--- title: "Document Digitisation Request for Information" ocid: "ocds-b5fd17-a3c0043a-de24-4c39-96d7-85ce17e4776a" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-a3c0043a-de24-4c39-96d7-85ce17e4776a" markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-a3c0043a-de24-4c39-96d7-85ce17e4776a.md" json_url: "https://d3tenders.com/contract/ocds-b5fd17-a3c0043a-de24-4c39-96d7-85ce17e4776a.json" source: "Contracts Finder" current_stage: "Planning" buyer: "DEPARTMENT FOR ENVIRONMENT FOOD & RURAL AFFAIRS" published: "2024-02-22" --- # Document Digitisation Request for Information Buyer: DEPARTMENT FOR ENVIRONMENT FOOD & RURAL AFFAIRS Current stage: Planning OCID: ocds-b5fd17-a3c0043a-de24-4c39-96d7-85ce17e4776a [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-b5fd17-a3c0043a-de24-4c39-96d7-85ce17e4776a) [Download OCDS JSON](https://d3tenders.com/contract/ocds-b5fd17-a3c0043a-de24-4c39-96d7-85ce17e4776a.json) ## Summary The Department for Environment Food & Rural Affairs is seeking a third-party market leader to support the Digitisation Project for their Estates department. The tender titled "Document Digitisation Request for Information" focuses on storing physical documents virtually onto a Document Management System. The engagement end date for this planning stage is set for 22nd March 2024. This opportunity is well-suited for businesses providing document management, digital printing, scanning, and archive services. Small and medium enterprises are encouraged to participate. The market engagement event is scheduled for 7th March 2024, offering a chance for potential suppliers to interact with the procurement team. Interested parties can contact Defra Group Commercial for further information. ## Notice 1.2 The EA's Estates department is responsible for managing the EA's property, these responsibilities vary significantly depending on the property. To facilitate the requirements of the large and varied property portfolio, thousands of documents have been generated. Further information on our responsibilities and how we are structured can be found on our website. 1.3 Estates seeks to overhaul how the department stores critical documents to support current and future needs. The work carried out in this project will affect the delivery and integration of Estates new Asset Management system. The new Asset Management system underpins all the department's output, therefore the digitisation timeline of physical documents laid out below is essential for Estates to operate. 1.4 Estates stores c.32,000 Deeds and Active Case Files documents physically at either EA owned sites or through third parties. These documents are either business critical or support day to day operations of the organisation and therefore must be stored in a secure and accessible format to ensure BAU. As part of the EA's Digital Strategy, digitisation of these documents is seen as critical step in meeting the organisation's requirements. 3. The Requirement - please note this is a request for information at this time and not a notice of opportunity. 3.1 We are potentially seeking a third-party market leader support to Estates Digitisation Project to ensure all physical Deeds and Active Case Files documents are stored virtually on to the chosen Document Management System. 3.2 All EA department requirements will need to include both Active Case Files and Deeds. In addition to digitisation of the documents and to adhere to data protection guidelines, a fraction of the 10,000 Active Case File documents will be disposed of by the selected Supplier on-site. 3.3 The destruction will lead to a gradual decrease of storage area requirements throughout the EA. Greater efficiencies will be achieved through making data more accessible and easier to locate. Other efficiencies will be achieved by appending virtual documents with metadata to make the documents discoverable, allowing internal diagnostics and greater interactivity with other platforms. If you are interested in responding to this RFI please email Defra Group Commercial at dgcofficesolutions@defra.gov.uk. The closing date for submission is Friday 22nd March 2024 at 12 noon. Market Engagement Event We are holding a market engagement event on Thursday 7th March 2024 10:00 - 10:45. This will be a virtual event via MS Teams and will be an opportunity for the market to meet the team who are leading on this area and to ask further questions about the RFI. If you wish to attend, please contact Defra Group Commercial on dgcofficesolutions@defra.gov.uk . Please identify 2 persons from your organisation to dial into the event and we will share the dial in details with those individuals. ## Key Details | Field | Value | | --- | --- | | Publication source | Contracts Finder | | Latest notice | https://www.contractsfinder.service.gov.uk/Notice/a59815f7-d344-435c-ad33-816f1f348fc1 | | Notice type | Market Engagement Notice | | Procurement type | Standard | | Procurement category | Not specified | | Procurement method | Not Specified | | Procurement method details | Not specified | | Tender suitability | SME | | Awardee scale | Not specified | | All stages | Planning | ## Dates | Field | Value | | --- | --- | | Publication date | 22 Feb 2024 | | Submission deadline | Not specified | | Future notice date | 22 Mar 2024 | | Award date | Not specified | | Contract period | Not specified | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | Not specified | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Planning | | Lots status | Not specified | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | DEPARTMENT FOR ENVIRONMENT FOOD & RURAL AFFAIRS | | Locality | LONDON | | Post town | South West London | | Postcode | SW1P 3JR | | Country | England | | ITL 1 | TLI London | | ITL 2 | TLI3 Inner London - West | | ITL 3 | TLI35 Westminster and City of London | | Local authority | Westminster | | Electoral ward | St James's | | Westminster constituency | Cities of London and Westminster | | Delivery location | Not specified | ## CPV Codes ### Divisions - 22 - Printed matter and related products - 72 - IT services: consulting, software development, Internet and support - 79 - Business services: law, marketing, consulting, recruitment, printing and security - 92 - Recreational, cultural and sporting services ### Codes - 22900000 - Miscellaneous printed matter - 72512000 - Document management services - 79811000 - Digital printing services - 79999100 - Scanning services - 92512000 - Archive services ## Release History - 22 Feb 2024 at 11:57 - Planning - Market Engagement Notice - https://www.contractsfinder.service.gov.uk/Notice/a59815f7-d344-435c-ad33-816f1f348fc1 ## Documents - https://www.contractsfinder.service.gov.uk/Notice/a59815f7-d344-435c-ad33-816f1f348fc1 22nd February 2024 - Early engagement notice on Contracts Finder - https://www.contractsfinder.service.gov.uk/Notice/Attachment/b36e7880-91ea-456e-8db3-45ee24f29688 ## Notice URLs - https://www.gov.uk/government/organisations/environment-agency ## 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-a3c0043a-de24-4c39-96d7-85ce17e4776a. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-a3c0043a-de24-4c39-96d7-85ce17e4776a.json.