II.2.3) Place of performance
Main site or place of performance:
Her Majesty's Land Registry, UK-wide
II.2.4) Description of the procurement
HM Land Registry plan to procure a replacement contract for scanning, processing and data extraction services. The contract period will be for an initial period of 42 months, plus 2 x 12 month extension options, with an indicative value of between GBP 7 000 000 and GBP 10 000 000 across the whole contract period, including extension options. We expect that the scope of the services will cover the following:
• receipt and processing of items of mail addressed to HM Land Registry, which may include opening, re-directing, returning and/or scanning;
• mail items may be of varying size for example letters and packets and are currently delivered by Royal Mail and DX;
• preparation and scanning of HM Land Registry application forms, plans and documents, of varying size, age and quality, which may be coloured or black and white;
• the extraction, capture and electronic submission of accurate data from HM Land Registry paper and scanned images of application forms (electronic data extraction) and documents;
• the electronic submission of high quality digital images within specified service levels;
• temporary storage and secure destruction of hard copy original documents;
• returning through post and/or courier cherished documents and other associated documents;
• processing, validation and banking of cheques and postal orders;
• bulk scanning and digitisation of documents held in HM Land Registry’s archive;
• quality assurance processes average front file scanning daily volumes are as follows:
— mail items received 2 150,
— images scanned 23 000.
• average back file scanning daily volumes are as follows:
— mail items received 1 000,
— images scanned 16 000.
• electronic data extraction daily volumes are as follows:
— documents 13 000,
— images 51 000.
• cheques and postal orders daily volumes are as follows: 355.
Please note that the value provided in section II.1.5) is only an estimate.
This procurement offering does not guarantee any minimum spend and there will be no form of exclusivity or volume guarantee under this contract. This is the first stage of the procurement where suppliers are asked to download and complete the selection questionnaire document. To access the procurement documents for this contract please sign up at https://hmlandregistry.force.com and register for project C0591. If you have already registered for this procurement via the supplier day you do not need to re-register. You should use the same link to submit your selection questionnaire response. The selection questionnaire will be accompanied by the draft tender documents, including the statement of requirements, invitation to negotiate, method statement, pricing schedule and the contract. All communications should be via HM Land Registry's tender portal https://hmlandregistry.force.com and register for project C0591. The deadline for submitting selection questionnaire responses is 12.00 on Wednesday 29 April 2020.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 42
This contract is subject to renewal: Yes
Description of renewals:
There will be 2 x 12 month extensions following the initial 42-month period.
II.2.9) Information about the limits on the number of candidates to be invited
Objective criteria for choosing the limited number of candidates:
Evaluation criteria as set out in the selection questionnaire.
II.2.10) Information about variants
Variants will be accepted:
II.2.11) Information about options
Description of options:
Chapter V of the General Data Protection Regulation (GDPR) restricts the transfer of personal data from the EU to ‘third countries’. If the UK leaves the EU without a deal it will be classed as a third country by the EU. In the event of the UK leaving the EU without having reached agreement on data transfers during the transitional period there is a risk that the transfer of personal data from an EU based processor to HM Land Registry in the UK may be restricted under the GDPR. The statement of requirements requires personal data to be only stored in, processed in and accessed from the EU or UK and bidders are required to state the specific geographical location where data will be stored, processed and managed. If the successful supplier for this procurement processes personal data from a location within the EU (but outside of the UK) in their role as data processor, the successful supplier agrees, at the request of HM Land Registry, to repatriate (according to the cost and approach outlined in their tender submission) personal data processed under the contract to the UK and to cease the transfer of personal data from the EU to the UK (and to cooperate with HM Land Registry in the event of appropriate safeguards for the transfer of personal data becoming available). HM Land Registry expects bidders to take steps to ensure they are aware of this risk and understand whether services could be restricted in the circumstances outlined above, and that they are prepared to address any actual or reasonably suspected legal or regulatory claim, demand, action or proceeding that may arise in relation to this risk. As part of the submissions bidders are therefore asked to provide two different pricing options:
(1) Option A – ‘Primary offer’ – based upon meeting all of the statement of requirements.
(2) Option B – ‘UK based storage, processing and access’ – based upon the requirement in section 9. Data Protection and Brexit – risk of no agreement during the transition period’ of the Invitation to negotiate. Bidders are asked to provide a breakdown of what their cost offer would be if they were required to store, process and access data only in the UK if requested by HM Land Registry.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: