Scanning, Processing and Data Extraction Services

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 7 000 000 and 10 000 000 GBP (based on the whole contract duration, including extensions).

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 colour or black and white • The extraction, capture and electronic submission of accurate data from HM Land Registry paper and scanned images of application forms and documents (electronic data extraction) • 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 & Postal Orders daily volumes are as follows: 355

Please note that the value range provided 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 the 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 29th April 2020.