CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)

I.2)

Type of contracting Authority and Main Activity or Activities

Ministry or any other national or federal authority, including their regional or local sub-divisions National or federal agency/Office Regional or local Authority Regional or local Agency/Office Body governed by public law European Institution/Agency or International Organisation

General public services Defence Public order and safety Environment Economic and financial affairs Health Housing and community amenities Social protection Recreation, culture and religion Education

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

II.1.2)

Main site or location of works, place of delivery or performance

On supplier premises.

II.1.3)

This notice involves

A public contract
The setting up of a Dynamic Purchasing System
The establishment of a framework agreement

II.1.4)

Information on framework agreement (if applicable)

Framework agreement with a single operators
Framework agreement with several operators

Number of participants to the framework agreement envisaged

Duration of the framework agreement

Justification for a framework agreement the duration of which exceeds four years

Estimated total value of purchases for the entire duration of the framework agreement

Frequency and value of the contracts to be awarded

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 at http://www.myTenders.org/Search/Search_Switch.aspx?ID=159329

II.1.6)

Common Procurement Vocabulary (CPV)

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

II.1.8)

Division into lots

II.1.9)

Will variants be accepted

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

II.2.2)

Options

Provisional timetable for recourse to these options

Number of possible renewals

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts

II.3)

Duration of the contract or limit for completion

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 Terms of financing and payment and/or reference to the relevant provisions

III.1.3)

Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

III.1.4)

Other particular conditions to which the performance of the contract is subject

III.2)

Conditions for Participation

III.2.1)

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

Please see Part 1 to Document 4 of the Invitation to Tender.

III.2.2)

Economic and financial capacity

III.2.3)

Technical capacity

III.2.4)

Reserved contracts

The contract is restricted to sheltered workshops
The execution of the contract is restricted to the framework of sheltered employment programmes

Section IV: Procedure

IV.1)

Type of Procedure

Open		Restricted
Accelerated restricted		Negotiated
Accelerated negotiated		Competitive dialogue

Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.2)

Award Criteria

IV.2.2)

An electronic auction will be used

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

IV.3.2)

Previous publication(s) concerning the same contract

Prior Information Notice
Notice on a Buyer Profile

Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

IV.3.4)

Time-limit for receipt of tenders or requests to participate

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)

Language or languages in which tenders or requests to participate can be drawn up

IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

IV.3.8)

Conditions for opening tenders

Section VI: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published

VI.2)

Does the contract relate to a Project/Programme financed by Community 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

Body responsible for mediation procedures

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)

Dispatch date of this Notice