--- title: "Scanning for Registrars" ocid: "ocds-b5fd17-e1e809d2-4bfc-423c-9f7e-2bdd860656cc" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-e1e809d2-4bfc-423c-9f7e-2bdd860656cc" markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-e1e809d2-4bfc-423c-9f7e-2bdd860656cc.md" json_url: "https://d3tenders.com/contract/ocds-b5fd17-e1e809d2-4bfc-423c-9f7e-2bdd860656cc.json" source: "Contracts Finder" current_stage: "Tender" buyer: "WOLVERHAMPTON CITY COUNCIL" published: "2016-12-21" --- # Scanning for Registrars Buyer: WOLVERHAMPTON CITY COUNCIL Current stage: Tender OCID: ocds-b5fd17-e1e809d2-4bfc-423c-9f7e-2bdd860656cc [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-b5fd17-e1e809d2-4bfc-423c-9f7e-2bdd860656cc) [Download OCDS JSON](https://d3tenders.com/contract/ocds-b5fd17-e1e809d2-4bfc-423c-9f7e-2bdd860656cc.json) ## Summary The procurement process, initiated by Wolverhampton City Council, is for a tender titled "Scanning for Registrars," aimed at the services industry, specifically focusing on scanning and preserving historical registration documentation related to births, deaths, and marriages. The procurement process is currently in the tender stage, with a deadline for submissions set for 20 January 2017. The contract is expected to commence on 3 April 2017 and conclude by 31 March 2021, with a total contract value of £150,000. All services will be performed at an offsite location in the West Midlands, UK, and bidders must adhere to specific technical and security criteria outlined in the tender documents. This tender follows an open procurement method, allowing any supplier to participate. This opportunity presents significant potential for business growth, particularly for companies specialising in document scanning, archiving, and data management services. Businesses with experience in handling sensitive historical documents, particularly those over a century old, will be well suited to compete for this contract. Firms that can demonstrate compliance with public sector regulations, including data processing agreements and secure handling of records, will have a competitive edge. This tender not only offers immediate work but may also lead to long-term partnerships with the council for ongoing document preservation and management needs. ## Notice The City of Wolverhampton has original registration documentation (births, deaths and marriages) dating back to 1837. Many of these documents are in a poor and deteriorating state of repair and we need to ensure their continued preservation. In addition, the records are accessed on a regular basis in order to provide copy documents to customers, which accelerates the deterioration process and is time-consuming (conducting manual searches). As there is limited space at the Register Office, the service is to be provided offsite Tenderers are expected to undertake their own assessment of the scope of the work but, as an estimate, it is expected to involve approximately 4,500 registers, not all the registers will be allowed to taken off-site in one visit, the successful tenderer will be expected to carry out this process in stages, the period allowed for this will be six months from start of contract 3 April 2017, to going live. Tenderers are expected to submit an implementation plan. Following completion of this scope of work, future scanning will be carried out by Council staff, therefore the proposed software solution shall allow for new records to be created, images scanned and uploaded by Council staff. To assist the contractor a number of non-negotiable requirements must be met and how this will be done must be included in the tender response - Open Tender Part 3 Tender Specific Information - Section 7 Pass/Fail refers. Failure to meet these requirements will result in the rest of the tender not being assessed further. * The appointed supplier will be required to sign a data processing agreement (Appendix A) to ensure compliance with relevant legislation. * Satisfy the General Register Office (Home Office) in regard to the transport, handling and security of the records whilst out of the Council's keeping. * Demonstrate suitable experience of handling and image capture of old documents (over 100 years old). * The software must be PSN Compliant (Public Sector Network) * A full database schema and defined extraction process, should the Council decide to change supplier. * The technical architecture of the proposed software, including any firewall or user/system permission requirements. The Council has virtual servers on premises and in the Azure cloud. NOTE: This tender opportunity is only available electronically via www.wolverhamptontenders.com ## Key Details | Field | Value | | --- | --- | | Publication source | Contracts Finder | | Latest notice | https://www.contractsfinder.service.gov.uk/Notice/74b82342-4965-477c-84f5-ed006945bf70 | | Notice type | Tender Notice | | Procurement type | Standard | | Procurement category | Services | | Procurement method | Open | | Procurement method details | Open procedure | | Tender suitability | Not specified | | Awardee scale | Not specified | | All stages | Tender | ## Dates | Field | Value | | --- | --- | | Publication date | 21 Dec 2016 | | Submission deadline | 20 Jan 2017 | | Future notice date | Not specified | | Award date | Not specified | | Contract period | 2 Apr 2017 - 31 Mar 2021 | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £150,000 | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Active | | Lots status | Not specified | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | WOLVERHAMPTON CITY COUNCIL | | Locality | WOLVERHAMPTON | | Post town | Wolverhampton | | Postcode | WV1 1RG | | Country | England | | ITL 1 | TLG West Midlands (England) | | ITL 2 | TLG3 West Midlands | | ITL 3 | TLG39 Wolverhampton | | Local authority | Wolverhampton | | Electoral ward | St Peters | | Westminster constituency | Wolverhampton West | | Delivery location | TLG West Midlands (England) | ## CPV Codes ### Divisions - 48 - Software package and information systems ### Codes - 48318000 - Scanner software package ## Release History - 21 Dec 2016 at 12:49 - Tender - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/74b82342-4965-477c-84f5-ed006945bf70 ## Documents - https://www.contractsfinder.service.gov.uk/Notice/74b82342-4965-477c-84f5-ed006945bf70 21st December 2016 - Opportunity notice on Contracts Finder - https://www.contractsfinder.service.gov.uk/Notice/Attachment/3af1b18f-c64e-41ca-9f1d-eda483f06b59 Specification ## Notice URLs - http://www.wolverhamptontenders.com ## 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-e1e809d2-4bfc-423c-9f7e-2bdd860656cc. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-e1e809d2-4bfc-423c-9f7e-2bdd860656cc.json.