HMRC: 16-SCR-1337-HMRC Print & Scan-PIN

UK-Manchester: Printing and related services.


Preliminary Questions
   This notice is for prior information only: Yes
   This notice aims at reducing time-limits for receipt of tenders: No
   This notice is a call for competition: No
         
Section I: Contracting Authority

I.1) Name and addresses:
       HM Revenue & Customs
       5th Floor West, Ralli Quays, 3 Stanley Street, Salford, Manchester, M60 9LA, United Kingdom
       Tel. +44 07469023302, Email: thomas.atkins@hmrc.gsi.gov.uk
       Contact: Thomas Atkins
       Main Address: https://www.gov.uk/government/organisations/hm-revenue-customs
       NUTS Code: UK
      Specifications and additional documents: As Above
I.2) Joint procurement:
   The contract involves joint procurement: No.
   The contract is awarded by a central purchasing body: No .

I.3) Communication          
   Further information can be obtained from: the above mentioned 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:    
   Other activity: Direct and Indirect Tax

Section II: Object
      
II.1) Scope of the procurement - 1
   II.1.1) Title: 16-SCR-1337-HMRC Print & Scan-PIN    
          Reference number:
   II.1.2) Common Procurement Vocabulary:       
      79800000 - Printing and related services.
   II.1.3) Type of contract: SERVICES
   II.1.4) Short description:    
      HMRC’s objectives are to maximise revenues, improve customer experience and reduce costs in a sustainable way. Our strategy is based on understanding our customers, so we can deliver services tailored to their needs and positively influence their behaviour. HMRC’s digital strategy will help us meet our objectives and specifically states: “The drive to Digital by Default will significantly reduce both the volume of paper produced and sent to customers by mail and the amount coming in to HMRC. HMRC currently issues in the region of 220 million letters (c. 450 million A4 images) to customers each year and receives some 11 million letters for processing.
HMRC is looking to procure a set of services that will allow us to continue to send and receive paper output but that also enables us to move towards full multi-channel communication, ultimately reducing the volume of paper that we, as an organisation, has to handle.          
   II.1.5) Estimated total value:       
      Value excluding VAT (give figures only) : 175,000,000 - GBP
   II.1.6) Information about lots:
      This contract is divided into lots: Yes          
      Maximum number of lots that may be awarded to one tenderer: Not Provided       
      The contracting authority reserves the right to award contracts combining the following lots or groups of lots: Not Provided

