---
title: "Scanning, Processing and Electronic Data Service"
ocid: "ocds-b5fd17-9cc8d088-adc8-11e6-9901-0019b9f3037b"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-9cc8d088-adc8-11e6-9901-0019b9f3037b"
markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-9cc8d088-adc8-11e6-9901-0019b9f3037b.md"
json_url: "https://d3tenders.com/contract/ocds-b5fd17-9cc8d088-adc8-11e6-9901-0019b9f3037b.json"
source: "Contracts Finder"
current_stage: "Award"
buyer: "HM LAND REGISTRY"
published: "2016-11-18"
---

# Scanning, Processing and Electronic Data Service

Buyer: HM LAND REGISTRY  
Current stage: Award  
OCID: ocds-b5fd17-9cc8d088-adc8-11e6-9901-0019b9f3037b

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## Summary

The procurement process concerns a contract titled "Scanning, Processing and Electronic Data Service," initiated by Hm Land Registry, located in Croydon, England. This service falls within the scanning and invoicing services industry category. The tender, which is in the Award stage, has a total value of £30 million, with a minimum value of £10 million. The contract period is set to run from 31 May 2016 to 30 May 2021, following an open procurement method. Interested bidders had a deadline of 14 September 2015 to submit their proposals.

This tender presents significant opportunities for businesses specialising in data processing, scanning services, and electronic data management. Companies that provide services related to administrative processes and document handling—particularly small and medium-sized enterprises (SMEs) and voluntary, community, and social enterprises (VCSEs)—are encouraged to explore this procurement. The contract requires the capacity to handle a high volume of mail items and to implement innovative technologies that enhance efficiency and accuracy in data processing.

## Notice

The preparation and scanning of incoming applications received by post and/or courier; the receipt of electronically lodged applications; the extraction and capture of accurate data; the supply of high quality digital images within specified timescales (typically on a same-day basis); the application of basic Land Registry processes to documents received; the storage, retrieval and subsequent destruction of hard copy documents; posting of hard-copy documents; and the banking of cheques received. Documents received will include personal documentation, legal documentation and documents in non-standard formats and sizes. The requirement may include additional services including basic processing on applications and letter printing. For indicative purposes it is anticipated that this service will receive 5,000-6,000 mail items per day, resulting in a requirement for 65,000-100,000 scanned images per day. The Authority expects that during the term of the services contracts certain elements of the arrangements may be modified. Any such modification(s) (each a "Modification") shall be strictly in accordance with Regulation 72 of the Public Contracts Regulations 2015 (the "Regulations") and shall be effected in accordance with the change procedure set out in the conditions of the services contract(s). The Authority and the supplier will seek out opportunities to drive out inefficient activities, reduce administration and capture information electronically at the point of its receipt. This will release The Authority's staff to focus on the higher value registration activities, increasing productivity, reducing administration and thereby increasing overall efficiency. Similarly the Authority will look to drive out variance in processes through the application of Lean techniques, whilst maintaining consistent service levels. Modifications aimed at increasing efficiency, accuracy of the register, response times and productivity could fall into a number of categories, for example: (a) enable the delivery of outgoing paper communications (printing and posting); (b) Use of external capability to conduct administrative processes prior to the records being submitted to Land Registry for processing and/or approval. Examples of such activities could include the manual capture of data from applications and preparation of simple correspondence in connection with the initial submission of an application; (c) provision of a general platform for orchestration work assignment and handling across incoming and outgoing channels intelligently between the service supplier and LR. (d) enable a move towards an omni-channel model for inbound communications e.g. use of artificial intelligence (AI), and other emerging technologies to capture richer data from paper and electronically lodged applications which Land Registry can use to prepopulate data fields; continued see ITT for full description of services Additional information: Please note All bidders must complete and return the 'Acknowledge Receipt of the Invitation to Tender' (Document 0) to confirm their intention to bid and receive further communications concerning this project. This should be returned to: ScanningandElectronicServices@landregistry.gsi.gov.uk You will then be given access to a common data room in which the ITT and Contract documentation is lodged, together with other background for bidders. Bidders should also note that a Supplier Day will be held at the Land Registry Nottingham Office on 12th August 2015. Details will be provided to Bidders who have acknowledged receipt of the ITT in due course.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Contracts Finder |
| Latest notice | https://www.contractsfinder.service.gov.uk/Notice/fd9d241a-b4db-470d-9e8c-eacc710e7353 |
| Notice type | Award Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | SME, VCSE |
| Awardee scale | Large |
| All stages | Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 18 Nov 2016 |
| Submission deadline | 14 Sep 2015 |
| Future notice date | Not specified |
| Award date | 28 Jul 2015 |
| Contract period | 30 May 2016 - 30 May 2021 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £30,000,000 |
| Lots value | Not specified |
| Awards value | £10,000,000 |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Not specified |
| Awards status | Active |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | HM LAND REGISTRY |
| Locality | CROYDON |
| Post town | Croydon |
| Postcode | CR0 2AQ |
| Country | England |
| ITL 1 | TLI London |
| ITL 2 | TLI6 Outer London - South |
| ITL 3 | TLI62 Croydon |
| Local authority | Croydon |
| Electoral ward | Fairfield |
| Westminster constituency | Croydon West |
| Delivery location | Not specified |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | XEROX |

## CPV Codes

### Divisions

- 48 - Software package and information systems
- 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

### Codes

- 48613000 - Electronic data management (EDM)
- 72300000 - Data services
- 72310000 - Data-processing services
- 75112000 - Administrative services for business operations
- 75130000 - Supporting services for the government
- 79820000 - Services related to printing
- 79996000 - Business organisation services
- 79999000 - Scanning and invoicing services

## Release History

- 18 Nov 2016 at 20:17 - Award - Award Notice - https://www.contractsfinder.service.gov.uk/Notice/fd9d241a-b4db-470d-9e8c-eacc710e7353

## Documents

- https://www.contractsfinder.service.gov.uk/Notice/fd9d241a-b4db-470d-9e8c-eacc710e7353
  28th July 2015 - Awarded contract notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/Attachment/6471a229-db28-44da-bced-242b9fab09a9
  Contract
- https://www.contractsfinder.service.gov.uk/Notice/Attachment/c4377ad1-233e-4044-8a99-17f29827f2a1
  Invitation To Tender Documents (Parts 3 - 4)
- https://www.contractsfinder.service.gov.uk/Notice/Attachment/401c5e19-6ff8-46e6-b7a2-d5645c2dc1a5
  Invitation To Tender Documents (Part 2)
- https://www.contractsfinder.service.gov.uk/Notice/Attachment/2612c87a-43a9-4864-975e-5f76b2303bca
  Invitation To Tender Documents (Parts 0 - 1)

## Notice URLs

- http://www.gov.co/government/organisations/land-registry

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-b5fd17-9cc8d088-adc8-11e6-9901-0019b9f3037b. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-9cc8d088-adc8-11e6-9901-0019b9f3037b.json.