DWP Document and Data Management Service

DWP Document and Data Management Service

Future secure mail opening, document scanning, indexing, valuables handling.

United Kingdom-Warrington: Document management services

2017/S 014-021611

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Department for Work and Pensions
Birchwood Park
United Kingdom
Contact person: The team will manage the procurement through our eProcurement Solution. All interested parties should register at https://dwp.bravosolution.co.uk, see further details below within requests to participate.
E-mail: ddms.procurement@DWP.GSI.GOV.Uk
NUTS code: UK
I.2)Joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:https://dwp.bravosolution.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://dwp.bravosolution.co.uk
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5)Main activity

Social protection

Section II: Object

II.1)Scope of the procurement


DWP Document and Data Management Service.

Reference number: DWP101976

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

The Contracting Authority, the Department for Work and Pensions (DWP), is inviting tenders for its future secure mail opening, document scanning, indexing, valuables handling and multi format inbound channel service to meet its business requirements.

II.1.5)Estimated total value

Value excluding VAT: 80 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

DWP is looking for the provision of a future secure mail opening, document scanning and indexing, valuables handling and multi format inbound channel service to meet its business requirements. The service would process up to circa 100k DWP mail items per day. DWP will be looking for a service which will have the capacity and capability to interface with multiple systems to deliver a solution for their complex and diverse organisation.

As part of the delivery of its 2020 Vision, DWP is committed to delivering innovative, cost effective services to its customers, whilst developing excellent supplier and stakeholder relationships.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

The contract will have an option to extend for 2 x 12 month periods, up to a maximum of 24 months upon written agreement of both parties.

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

DWP is conducting this procurement exercise utilising an e-procurement portal as identified in this Contract Notice. The ITT reference number within the Bravo Solutions web portal is itt_20920.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

Potential suppliers should ensure they have read and understood all aspects of the tender documents relating to suitability to pursue the activity.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Potential Suppliers should ensure they can meet the selection criteria as stated in the procurement documents. The ITT makes reference to ‘principle contracts’, for the purpose of this procurement this is defined as any contract where a Potential Supplier has taken a lead role in the delivery of the Contract and the subject matter can be clearly linked to the subject matter of this contract.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

IV.1.6)Information about electronic auction

An electronic auction will be used
Additional information about electronic auction:

The buyer reserves the right to utilise an e-auction as part of this procurement. If utilised, all Potential Suppliers that meet the minimum requirements of the qualification, technical and commercial envelopes will be invited to participate in the e-auction.

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2016/S 124-222504

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 28/02/2017
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 28/02/2017
Local time: 13:00

To be opened electronically utilising the electronic portal.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

The invoicing procedure is detailed within Schedule 2 of the Contract Terms and Conditions.

VI.4)Procedures for review

VI.4.1)Review body

Department for Work and Pensions
301 Bridgewater Place
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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