II.2) Lot Description : 1    
   II.2.1) Title: Document Design, Composition and Control
         Lot Number: 1          
   II.2.2) Additional CPV code(s):       
      30123000 - Office and business machines.          
      72212311 - Document management software development services.          
      72512000 - Document management services.          
      30121100 - Photocopiers.          
      50313200 - Photocopier maintenance services.          
      92512000 - Archive services.          
      79820000 - Services related to printing.          
      79821000 - Print finishing services.          
      48311100 - Document management system.          
      64216200 - Electronic information services.          
      79810000 - Printing services.          
      79995100 - Archiving services.          
      72212780 - System, storage and content management software development services.          
      30121200 - Photocopying equipment.          
      79811000 - Digital printing services.          
      50313100 - Photocopier repair services.          
      79521000 - Photocopying services.          
      50310000 - Maintenance and repair of office machinery.          
      30125000 - Parts and accessories of photocopying apparatus.          
      79999100 - Scanning services.          
      30192400 - Reprographic supplies.          
      48613000 - Electronic data management (EDM).          
      79131000 - Documentation services.          
      30121300 - Reproduction equipment.          
      50313000 - Maintenance and repair of reprographic machinery.          
      30100000 - Office machinery, equipment and supplies except computers, printers and furniture.       
   II.2.3) Place of performance:       
      Region Codes:               
         UK - UNITED KINGDOM    
   II.2.4) Description of the procurement:       
      HMRC currently owns the design of documents in-house within its Digital Services team and has a desire to take ownership of all composition activity (composition for bulk printing is currently performed by a third party supplier) and channel control services. The solution will need to allow us to streamline the processes, so that form / letter creation and change is materially quicker and cheaper, and allows us to create outputs capable of delivery to customers through the channel of HMRC’s choice based on customer preferences. This includes, where required, print-ready files to send to production. HMRC already has a long term strategy for managing customer preferences, but would also be interested in looking at options for the short to medium term within the market for a solution to store customer preferences and integrate this to its systems in order to direct communications accordingly.    
   II.2.14) Additional information          
      Due to the digitisation programme in HMRC, the volumes of physical paper both produced and received will reduce significantly (up to approximately 75%) through the life time of this parliament ( ie 2020)
The key objectives from the upcoming procurement exercise are to:
a)Ensure continuity of high quality print and scan services through the transition to the new suppliers and through HMRC’s digital transformation journey and the reduction in paper input and output.
b)Optimise the end-to-end document creation and change processes
c)Support the control, storage and management by HMRC of the channel preferences for communication with customers;
d)Ensure value for money / cost effectiveness against declining paper volumes
e)Provide digital image capture including key information to identify who the customer is (such as a national insurance number or the self-assessment unique tax payer reference) and what their correspondence is about (e.g. whether it is a form or a letter requesting a refund); securely store the digital copy of the customer correspondence in a digital library enabling HMRC staff to retrieve a digital image of the correspondence and create electronic workflow based on the type of digital correspondence so we can flexibly deploy work anywhere across our network of offices for processing;
f)Adopt industry best practice and standards in document handling for both physical and digital media;
g)Avoid any duplication of tasks in form design and composition activities; and
h)Deliver a solution that integrates easily and effectively with HMRC’s systems.

Suppliers will need to demonstrate they will be able to process the volumes of work set out in this PIN and meet the minimum standards of security required by HMRC as set out in the HMG Security Policy Framework and Cyber Essentials scheme along with compliance with the Data Protection Act 1998, all accessible via www.gov.uk
Suppliers are advised that certain services delivered under existing contracts are performed by supplier staff and are subject to TUPE regulations.    

II.2) Lot Description : 2    
   II.2.1) Title: Central Print Services (Output 1)
         Lot Number: 2          
   II.2.2) Additional CPV code(s):       
      30123000 - Office and business machines.          
      72212311 - Document management software development services.          
      72512000 - Document management services.          
      30121100 - Photocopiers.          
      50313200 - Photocopier maintenance services.          
      92512000 - Archive services.          
      79820000 - Services related to printing.          
      79821000 - Print finishing services.          
      48311100 - Document management system.          
      64216200 - Electronic information services.          
      79810000 - Printing services.          
      79995100 - Archiving services.          
      72212780 - System, storage and content management software development services.          
      30121200 - Photocopying equipment.          
      79811000 - Digital printing services.          
      50313100 - Photocopier repair services.          
      79521000 - Photocopying services.          
      50310000 - Maintenance and repair of office machinery.          
      30125000 - Parts and accessories of photocopying apparatus.          
      79999100 - Scanning services.          
      30192400 - Reprographic supplies.          
      48613000 - Electronic data management (EDM).          
      79131000 - Documentation services.          
      30121300 - Reproduction equipment.          
      50313000 - Maintenance and repair of reprographic machinery.          
      30100000 - Office machinery, equipment and supplies except computers, printers and furniture.       
   II.2.3) Place of performance:       
      Region Codes:               
         UK - UNITED KINGDOM    
   II.2.4) Description of the procurement:       
      This is the default service for c39k users who create outputs on their desktops and moves the printing from their local office printers to a centralised print and despatch facility and generates in the region of 13 million letters per year (39m images) including enclosure of mail and sorting for presentation in general to Down Stream Access mail distribution. The current third party contract for Central Print expires in December 2016.

