Section one: Contracting authority
one.1) Name and addresses
Home Office
2 Marsham Street
London
SW1P 4DF
kathy.johnson7@homeoffice.gov.uk
Country
United Kingdom
Region code
UK - United Kingdom
Internet address(es)
Main address
one.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at
https://homeoffice.app.jaggaer.com
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://homeoffice.app.jaggaer.com
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Ministry or any other national or federal authority
one.5) Main activity
Public order and safety
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Scanning and Transcription Services
Reference number
C22554
two.1.2) Main CPV code
- 79999100 - Scanning services
two.1.3) Type of contract
Services
two.1.4) Short description
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.
two.1.5) Estimated total value
Value excluding VAT: £38,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79999100 - Scanning services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
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.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
N/A
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
11 May 2023
Local time
10:30am
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
8 June 2023
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 2 January 2024
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Bidders must register for the Home Office e-tendering portal homeoffice.app.jaggaer.com AND register interest by email to gain access to the procurement system
six.4) Procedures for review
six.4.1) Review body
Secretary of State for the Home Department
2 Marsham Street
London
SW1P 4DF
kathy.johnson7@homeoffice.gov.uk
Country
United Kingdom