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

Supplier Information

Number of Suppliers
1
Supplier Name

RESTORE DIGITAL

Open Contracting Data Standard (OCDS)

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