For all output services, HMRC requires the utilisation of the lowest cost postal services available for all qualifying mail.    
   II.2.14) Additional information          
      Due to the digitisation programme in HMRC, the volumes of physical paper both produced and received will reduce significantly (up to approximately 75%) through the life time of this parliament ( ie 2020)
The key objectives from the upcoming procurement exercise are to:
a)Ensure continuity of high quality print and scan services through the transition to the new suppliers and through HMRC’s digital transformation journey and the reduction in paper input and output.
b)Optimise the end-to-end document creation and change processes
c)Support the control, storage and management by HMRC of the channel preferences for communication with customers;
d)Ensure value for money / cost effectiveness against declining paper volumes
e)Provide digital image capture including key information to identify who the customer is (such as a national insurance number or the self-assessment unique tax payer reference) and what their correspondence is about (e.g. whether it is a form or a letter requesting a refund); securely store the digital copy of the customer correspondence in a digital library enabling HMRC staff to retrieve a digital image of the correspondence and create electronic workflow based on the type of digital correspondence so we can flexibly deploy work anywhere across our network of offices for processing;
f)Adopt industry best practice and standards in document handling for both physical and digital media;
g)Avoid any duplication of tasks in form design and composition activities; and
h)Deliver a solution that integrates easily and effectively with HMRC’s systems.

Suppliers will need to demonstrate they will be able to process the volumes of work set out in this PIN and meet the minimum standards of security required by HMRC as set out in the HMG Security Policy Framework and Cyber Essentials scheme along with compliance with the Data Protection Act 1998, all accessible via www.gov.uk
Suppliers are advised that certain services delivered under existing contracts are performed by supplier staff and are subject to TUPE regulations.    

II.2) Lot Description : 3    
   II.2.1) Title: Bulk Print Services (Output 2)
         Lot Number: 3          
   II.2.2) Additional CPV code(s):       
      30123000 - Office and business machines.          
      72212311 - Document management software development services.          
      72512000 - Document management services.          
      30121100 - Photocopiers.          
      50313200 - Photocopier maintenance services.          
      92512000 - Archive services.          
      79820000 - Services related to printing.          
      79821000 - Print finishing services.          
      48311100 - Document management system.          
      64216200 - Electronic information services.          
      79810000 - Printing services.          
      79995100 - Archiving services.          
      72212780 - System, storage and content management software development services.          
      30121200 - Photocopying equipment.          
      79811000 - Digital printing services.          
      50313100 - Photocopier repair services.          
      79521000 - Photocopying services.          
      50310000 - Maintenance and repair of office machinery.          
      30125000 - Parts and accessories of photocopying apparatus.          
      79999100 - Scanning services.          
      30192400 - Reprographic supplies.          
      48613000 - Electronic data management (EDM).          
      79131000 - Documentation services.          
      30121300 - Reproduction equipment.          
      50313000 - Maintenance and repair of reprographic machinery.          
      30100000 - Office machinery, equipment and supplies except computers, printers and furniture.       
   II.2.3) Place of performance:       
      Region Codes:               
         UK - UNITED KINGDOM    
   II.2.4) Description of the procurement:       
      This is the service for print requirements generated out of a number of back end systems and includes enclosure of mail and sorting for presentation to Down Stream Access mail distribution. The current third party contract for Bulk Print expires in June 2017.

For all output services, HMRC requires the utilisation of the lowest cost postal services available for all qualifying mail.    
   II.2.14) Additional information          
      Due to the digitisation programme in HMRC, the volumes of physical paper both produced and received will reduce significantly (up to approximately 75%) through the life time of this parliament ( ie 2020)
The key objectives from the upcoming procurement exercise are to:
a)Ensure continuity of high quality print and scan services through the transition to the new suppliers and through HMRC’s digital transformation journey and the reduction in paper input and output.
b)Optimise the end-to-end document creation and change processes
c)Support the control, storage and management by HMRC of the channel preferences for communication with customers;
d)Ensure value for money / cost effectiveness against declining paper volumes
e)Provide digital image capture including key information to identify who the customer is (such as a national insurance number or the self-assessment unique tax payer reference) and what their correspondence is about (e.g. whether it is a form or a letter requesting a refund); securely store the digital copy of the customer correspondence in a digital library enabling HMRC staff to retrieve a digital image of the correspondence and create electronic workflow based on the type of digital correspondence so we can flexibly deploy work anywhere across our network of offices for processing;
f)Adopt industry best practice and standards in document handling for both physical and digital media;
g)Avoid any duplication of tasks in form design and composition activities; and
h)Deliver a solution that integrates easily and effectively with HMRC’s systems.

