Land Registry Scanning Services Tender

Land Registry Scanning Services Tender

The preparation and scanning of incoming applications received by post and/or courier; the receipt of electronically lodged applications; the extraction and capture of accurate data.

United Kingdom-Croydon: Scanning services

2015/S 147-271302

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Land Registry (non Ministerial Government Department)
Trafalgar House, 1 Bedford Park
For the attention of: Chief Procurement Officer
CR0 2AQ Croydon
UNITED KINGDOM
Telephone: +44 3000064173
E-mail: scanningandelectronicservices@landregistry.gsi.gov.uk

Internet address(es):

General address of the contracting authority: https://www.gov.uk/government/organisations/land-registry

Electronic access to information: https://www.gov.uk/contracts-finder

Electronic submission of tenders and requests to participate: https://www.gov.uk/contracts-finder

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

National or federal agency/office

I.3)Main activity

General public services

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Scanning, Processing and Electronic Data Services.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: On supplier premises.

NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Scanning, Processing and Electronic Data Services: The preparation and scanning of incoming applications received by post and/or courier; the receipt of electronically lodged applications; the extraction and capture of accurate data; the supply of high quality digital images within specified timescales (typically on a same-day basis); the application of basic Land Registry processes to documents received; the storage, retrieval and subsequent destruction of hard copy documents; posting of hard-copy documents; and the banking of cheques received. Documents received will include personal documentation, legal documentation and documents in non-standard formats and sizes. The requirement may include additional services including basic processing on applications and letter printing. For indicative purposes it is anticipated that this service will receive 5 000-6 000 mail items per day, resulting in a requirement for 65 000-100 000 scanned images per day.
The Authority expects that during the term of the services contracts certain elements of the arrangements may be modified. Any such modification(s) (each a ‘Modification’) shall be strictly in accordance with Regulation 72 of the Public Contracts Regulations 2015 (the ‘Regulations’) and shall be effected in accordance with the change procedure set out in the conditions of the services contract(s).
The Authority and the supplier will seek out opportunities to drive out inefficient activities, reduce administration and capture information electronically at the point of its receipt. This will release The Authority’s staff to focus on the higher value registration activities, increasing productivity, reducing administration and thereby increasing overall efficiency. Similarly the Authority will look to drive out variance in processes through the application of Lean techniques, whilst maintaining consistent service levels.
Modifications aimed at increasing efficiency, accuracy of the register, response times and productivity could fall into a number of categories, for example:
(a) enable the delivery of outgoing paper communications (printing and posting);
(b) Use of external capability to conduct administrative processes prior to the records being submitted to Land Registry for processing and/or approval. Examples of such activities could include the manual capture of data from applications and preparation of simple correspondence in connection with the initial submission of an application;
(c) provision of a general platform for orchestration work assignment and handling across incoming and outgoing channels intelligently between the service supplier and LR.
(d) enable a move towards an omni-channel model for inbound communications e.g. use of artificial intelligence (AI), and other emerging technologies to capture richer data from paper and electronically lodged applications which Land Registry can use to prepopulate data fields;
(e) enable a move towards an omni-channel model for outbound communications;
(f) enable the delivery of internet based bidirectional communication methods with customers to further promote customer self-service;
(g) an enhanced backup channel in the unlikely event of a catastrophic outage of Land Registry’s online services;
(h) use of external capability to conduct general administrative support processes.
Please ignore the following note — this is automatic wording that is pulled through on the mytenders publication portal. Bidders are directed to contracts finder website as set out in section I.1 of this notice and the authority’s invitation to tender in order to register an interest and/or obtain further information in relation to this notice.

Note: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site athttp://www.myTenders.org/Search/Search_Switch.aspx?ID=159329

II.1.6)Common procurement vocabulary (CPV)

79999100, 72313000, 79996100, 75112000, 48613000, 72300000, 75130000, 79820000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

10 000 000 to 30 000 000 GBP over the lifetime of the project.
Estimated value excluding VAT:
Range: between 10 000 000 and 30 000 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Starting 1.6.2016. Completion 31.5.2021

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Please see paragraph 27 of Part 2 to Document 1 of the Invitation to Tender.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Please see Part 1 to Document 4 of the Invitation to Tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please see Form D of Part 1 to Document 4 of the Invitation to Tender.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please see Form E of Part 1 to Document 4 of the Invitation to Tender.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2015/S 118-214572 of 20.6.2015

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

IV.3.4)Time limit for receipt of tenders or requests to participate

14.9.2015 – 08:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 4 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

1. Any service contract(s)entered into as a result of this contract notice shall be considered as a contract(s) made under English law and subject to the exclusive jurisdiction of the English courts.
2. The Authority reserves the right not to enter into any agreement or award any contract as a result of this contract notice and to vary or change or not to proceed with this competition at any stage of the procurement process.
3. The Authority shall not be responsible for any costs incurred by any potential bidder responding to this contract notice.
4. If any potential bidder considers that any information supplied by it during this procurement process is commercially sensitive or confidential in nature, this should be highlighted and the reasons for its sensitivity as well as the duration of that sensitivity specified in accordance with the instructions set out in the Invitation to Tender. Potential bidders should be aware that even where they have indicated that the information is commercially sensitive, the Authority may disclose it pursuant to the Freedom of Information Act 2000 in response to a request for information where such disclosure is considered to be in the public interest and/or in accordance with the conditions set out in the Invitation to Tender. Please note that the receipt by the Authority of any materials marked ‘confidential’ or equivalent shall not be taken to mean that the Authority accepts any duty of confidentiality by virtue of that marking.
(MT Ref:159329).
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Tim Leaver, Chief Procurement Officer
Land Registry Procurement Unit, PO Box 292
PL5 9BY Plymouth
UNITED KINGDOM
E-mail: tim.leaver@landregistry.gsi.gov.uk
Telephone: +44 3000064173

Body responsible for mediation procedures

Tim Leaver, Chief Procurement Officer
Land Registry Procurement Unit, PO Box 292
PL5 9BY Plymouth
UNITED KINGDOM
E-mail: tim.leaver@landregistry.gsi.gov.uk
Telephone: +44 3000064173

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with Regulations 86 (Notices of decisions to award a contract or conclude a framework agreement), 87 (Standstill period) and Regulation 91 (Enforcement of duties through the Court of the Public Contracts Regulations 2015.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

28.7.2015

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