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Evidential Scanning Services

H M Revenue & Customs

This public procurement record has 2 releases in its history.

Tender

03 Aug 2026 at 16:10

UK4 - Tender Notice
Planning

15 Jul 2026 at 12:14

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

HM Revenue & Customs is procuring evidential scanning services for its Fraud Investigation Service teams. The single supplier will scan physical documents and produce accurate, complete digital copies for use by the Crown Prosecution Service and, where required, electronic presentation of evidence. The service must preserve the integrity of original documents and protect evidential material against loss, damage, tampering and unauthorised access. The supplier must provide dedicated secure facilities for HMRC material, restrict access to authorised personnel, and maintain a complete chain of custody through receipt, storage, processing, scanning, transfer and disposal. This is a UK-wide service requirement covering document management and scanning services. The procurement is classed as services and is suitable for small and medium-sized enterprises.

The process has reached tender: HMRC invited offers through an open procedure. It has one lot, with tenders due by 1 September 2026 at 23:59 and enquiries due by 24 August 2026 at 23:59. The contract is scheduled to run from 27 October 2026 to 26 October 2029, with two optional one-year extensions, giving a maximum term to 26 October 2031. The estimated value is £500,000 excluding VAT, or £600,000 including VAT. Award is based on the Most Economically Advantageous Tender using Price per Quality Point: quality accounts for 90%, social value 10%, and pricing is weighted against quality. Offers must be submitted electronically through HMRC’s SAP Ariba eSourcing portal in English. The intended award decision date is 14 October 2026.

This opportunity suits a secure document-scanning or evidential-document management provider able to handle sensitive physical material under controlled conditions. Bidders need the operational capability to receive, store, process, scan, transfer and dispose of evidence while maintaining a complete, auditable chain of custody and accurate digital reproductions. The service must be delivered by authorised personnel in dedicated facilities used solely for HMRC material, with safeguards against loss, damage, tampering and unauthorised access. Suppliers should be able to scale capacity and adjust commercial arrangements because demand will be ad hoc and may fluctuate, with no guaranteed minimum volume. Legal, financial and technical capacity conditions apply through the tender event. The evaluation strongly favours service quality, while social value also contributes materially to the result.

How relevant is this notice?

Notice Information

Notice Title

Evidential Scanning Services

Notice Description

HM Revenue & Customs (HMRC) is seeking to establish a single supplier for the provision of evidential scanning services. The service will support HMRC's Fraud Investigation Service (FIS) teams' efforts to bring the most harmful tax evaders to justice. The Crown Prosecution Service (CPS) requires HMRC to provide its evidence electronically, which, if required, is also used for Electronic Presentation of Evidence (EPE). Accordingly, the service has specific requirements to preserve the integrity of physical documents, ensure that digital copies are an accurate and complete representation of the original documents, and protect evidential material from loss, damage, tampering or unauthorised access. The Supplier shall provide dedicated secure storage and processing facilities for HMRC material, with access restricted to authorised personnel and used solely for the delivery of the Services. The Supplier must maintain a complete chain of custody for all evidential material throughout receipt, storage, processing, scanning, transfer and disposal activities. Pursuant to Regulation 18(2)(z) of the Procurement Regulations 2024, HMRC has identified the following specific, known risks which cannot be fully quantified, priced, or resolved at the time of contract award, and which may impact the value of this contract: The service will be delivered on an ad hoc and demand led basis, and HMRC does not guarantee any minimum volumes. Demand may fluctuate throughout the contract term as a result of operational, investigative, legislative, or policy-drive factors, including, but not limited to, changes in case volumes, enforcement activity, or wider business needs. These known risks may result in actual volumes and total contract spend being materially higher or lower than the estimated levels provided. Any volumes stated by HMRC in the tender documents are historic and/or indicative estimates only and shall not constitute a commitment or obligation. Suppliers must acknowledge and accept this variability and shall ensure that its capacity, scalability, and commercial arrangements are sufficiently flexible to accommodate fluctuations without adversely affecting service delivery or performance.

Lot Information

Lot 1

Renewal: This contract has a three (3) year initial term and two (2) optional one (1) year extensions, up to a maximum total term of five (5) years. It will be at the sole discretion of HMRC to decide whether the extensions are used.

Planning Information

HMRC has already undertaken early market engagement to understand the capabilities and commercial models available for the scanning of evidential documents via the GCA framework RM6175 Lot 5. The Request for Information (RFI) was issued to the suppliers on the framework solely for information-gathering purposes and does not constitute a formal tender or pre qualification exercise.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06cbd9
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/073344-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

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

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

CPV Codes

72512000 - Document management services

79999100 - Scanning services

Notice Value(s)

Tender Value
£500,000 £500K-£1M
Lots Value
£500,000 £500K-£1M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
3 Aug 20261 months ago
Submission Deadline
1 Sep 2026Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
27 Oct 2026 - 26 Oct 2029 3-4 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
H M Revenue & Customs
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
SW1A 2BQ
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)

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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