Suppliers will need to demonstrate they will be able to process the volumes of work set out in this PIN and meet the minimum standards of security required by HMRC as set out in the HMG Security Policy Framework and Cyber Essentials scheme along with compliance with the Data Protection Act 1998, all accessible via www.gov.uk
Suppliers are advised that certain services delivered under existing contracts are performed by supplier staff and are subject to TUPE regulations.    

II.2) Lot Description : 4    
   II.2.1) Title: Email Delivery Service (Output 3)
         Lot Number: 4          
   II.2.2) Additional CPV code(s):       
      30123000 - Office and business machines.          
      72212311 - Document management software development services.          
      72512000 - Document management services.          
      30121100 - Photocopiers.          
      50313200 - Photocopier maintenance services.          
      92512000 - Archive services.          
      79820000 - Services related to printing.          
      79821000 - Print finishing services.          
      48311100 - Document management system.          
      64216200 - Electronic information services.          
      79810000 - Printing services.          
      79995100 - Archiving services.          
      72212780 - System, storage and content management software development services.          
      30121200 - Photocopying equipment.          
      79811000 - Digital printing services.          
      50313100 - Photocopier repair services.          
      79521000 - Photocopying services.          
      50310000 - Maintenance and repair of office machinery.          
      30125000 - Parts and accessories of photocopying apparatus.          
      79999100 - Scanning services.          
      30192400 - Reprographic supplies.          
      48613000 - Electronic data management (EDM).          
      79131000 - Documentation services.          
      30121300 - Reproduction equipment.          
      50313000 - Maintenance and repair of reprographic machinery.          
      30100000 - Office machinery, equipment and supplies except computers, printers and furniture.       
   II.2.3) Place of performance:       
      Region Codes:               
         UK - UNITED KINGDOM    
   II.2.4) Description of the procurement:       
      This service is required for the delivery of communications to customers via email. Whilst the importance of email communications is expected to grow, the volumes are as yet uncertain. Therefore we seek a generic understanding of the options for handling outbound e-mail and the scalability of such solutions. Further, the solution will be required to support the avoidance of emails being identified as spam, the management of bounce-backs and automation of handling to deliver a printed version of the form where this occurs.

For all output services, HMRC requires the utilisation of the lowest cost postal services available for all qualifying mail.    
   II.2.14) Additional information          
      Due to the digitisation programme in HMRC, the volumes of physical paper both produced and received will reduce significantly (up to approximately 75%) through the life time of this parliament ( ie 2020)
The key objectives from the upcoming procurement exercise are to:
a)Ensure continuity of high quality print and scan services through the transition to the new suppliers and through HMRC’s digital transformation journey and the reduction in paper input and output.
b)Optimise the end-to-end document creation and change processes
c)Support the control, storage and management by HMRC of the channel preferences for communication with customers;
d)Ensure value for money / cost effectiveness against declining paper volumes
e)Provide digital image capture including key information to identify who the customer is (such as a national insurance number or the self-assessment unique tax payer reference) and what their correspondence is about (e.g. whether it is a form or a letter requesting a refund); securely store the digital copy of the customer correspondence in a digital library enabling HMRC staff to retrieve a digital image of the correspondence and create electronic workflow based on the type of digital correspondence so we can flexibly deploy work anywhere across our network of offices for processing;
f)Adopt industry best practice and standards in document handling for both physical and digital media;
g)Avoid any duplication of tasks in form design and composition activities; and
h)Deliver a solution that integrates easily and effectively with HMRC’s systems.

