Contract notice
Section I: Contracting
authority
I.1) Name and addresses
HMRC
Barkley House, Castle Meadow Road
Nottingham
NG2 1BA
UK
Contact person: Tom Atkins
Telephone: +44 7469023302
E-mail: thomas.atkins@hmrc.gsi.gov.uk
NUTS: UK
Internet address(es)
Main address: www.hmrc.gsi.gov.uk
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
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: Direct and Indirect Tax
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
HMRC Scanning Services
II.1.2) Main CPV code
79999100
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:
18 000 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
72212311
72512000
II.2.3) Place of performance
NUTS code:
UK
Main site or place of performance:
United Kingdom
II.2.4) Description of the procurement
HMRC is looking to procure an outsourced digital mail room and scanning service. The procurement will consolidate HMRC’s scanning requirements under 1 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 and 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: Supplier Solution
/ Weighting: 20
Quality criterion: Transition
/ Weighting: 10
Quality criterion: Continuity of Service
/ Weighting: 10
Quality criterion: Innovation
/ Weighting: 10
Quality criterion: Relationship
/ Weighting: 10
Quality criterion: Exit Management
/ Weighting: 5
Cost criterion: Total Cost of Ownership
/ Weighting: 35
II.2.6) Estimated value
Value excluding VAT:
18 000 000.00
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
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
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
II.2.14) Additional information
Suppliers should be mindful of HMRC’s Digital Strategy and its associated objectives.
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
- Accelerated procedure
Justification:
Open procedure with Prior Information Notice allowing for reduced timescale.
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
No
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
21/09/2018
Local time: 15:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.7) Conditions for opening of tenders
Date:
24/09/2018
Local time: 09:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
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 10:00 am — 12:00 pm on the 29.5.2016, 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
GO Reference: GO-201893-PRO-13127450
VI.4) Procedures for review
VI.5) Date of dispatch of this notice
03/09/2018