--- title: "Digital Records Solution" ocid: "ocds-h6vhtk-039ba3" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-039ba3" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-039ba3.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-039ba3.json" source: "Find A Tender Service" 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-h6vhtk-039ba3 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-039ba3) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-039ba3.json) ## Summary The London Borough of Lambeth has initiated a tender process 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 once digitised. The council aims to improve efficiency by aligning digital data across departments and streamlining record access. The contract, valued at £6,980,000 GBP, has a maximum duration of 8 years with early termination options. The tender deadline is set for March 3, 2023, with selection based on a Standard Selection Questionnaire and project-specific criteria. This procurement opportunity by the London Borough of Lambeth presents business growth potential for providers of records management, scanning services, IT services, and software packages. Companies offering scanning equipment, optical character recognition technology, and storage services are well-suited to compete. Successful bidders will have the opportunity to contribute to the establishment of a sustainable digital infrastructure and support the council in achieving its goal of efficient data management and enhanced citizen experience. ## 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. ### Lot Information Lot 1 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. Renewal: The contract duration is a maximum 8-year term commencing 1 August 2023, 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. ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/002691-2023 | | 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 | Not specified | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £6,980,000 | | Lots value | £6,980,000 | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Active | | Lots status | Active | | 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 | TLI45 Lambeth | ## 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 17:54 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/002691-2023 ## Notice URLs - http://www.lambeth.gov.uk - https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=58238&B=LBLAMBETH - https://uk.eu-supply.com/ctm/Company/CompanyInformation/Index/18 ## 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-h6vhtk-039ba3. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-039ba3.json.