--- title: "Digital Records Solution" ocid: "ocds-b5fd17-ec07072e-ffad-4645-95c6-3c1ff76095de" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-ec07072e-ffad-4645-95c6-3c1ff76095de" markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-ec07072e-ffad-4645-95c6-3c1ff76095de.md" json_url: "https://d3tenders.com/contract/ocds-b5fd17-ec07072e-ffad-4645-95c6-3c1ff76095de.json" source: "Contracts Finder" current_stage: "Tender" buyer: "LONDON BOROUGH OF LAMBETH" published: "2023-01-27" --- # Digital Records Solution Buyer: LONDON BOROUGH OF LAMBETH Current stage: Tender OCID: ocds-b5fd17-ec07072e-ffad-4645-95c6-3c1ff76095de [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-b5fd17-ec07072e-ffad-4645-95c6-3c1ff76095de) [Download OCDS JSON](https://d3tenders.com/contract/ocds-b5fd17-ec07072e-ffad-4645-95c6-3c1ff76095de.json) ## Summary The London Borough of Lambeth is conducting a tender for a "Digital Records Solution" involving the scanning and digitisation of physical records, creation of a digital database, retrieval software, and destruction of most records after scanning. The procurement method is a "Restricted procedure", with a tender deadline of 3rd March 2023. The contract period spans from 1st August 2023 to 31st July 2031. The procurement falls under the "Records" category, with an estimated contract value of £6,980,000. This tender presents an opportunity for businesses specialising in records management, scanning services, software development, and archive services. Due to the anticipated high expenditure in the initial phase of the 8-year contract term, businesses with capacity for large-scale digitisation projects would be well-suited to compete. The buying organisation, London Borough of Lambeth, aims to streamline data management processes through this digital transformation initiative, creating scope for innovative solutions and long-term partnerships with successful bidders. ## Notice This programme will provide a single, council-wide, digital solution enabling us to store, access and retrieve the records we value safely and securely. What this means is knowing where our data is and how to access it on demand, improving our efficiency and the experience for the council, citizens, and communities. We will achieve this through digitising existing records and aligning existing digital data to a common standard across all council departments, enabling automatic retention and processing of records. By adopting a sustainable digital infrastructure, we will build the foundation for future improvements. This Tender is for the Scanning and digitisation of the Physical records, creation of a digital database, retrieval software and destruction of most of the records once scanned. Some physical records are required post scanning, e.g. Registrars records. Given the large volume of activity at the beginning of the contract, co-ordinating the transfer of the physical records from the incumbent supplier, the digitisation of those records (estimated 40million pages) and set up of the Digital Records Solution - it is anticipated the vast majority of expenditure (86%) of the estimated contract costs for the scheduled 8-year contract term will be incurred within the first 12-18 months of the contract. The contract duration is a maximum 8-year term, with provision for early termination from the end of the second year, where it is anticipated the digitisation process of existing physical records would have been completed. (Estimated Contract Value PS6,980,000 ## Key Details | Field | Value | | --- | --- | | Publication source | Contracts Finder | | Latest notice | https://www.contractsfinder.service.gov.uk/Notice/b533fade-b5c1-4958-beb2-fc45f1f8a777 | | Notice type | Tender Notice | | Procurement type | Standard | | Procurement category | Services | | Procurement method | Selective | | Procurement method details | Restricted procedure | | Tender suitability | Not specified | | Awardee scale | Not specified | | All stages | Tender | ## Dates | Field | Value | | --- | --- | | Publication date | 27 Jan 2023 | | Submission deadline | 3 Mar 2023 | | Future notice date | Not specified | | Award date | Not specified | | Contract period | 31 Jul 2023 - 31 Jul 2031 | | 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 | Active | | Lots status | Not specified | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | LONDON BOROUGH OF LAMBETH | | Locality | LONDON | | Post town | South West London | | Postcode | SW2 1RW | | Country | England | | ITL 1 | TLI London | | ITL 2 | TLI4 Inner London - East | | ITL 3 | TLI45 Lambeth | | Local authority | Lambeth | | Electoral ward | Brixton Acre Lane | | Westminster constituency | Clapham and Brixton Hill | | Delivery location | Not specified | ## CPV Codes ### Divisions - 30 - Office and computing machinery, equipment and supplies except furniture and software packages - 32 - Radio, television, communication, telecommunication and related equipment - 48 - Software package and information systems - 60 - Transport services (excl. Waste transport) - 63 - Supporting and auxiliary transport services; travel agencies services - 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 - 30216110 - Scanners for computer use - 30216120 - Optical-character-recognition equipment - 30216130 - Barcode readers - 32353100 - Records - 48000000 - Software package and information systems - 60160000 - Mail transport by road - 63120000 - Storage and warehousing services - 72000000 - IT services: consulting, software development, Internet and support - 79520000 - Reprographic services - 79996100 - Records management - 79999100 - Scanning services - 92512000 - Archive services ## Release History - 27 Jan 2023 at 18:39 - Tender - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/b533fade-b5c1-4958-beb2-fc45f1f8a777 ## Documents - https://www.contractsfinder.service.gov.uk/Notice/b533fade-b5c1-4958-beb2-fc45f1f8a777 27th January 2023 - Opportunity notice on Contracts Finder - https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=58238&B=LBLAMBETH Additional data - https://uk.eu-supply.com/ctm/Company/CompanyInformation/Index/18 User / Company ## Notice URLs - http://www.lambeth.gov.uk ## 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-ec07072e-ffad-4645-95c6-3c1ff76095de. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-ec07072e-ffad-4645-95c6-3c1ff76095de.json.