Suppliers will need to demonstrate they will be able to process the volumes of work set out in this PIN and meet the minimum standards of security required by HMRC as set out in the HMG Security Policy Framework and Cyber Essentials scheme along with compliance with the Data Protection Act 1998, all accessible via www.gov.uk
Suppliers are advised that certain services delivered under existing contracts are performed by supplier staff and are subject to TUPE regulations.    

II.2) Lot Description : 5    
   II.2.1) Title: Image Capture (Input)
         Lot Number: 5          
   II.2.2) Additional CPV code(s):       
      30123000 - Office and business machines.          
      72212311 - Document management software development services.          
      72512000 - Document management services.          
      30121100 - Photocopiers.          
      50313200 - Photocopier maintenance services.          
      92512000 - Archive services.          
      79820000 - Services related to printing.          
      79821000 - Print finishing services.          
      48311100 - Document management system.          
      64216200 - Electronic information services.          
      79810000 - Printing services.          
      79995100 - Archiving services.          
      72212780 - System, storage and content management software development services.          
      30121200 - Photocopying equipment.          
      79811000 - Digital printing services.          
      50313100 - Photocopier repair services.          
      79521000 - Photocopying services.          
      50310000 - Maintenance and repair of office machinery.          
      30125000 - Parts and accessories of photocopying apparatus.          
      79999100 - Scanning services.          
      30192400 - Reprographic supplies.          
      48613000 - Electronic data management (EDM).          
      79131000 - Documentation services.          
      30121300 - Reproduction equipment.          
      50313000 - Maintenance and repair of reprographic machinery.          
      30100000 - Office machinery, equipment and supplies except computers, printers and furniture.       
   II.2.3) Place of performance:       
      Region Codes:               
         UK - UNITED KINGDOM    
   II.2.4) Description of the procurement:       
      This is the service for handling incoming mail including the opening of envelopes (mailroom services); batch control and preparation for scanning; image capture, data validation through OCR / ICR techniques, indexing and returning the data file to HMRC into a workflow system. Subsequent storage of paper copies will be required for a limited time before destruction by HMRC’s third party provider. Paper to be scanned includes both structured forms (i.e. with boxes filled in) and unstructured material (white mail). HMRC currently processes in the region of 80 million images per year.
There are 2 third party contracts for Input services both due to expire in June 2017    
   II.2.14) Additional information          
      Due to the digitisation programme in HMRC, the volumes of physical paper both produced and received will reduce significantly (up to approximately 75%) through the life time of this parliament ( ie 2020)
The key objectives from the upcoming procurement exercise are to:
a)Ensure continuity of high quality print and scan services through the transition to the new suppliers and through HMRC’s digital transformation journey and the reduction in paper input and output.
b)Optimise the end-to-end document creation and change processes
c)Support the control, storage and management by HMRC of the channel preferences for communication with customers;
d)Ensure value for money / cost effectiveness against declining paper volumes
e)Provide digital image capture including key information to identify who the customer is (such as a national insurance number or the self-assessment unique tax payer reference) and what their correspondence is about (e.g. whether it is a form or a letter requesting a refund); securely store the digital copy of the customer correspondence in a digital library enabling HMRC staff to retrieve a digital image of the correspondence and create electronic workflow based on the type of digital correspondence so we can flexibly deploy work anywhere across our network of offices for processing;
f)Adopt industry best practice and standards in document handling for both physical and digital media;
g)Avoid any duplication of tasks in form design and composition activities; and
h)Deliver a solution that integrates easily and effectively with HMRC’s systems.

Suppliers will need to demonstrate they will be able to process the volumes of work set out in this PIN and meet the minimum standards of security required by HMRC as set out in the HMG Security Policy Framework and Cyber Essentials scheme along with compliance with the Data Protection Act 1998, all accessible via www.gov.uk
Suppliers are advised that certain services delivered under existing contracts are performed by supplier staff and are subject to TUPE regulations.    

