--- title: "Scanning and Transcription Services" ocid: "ocds-h6vhtk-03bd42" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-03bd42" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-03bd42.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-03bd42.json" source: "Find A Tender Service" current_stage: "Tender" buyer: "HOME OFFICE" published: "2023-04-06" --- # Scanning and Transcription Services Buyer: HOME OFFICE Current stage: Tender OCID: ocds-h6vhtk-03bd42 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-03bd42) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-03bd42.json) ## Summary The Home Office has issued a tender for "Scanning and Transcription Services" under the Restricted Procedure. The objective is to appoint a provider for scanning and transcribing historical civil registration Records, with a contract value of £38,000,000 GBP. The initiative aims to transform and modernise existing service provision by digitising and enhancing access to vital records. The procurement process involves a multi-stage approach, starting with a Selection Stage evaluating bidder responses and progressing to the ITT Stage for shortlisted candidates. Key dates include the tender closing on 11th May 2023 and the invitation date for the second stage on 8th June 2023. This procurement opportunity offers businesses in the services sector a chance to deliver cutting-edge digital solutions for managing and sharing critical national registration Records. Suitable companies should have experience in handling complex and highly secure services, focusing on record management, scanning, transcription, data handling, and quality assurance processes. With a contract term of five years and a focus on transforming traditional processes using new technologies, businesses capable of driving continuous improvement and reducing reliance on manual interventions are well-suited to compete for this tender. ## Notice Further to a Prior Information Notice (PIN) ref: CF-0268300D58000000L5A4EAK1 issued on 31 August 2022, the Secretary of State for the Home Department (hereafter referred to as the Authority) is undertaking this tender exercise to appoint suitably capable and experienced provider of Scanning and Transcription services for HMPO General Register Office (GRO) of England and Wales. The GRO delivers a range of civil registration services. Since 2008, the GRO has been part of what is now HMPO, itself a directorate of the Authority. The Director General of HMPO is also the Registrar General for England and Wales. The records held by GRO constitute the national record of births, deaths, marriages, civil partnerships and other registration events (Records), since civil registration started in 1837. The Records are held in a variety of formats, including paper certificates, bound paper books, microfiche, microfilm, whilst some are already digitised. However, these digital Records are not searchable. GRO has a statutory obligation to hold, maintain and provide public access to these Records. However, there is a current reliance on equipment that is disappearing from the commercial market altogether, with Records in their current format degrading, which brings significant risk to GRO being able to meet its statutory functions. This opportunity will be operated in line with the Restricted Procedure, a multi-stage procurement process that is intended to short list qualified bidders, who will in turn be invited to tender for the contract opportunity. The objective of the Selection Stage is to assess the responses to the Standard Selection Questionnaire (SQ) and select Bidders to proceed to the ITT Stage of this procurement. The evaluation panel shall evaluate the SQ responses using the selection criteria detailed in the SQ document, which is provided on the Authority's e-sourcing portal. Bidders who pass this SQ assessment will then be invited to tender. ### Lot Information Lot 1 Aims and Objectives of the Programme The GRO wishes to transform and modernise its existing service provision to the public and other government departments by scanning and transcribing the Records, due to: * operational and technical challenges; * the increased cost, complexity, and obsolescence risk of maintaining legacy systems; and * the current structure hindering the GRO's ability to efficiently deliver services, both internally and externally. The GRO wishes to keep pace with the market, and ensure we are taking advantage of the new technologies including, but not limited to, AI and machine learning. Looking to the future, the volume and variety of Records that the GRO needs to manage is increasing significantly and managing them effectively and securely to support its business objectives has become increasingly complex. The GRO believes that the Services will enable it to create, handle and protect digital information more efficiently, and will also significantly facilitate and improve the delivery of services to the general public and other government departments. Therefore, the Authority has established the Programme to enable the GRO to meet its objectives and is seeking a Bidder to deliver and support the Programme's objectives. This will involve a transformation of the way that the GRO accesses Records and how it shares the information contained within them. This will not only require the delivery of the Service, but also require transformation of business processes and the (re)deployment of tools and resources that support these processes. The Authority expects the Bidder to deliver the Service following implementation and to drive continuous improvement with the goal of reducing the reliance on human intervention in the process and enabling the Authority to reduce costs. The Authority is seeking to appoint a Bidder to deliver the Services. The Bidder needs to be able to meet the Authority's requirements and must be capable of delivering highly secure and complex Services for a contract term of five (5) years. The Authority expects the Bidder to deliver the following capabilities: * Record Handling Process: Authority; * Scanning Process; * Transcription Process; * Data Management Process; and * Quality Assurance Process. ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/010142-2023 | | 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 | 6 Apr 2023 | | Submission deadline | 11 May 2023 | | Future notice date | Not specified | | Award date | Not specified | | Contract period | Not specified | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £38,000,000 | | Lots value | Not specified | | 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 | HOME OFFICE | | Locality | LONDON | | Post town | South West London | | Postcode | SW1P 4DF | | 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 - 79 - Business services: law, marketing, consulting, recruitment, printing and security ### Codes - 79999100 - Scanning services ## Release History - 6 Apr 2023 at 11:24 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/010142-2023 ## Notice URLs - http://www.gov.uk - https://homeoffice.app.jaggaer.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-h6vhtk-03bd42. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-03bd42.json.