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HMPO Document Management Services

Home Office

This public procurement record has 2 releases in its history.

Tender

30 Jun 2025 at 15:33

UK4 - Tender Notice
Planning

01 May 2025 at 17:12

UK3 - Planned Procurement Notice
Summary of the contracting process

The Home Office has initiated a tender for the HMPO Document Management Services project. As the contracting authority, they seek services within the administrative and IT sectors to handle document management for passport applications. This project encompasses sorting, validating, scanning, and storing documents, with a notable requirement for ease of access upon request. The procurement process is segmented into a five-stage competitive flexible procedure, aiming to award the contract worth £140 million by October 2026. Submissions are to be completed via the Jaggaer portal, with expressions of interest required by 30th July 2025, and the planned contract period running from November 2026 to November 2030, with possible extensions.

This procurement presents a substantial opportunity for businesses offering administrative and IT services, particularly those experienced in document handling and government contracts. Organisations equipped to fulfil the extensive document management requirements and engage in a competitive multi-stage tender process are well-positioned to bid. The structured procurement approach, including dialogue and negotiations, supports businesses capable of demonstrating flexibility and innovation in meeting government needs. The economic scope of this project makes it an attractive prospect for industry players looking to expand their footprint within public sector services.

How relevant is this notice?

Notice Information

Notice Title

HMPO Document Management Services

Notice Description

His Majesty's Passport Office (HMPO), part of the Home Office, as the Contracting Authority, is reviewing potential options for future Document Management services. Overview of the Service: HMPO requires its customers who apply for a new passport, a replacement passport, or a passport renewal, to send in supporting documentation (hard copies) as part of their application. The Document Management Service requirement at a high level is to: - Sort inbound mail into various streams; - Validate and, where required, verify the authenticity of documents contained within each application; - Scan documents to a standard that allows for easy reading of data on documents; - Categorise documents into streams as defined by HMPO; - Store and retrieve documents upon return requests issued by HMPO. Please note, three Requests for Information (RFIs) have been run as part of market engagement to inform this procurement. This market engagement was conducted under the previous Public Contract Regulations (PCR) 2015 which is the reason why a Preliminary Market Engagement notice under the new regulations has not been published for this procurement. Links to the Prior Information Notices (PINs) for the market engagement are below for further information: - https://www.find-tender.service.gov.uk/Notice/016322-2024?origin=SearchResults&p=1 - https://www.find-tender.service.gov.uk/Notice/017128-2024?origin=SearchResults&p=1 - https://www.find-tender.service.gov.uk/Notice/034859-2024?origin=SearchResults&p=1155

Lot Information

Lot 1

Renewal: The 3-year extension will be broken down into three separate extension options of +1, +1 and +1.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-050bcd
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/036185-2025
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Competitive flexible procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

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

75 - Administration, defence and social security services

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

CPV Codes

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

75000000 - Administration, defence and social security services

75100000 - Administration services

75110000 - General public services

75112000 - Administrative services for business operations

75120000 - Administrative services of agencies

79000000 - Business services: law, marketing, consulting, recruitment, printing and security

79500000 - Office-support services

79560000 - Filing services

79900000 - Miscellaneous business and business-related services

Notice Value(s)

Tender Value
£140,000,000 £100M-£1B
Lots Value
£140,000,000 £100M-£1B
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
30 Jun 20251 years ago
Submission Deadline
Not specified
Future Notice Date
25 Jun 2025Expired
Award Date
Not specified
Contract Period
13 Nov 2026 - 12 Nov 2030 4-5 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Home Office
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 4DF
Postcode Area
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

Notice Documents

Open Contracting Data Standard (OCDS)

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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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