II.3) Estimated Date of publication
         29/06/2016
      
      
Section IV: Procedure   

IV.1) Description       
   IV.1.8) Information about Government Procurement Agreement (GPA )
         The contract is covered by the Government Procurement Agreement (GPA) - NO

Section VI: Complementary Information    
VI.3) Additional Information:       
   A Supplier Day will be held May 2016 (details yet to be confirmed) at which HMRC will share with the supplier community its thinking around the proposed to-be architecture. Subsequently suppliers will have the opportunity to attend one-to-one sessions that will be held between May and June 2016 (details yet to be confirmed) with the HMRC Digital team Suppliers must register their interest in attending the Supplier Day and/or one-to-one sessions through HMRC’s SAP Ariba Portal. Registration must be completed by (28/04/2016) and HMRC will communicate the precise details of the Supplier Day and one-to-one sessions through the Portal.

The Awarding Authority (HMRC) use an HMRC instance of SAP Ariba Sourcing Pro (hereafter referred to as HMRC’s instance of SAP Ariba) to facilitate the procurement process and this must be used by economic operators to register for the supplier day or express an interest and/or bid for the opportunity described in this Contract Notice. (Further information about HMRC’s instance of SAP Ariba, a Suppliers Guide and general information about supplying to HMRC is available on the HMRC website: www.hmrc.gov.uk/about/supplying.htm)

Economic operators who have used HMRC’s instance of SAP Ariba previously you will be registered as part of the HMRC Ariba Supplier Network and you should access the system to obtain your organisation’s account ID number. Contact details on the system should be checked and, where necessary, additional users added to help avoid multiple registrations for the same organisation. Previously registered users having difficulty recovering their account ID number or identifying users within their organisation should email for assistance sapariba.hmrcsupport@hmrc.gsi.gov.uk

Economic operators using HMRC’s instance of SAP Ariba for the first time, including suppliers who are already registered on the wider SAP Ariba supplier network, will need to register at http://hmrc.supplier-eu.ariba.com/ad/register/SSOActions?type=full. (You must ensure that you are directed to the registration page for HMRC’s instance of SAP Ariba, identified with the HMRC logo at the top of the page, and to do this you may need to cut and paste the web address directly into your web browser)
As part of the registration process you will receive a system generated email asking you to activate your SAP Ariba supplier account by verifying your email address. Once you have completed the activation process you will receive a further email by return confirming the ‘registration process is now complete’ and providing you with ‘your organisation’s account ID’ number.
If an email response from HMRC is not received within one working day of your request, please re-contact sapariba.hmrcsupport@hmrc.gsi.gov.uk (after first checking your spam in-box) notifying non-receipt and confirming when your registration request was first made.
Once you have obtained ‘your organization’s account ID’ number, please email e.procurement@hmrc.gsi.gov.uk with the following information as confirmation that you wish to express an interest and/or bid for the opportunity described in this Contract Notice.
The contract reference shown in Section IV.3.1 of this Contract Notice

Your organization’s HMRC SAP Ariba account ID: AN
Your organisation’s name:
Your name:
Your email address:
Your telephone number:

Economic operators who have complied with the foregoing will receive an e-mail confirming access the online questionnaires. If access is not provided to the online questionnaires within one working day, please contact e.procurement@hmrc.gsi.gov.uk (after first checking your spam in-box) notifying non-receipt and confirming when your request for access to the online questionnaires was first made.

Expressions of interest not submitted in the required form (or containing the requested information) may be rejected. (When requesting access to the online questionnaires, please notify HMRC if you have any accessibility issues (disabilities) which may prevent you from providing a high quality response using the online format. This will then allow HMRC to agree with you an appropriate format for you to view and respond to the requirements). All communications shall be in English. Tenders, when invited, and all supporting documentation must be priced in Sterling and all payments under the contract will be in Sterling. Any contract or agreement resulting from the Invitation to Tender will be considered as a contract made in England according to English Law and subject to the exclusive jurisdiction of the English courts. HMRC does not bind itself to accept any tender and reserves the right to accept any part of the tender unless the tenderer expressly stipulates to the contrary.
The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=196812896
GO-2016420-PRO-8093115 TKR-2016420-PRO-8093114        

VI.5) Date Of Dispatch Of This Notice: 20/04/2016