Scope
Description
His Majesty's Passport Office (HMPO), part of the Home Office, as the Contracting Authority, is reviewing potential options for future Document Management services.
Overview of the Service:
HMPO requires its customers who apply for a new passport, a replacement passport, or a passport renewal, to send in supporting documentation (hard copies) as part of their application.
The Document Management service requirement at a high level is to:
- Sort inbound mail into various streams;
- Validate and, where required, verify the authenticity of documents contained within each application;
- Scan documents to a standard that allows for easy reading of data on documents;
- Categorise documents into streams as defined by HMPO;
- Store and retrieve documents upon return requests issued by HMPO.
Please note, three Requests for Information (RFIs) have been run as part of market engagement to inform this procurement. Links to the Prior Information Notices (PINs) for these are below:
- https://www.find-tender.service.gov.uk/Notice/016322-2024?origin=SearchResults&p=1
- https://www.find-tender.service.gov.uk/Notice/017128-2024?origin=SearchResults&p=1
- https://www.find-tender.service.gov.uk/Notice/034859-2024?origin=SearchResults&p=1155
Total value (estimated)
- £140,000,000 excluding VAT
- £140,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 13 November 2026 to 12 November 2030
- Possible extension to 12 November 2033
- 7 years
Description of possible extension:
The 3-year extension will be broken down into three separate extension options of +1, +1, and +1.
Main procurement category
Services
CPV classifications
- 75112000 - Administrative services for business operations
- 72000000 - IT services: consulting, software development, Internet and support
- 75000000 - Administration, defence and social security services
- 75100000 - Administration services
- 75110000 - General public services
- 75120000 - Administrative services of agencies
- 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
- 79500000 - Office-support services
- 79560000 - Filing services
- 79900000 - Miscellaneous business and business-related services
Submission
Publication date of tender notice (estimated)
25 June 2025
Submission type
Requests to participate
Deadline for requests to participate
25 July 2025, 11:59pm
Languages that may be used for submission
English
Award decision date (estimated)
16 October 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Weighted Value for Money Index | The Quality weighting includes 10% for Social Value |
Quality | 60% |
| Weighted Value for Money Index | The cost will be evaluated in combination with quality using the Weighted Value for Money Index (WVFMI). The financial pricing model submitted during the ITT stage by Bidders will inform the cost that... |
Cost | 40% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
- Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
There will be five stages for the Competitive Flexible Procedure:
1. Conditions of Participation - Bidders will be asked to complete the Procurement Specific Questionnaire, used to qualify suitable Bidders for the later stages of the procurement through assessment of basic financial, legal, and organisational standards.
2. Dialogue - Bidders who successfully pass the Conditions of Participation stage will be invited to 1-2-1 dialogue sessions with the Authority focussed on ensuring a common understanding of requirements before the ITT stage.
3. Invitation To Tender (ITT) - Following the Dialogue stage, Bidders will be invited to formally respond to both a quality questionnaire and financial pricing model, allowing the Authority to assess technical and commercial elements of bids. Bidders will be down selected at this point ahead of the next stage.
4. Negotiation - Down selected Bidders will be invited to 1-2-1 negotiation sessions with the Authority focussed on pre-selected elements of bids.
5. Best and Final Offer (BAFO) - Following the Negotiation stage, Bidders will be invited to submit a BAFO. Following this stage, the winning Bidder will be awarded.
The information provided here is for transparency and based on latest available information but may be subject to changes at the time of publishing.
Contracting authority
Home Office
- Public Procurement Organisation Number: PWGC-6513-PQLZ
2 Marsham Street
London
SW1P 4DF
United Kingdom
Region: UKI32 - Westminster
Organisation type: Public authority - central government