HMRC: HMRC Scanning Services

UK-Nottingham: Scanning services.
Section I: Contracting Authority
      I.1) Name and addresses
             HMRC
             Barkley House, Castle Meadow Road, Nottingham, NG2 1BA, United Kingdom
             Tel. +44 07469023302, Email: thomas.atkins@hmrc.gsi.gov.uk
             Contact: Tom Atkins
             Main Address: www.hmrc.gsi.gov.uk
             NUTS Code: UK
      I.2) Joint procurement
      The contract involves joint procurement: No.
      In the case of joint procurement involving different countries, state applicable national procurement law: Not provided       
      The contract is awarded by a central purchasing body: No.
      I.3) Communication
      Access to the procurement documents is restricted. Further information can be obtained at: https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/602155/SAP_Ariba_Sourcing_Professional_Suppliers_Guide
      Additional information can be obtained from: the abovementioned address
      Tenders or requests to participate must be sent to the abovementioned address       
      Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: Not provided
      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:

Section II: Object
II.1) Scope of the procurement
      II.1.1) Title: HMRC Scanning Services       
      Reference Number: Not provided
      II.1.2) Main CPV Code:
      79999100 - Scanning services.

      II.1.3) Type of contract: SERVICES
      II.1.4) Short description: HMRC wishes to digitise as much incoming paper-based mail as possible and consolidate its scanning requirements under one outsourced service contract. Digitising incoming paper is part of HMRC’s Digital Strategy. The service eliminates a significant percentage of the department’s manual handling of paper, reducing the need for resource and storage. Currently HMRC has a service in place that scans structured and non-structured mail for downstream processing by a user, robot or automatic transactional processing. HMRC also has a separate service in place for the provision of evidential scanning to support its litigation work.       
      II.1.5) Estimated total value:
      Value excluding VAT: 18,000,000       
      Currency: GBP
      II.1.6) Information about lots:
      This contract is divided into lots: No       
   
II.2) Description
      
      II.2.2) Additional CPV codes:
      72212311 - Document management software development services.
      72512000 - Document management services.
      
      II.2.3) Place of performance:
      UK UNITED KINGDOM
      
      II.2.4) Description of procurement: HMRC is looking to procure an outsourced digital mail room and scanning service. The procurement will consolidate HMRC’s scanning requirements under one service contract and leverage best value through economies of scale. The current scope of the new service includes but is not limited to:

•Structured and unstructured incoming paper-based mail. To receive, open, sort, log incoming paper-based mail and prepare documents for scanning. This is a core service
•Evidential Scanning - Scanning and storage of evidential documents and material. This is a core service
•Back Scanning - This would replace physical storage of paper records in local offices. This is an optional service.
•Microfiche & Microfilm Digitisation - The scanning and digitising of microfiche, currently held in a climate controlled facility. This is an optional service.
•Archive Scanning. The scanning of paper files currently held in the HMRC estate. This is an optional service.
      II.2.5) Award criteria:
            Criteria below
            Quality criterion - Name: Supplier Solution / Weighting: 20
            Quality criterion - Name: Transition / Weighting: 10
            Quality criterion - Name: Continuity of Service / Weighting: 10
            Quality criterion - Name: Innovation / Weighting: 10
            Quality criterion - Name: Relationship / Weighting: 10
            Quality criterion - Name: Exit Management / Weighting: 5
                        
            Cost criterion - Name: Total Cost of Ownership / Weighting: 35
                              
      II.2.6) Estimated value:
      Value excluding VAT: 18,000,000       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 36       
      This contract is subject to renewal: No       
      Description of renewals: Not provided
      
      II.2.10) Information about variants:
      Variants will be accepted: No
      II.2.11) Information about options:
      Options:       No             
      Description of options: Not provided
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: No
      II.2.13) Information about European Union funds:
      The procurement is related to a project and/or programme financed by European Union funds: No       
      Identification of the project: Not provided             
      II.2.14) Additional information: Suppliers should be mindful of HMRC’s Digital Strategy and its associated objectives.       


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:          
      Not Provided       
      III.1.2) Economic and financial standing       
      List and brief description of selection criteria:       
      Not Provided    
      Minimum level(s) of standards possibly required (if applicable) :       
      Not Provided    
      III.1.3) Technical and professional ability
      List and brief description of selection criteria:       
      Not Provided      
      Minimum level(s) of standards possibly required (if applicable) :          
      Not Provided   
      III.1.5) Information about reserved contracts (if applicable)   
      The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons: No       
      The execution of the contract is restricted to the framework of sheltered employment programmes: No    
      
   III.2) Conditions related to the contract
      III.2.1) Information about a particular profession    
      Reference to the relevant law, regulation or administrative provision:          
      Not Provided    
      III.2.2) Contract performance conditions          
      Not Provided          
      III.2.3) Information about staff responsible for the performance of the contract
      Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract: No

Section IV: Procedure
   IV.1) Description OPEN
      IV.1.1) Type of procedure: Open Acclerated   
      Justification for the choice of accelerated procedure: Open procedure with Prior Information Notice allowing for reduced timescale.   
   IV.1.3) Information about a framework agreement or a dynamic purchasing system    
         The procurement involves the establishment of a framework agreement - NO    
         In the case of framework agreements justification for any duration exceeding 4 years: Not Provided    
   
   
   IV.1.6) Information about electronic auction:
      An electronic auction will be used: No
      Additional information about electronic auction: Not provided
   IV.1.8) Information about the Government Procurement Agreement (GPA)
      The procurement is covered by the Government Procurement Agreement: No       
   IV.2) Administrative information
      IV.2.1) Previous publication concerning this procedure:
         Notice number in the OJ S: Not provided       
      IV.2.2) Time limit for receipt of tenders or requests to participate
       Date: 21/09/2018 Time: 15:00
            
      IV.2.4) Languages in which tenders or requests to participate may be submitted: English,       
      IV.2.6) Minimum time frame during which the tenderer must maintain the tender: Not Provided      
      IV.2.7) Conditions for opening of tenders:
         Date: 24/09/2018
         Time: 09:00
      

Section VI: Complementary Information
   VI.1) Information about recurrence
   This is a recurrent procurement: No    
   Estimated timing for further notices to be published: Not provided
   VI.2) Information about electronic workflows
   Electronic ordering will be used No       
   Electronic invoicing will be accepted No       
   Electronic payment will be used No       
   VI.3) Additional Information: 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.A Supplier Day will be held 10am - 12pm on the 29th May 2016, Abbey House, Telford, TF2 9RG at which HMRC will share with the supplier community its thinking around the proposed to-be service. 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).

In order to register for the supplier day you will need to do so via HMRC's SAP Ariba tool which can be accessed via the link below:

The registration link is: http://hmrc.supplier-eu.ariba.com/ad/register/SSOActions?type=full

If you have any questions about registration please direct them towards the contact given in this notice
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=341337180
   VI.4) Procedures for review
   VI.4.1) Review body:
             Not given
       Not given, United Kingdom
   VI.4.2) Body responsible for mediation procedures:
Not provided
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    Not Provided    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
Not provided
   VI.5) Date Of Dispatch Of This Notice: 03/09/2018

Annex A