Parliament UK Scanning Contract

Parliament UK Scanning Contract

Strategic Estates require the services of a Scanning Contractor  to digitise their library of O&M Manuals, Health and safety files.

Contract summary


Construction and Real Estate, Printing and Publishing

Location of contract


Value of contract


Published date

08 September 2017

Closing date

29 September 2017

Contract start date

30 October 2017

Contract end date

29 April 2018



Ahead of an office move, Strategic Estates (SE) require the services of a Scanning Contractor (The “Supplier”) to digitise their library of O&M Manuals, Health and safety files and other building related reports. These then need to be input into SE’s Common Data Environment (CDE).
The documents comprise a range of paper formats including loose drawings, plans & sketches (to be referred to hereafter as “drawings”), small wire or plastic bound reports, large single volume (and multi volume) lever arch files with a mix of A4 text, A3 text and drawings up to A0. There are also some albums of photographs.
There are currently estimated to be 124 metres of files altogether, including approximately 1,488 volumes and reports (based on @12 files per shelf on average, allowing for the varying lengths of the shelves).
For the purposes of this tender, Strategic Estates have estimated percentages of the 124 metres into individual paper formats as listed in the Pricing Schedule in Annex B.
The library documents themselves date back to approximately 1970 and are all in reasonable condition with very little damage. Two files have been cleaned and treated for mould, and although safe to be handled, there is residual staining of the pages.
After the documents have been scanned, they are be archived in accordance with section 3.12 and Annex G.
The supplier is to be aware that additional work may be added to the contract as the contract progresses, and will be priced in accordance with the contract rates.


About the buyer

Contact name

Parliamentary Procurement & Commercial Service


7 Millbank
United Kingdom





Other information


Additional information on how to apply for this contract

The ITT documentation will be accessible at the Houses of Parliament’s e-procurement portal: Tender submissions must be uploaded to the e-procurement portal; electronic responses submitted via e-mail are not acceptable. To access these documents select the tender reference GSV1632 in the ‘current tenders’ list, click on the ‘view tender details’ and express interest by clicking on the button provided. You will need to register your company details, thereafter you will be issued with a username and password. If you have previously registered with In-Tend, please follow the link shown which will redirect you to the home page where you can log on using your existing username and password to collect the tender documents. If you have registered and forgotten your username and password, click on the ‘forgotten password’ link on the In-Tend homepage. Please keep this username and password secure and do not pass it to any third parties. If you are experiencing problems, please contact the PPCS Business Support team via email: or call +44 (0)207 219 1600 for further assistance. You are advised to allow sufficient time when responding to this ITT, and for the full uploading of documents, prior to the closing date of 12.00 noon UK time on Friday 29th of September 2017. Late tenders will not be accepted. If you are uploading multiple documents you will have to individually load one document at a time or you can opt to zip all the documents in an application such as WinZip or WinRAR.

Is a Recurrent Procurement Type? : No


How to apply

Please apply directly to the buyer using the contact details provided.