--- title: "Digital Records Programme Request for Information" ocid: "ocds-b5fd17-fba4b884-da44-49c2-a176-703ab5cf44a2" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-fba4b884-da44-49c2-a176-703ab5cf44a2" markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-fba4b884-da44-49c2-a176-703ab5cf44a2.md" json_url: "https://d3tenders.com/contract/ocds-b5fd17-fba4b884-da44-49c2-a176-703ab5cf44a2.json" source: "Contracts Finder" current_stage: "Planning" buyer: "LONDON BOROUGH OF LAMBETH" published: "2022-03-30" --- # Digital Records Programme Request for Information Buyer: LONDON BOROUGH OF LAMBETH Current stage: Planning OCID: ocds-b5fd17-fba4b884-da44-49c2-a176-703ab5cf44a2 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-b5fd17-fba4b884-da44-49c2-a176-703ab5cf44a2) [Download OCDS JSON](https://d3tenders.com/contract/ocds-b5fd17-fba4b884-da44-49c2-a176-703ab5cf44a2.json) ## Summary The London Borough of Lambeth is currently in the planning stage of the "Digital Records Programme Request for Information". This tender aims to address significant operational inefficiencies in the council’s document archiving and retrieval processes, which currently affect various departments. The deadline for engagement submissions is set for 12 noon on 19 April 2022, with the programme focusing on acquiring a comprehensive digital solution to enhance record management. The procurement process will involve understanding market capabilities and cost estimates before likely issuing invitations to tender in the future. The associated industry category includes information technology services as well as storage and warehousing solutions. This procurement presents a promising opportunity for SMEs and businesses focused on IT services, consulting, software development, and records management solutions. Companies that can offer digital solutions for document archiving, data retrieval, and physical document storage are particularly well-suited to compete in this tender. The council aims to leverage expertise from the market to improve its service delivery, presenting a chance for businesses to engage with public sector needs efficiently and effectively while expanding their own service offerings. ## Notice Context Lambeth Council currently has no single document archiving solution which enables consistent, timely and accurate identification and retrieval of all historical records in line with legislation, council requirements and citizen / community needs. Consequently, individual council departments have historically adopted their own local practices, systems and/or suppliers; although the bulk of the Council's physical records are managed by a third party. This approach fails to benefit from the efficiencies of a centralised solution, and has resulted in a number of operational issues, such as: Inability to locate files needed e.g. for public enquiries Inability to retrieve files in a timely manner Inability to reconcile inventoried files vs physical files Files being stored in incorrect boxes, destroying the integrity of the inventory Files being stored outside of recognised protocols Files not being indexed or catalogued Lack of consistent metadata / indices against which searches can be conducted Difficulty assuring compliance owing to different practices across the council Taken together, these present an opportunity to develop the council's service delivery in line with legislation and the needs of its citizens and communities. Solution To address the issues above, the Council has instituted a Digital Records Programme (DRP). The DRP is targeted with identifying and procuring a single, council-wide, digital solution which enables the council to store, access and retrieve its records quickly, safely and securely. This solution will include digitisation of historic physical files, digital and physical storage, along with an IT solution and operational changes which transform the whole Council's approach to historic record management. While primarily a compliance-led programme arising from the desire to address operational inefficiencies, the council will also need to procure a physical warehousing solution by the time existing arrangements with the current third party provider expire in summer 2023. The council may also wish to leverage opportunities for additional operational benefits where cost-effective to do so. Current status The DRP has been gathering requirements, mapping business processes and performing due diligence on existing records to understand the scale of the issue and shape the solution. The intent in due course will be to issue one or more invitations to tender for suppliers to provide digital and physical services and solutions to the council. Prior to this though, the council wish to understand from experts in the market some rough order of magnitude costs and time associated with these undertakings. These estimates will inform the Council's business planning, potential solutions, and any future tender(s). This is the purpose of this request for information. Please refer to the attached documentation for further information. NOTE: The submission deadline has been extended to 12 noon 19 Apr 22 ## Key Details | Field | Value | | --- | --- | | Publication source | Contracts Finder | | Latest notice | https://www.contractsfinder.service.gov.uk/Notice/8121d1a9-ca2a-4401-8410-61369ef4ae41 | | 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 | 30 Mar 2022 | | Submission deadline | Not specified | | Future notice date | 19 Apr 2022 | | 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 | LONDON BOROUGH OF LAMBETH | | Locality | LONDON | | Post town | South East London | | Postcode | SE24 0PY | | Country | England | | ITL 1 | TLI London | | ITL 2 | TLI4 Inner London - East | | ITL 3 | TLI45 Lambeth | | Local authority | Lambeth | | Electoral ward | Herne Hill & Loughborough Junction | | Westminster constituency | Dulwich and West Norwood | | Delivery location | Not specified | ## CPV Codes ### Divisions - 30 - Office and computing machinery, equipment and supplies except furniture and software packages - 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 - 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 - 92512000 - Archive services ## Release History - 30 Mar 2022 at 10:09 - Planning - Market Engagement Notice - https://www.contractsfinder.service.gov.uk/Notice/8121d1a9-ca2a-4401-8410-61369ef4ae41 - 28 Mar 2022 at 08:34 - Planning - Market Engagement Notice - https://www.contractsfinder.service.gov.uk/Notice/8121d1a9-ca2a-4401-8410-61369ef4ae41 - 11 Mar 2022 at 11:58 - Planning - Market Engagement Notice - https://www.contractsfinder.service.gov.uk/Notice/8121d1a9-ca2a-4401-8410-61369ef4ae41 ## Documents - https://www.contractsfinder.service.gov.uk/Notice/8121d1a9-ca2a-4401-8410-61369ef4ae41 30th March 2022 - Early engagement notice on Contracts Finder - https://www.contractsfinder.service.gov.uk/Notice/Attachment/d03682c9-3e61-4129-a048-04881e4044c7 - https://www.contractsfinder.service.gov.uk/Notice/Attachment/1ad08363-930c-4949-90e4-e27deb9280cd - https://www.contractsfinder.service.gov.uk/Notice/Attachment/5b757bee-173f-4d81-91ff-b8ac0d85d903 Clarification responses - https://www.contractsfinder.service.gov.uk/Notice/Attachment/1c3cb1fa-2942-42ad-868d-b52d720dfbcb ## 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-fba4b884-da44-49c2-a176-703ab5cf44a2. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-fba4b884-da44-49c2-a176-703ab5cf44a2.json.