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Services - 214572-2015

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20/06/2015    S118

United Kingdom-Croydon: Scanning services

2015/S 118-214572

Prior information notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Official name: HM Land Registry
Postal address: Trafalgar House, 1 Bedford Place
Town: Croydon
Postal code: CR0 2AQ
Country: United Kingdom
Contact person: Procurement Team
For the attention of: Chief Procurement Officer
E-mail: scanningandelectronicservices@landregistry.gsi.gov.uk

Internet address(es):

General address of the contracting authority: http://www.gov.uk/government/organisations/land-registry

Further information can be obtained from:
The above mentioned contact point(s)

I.2)Type of the contracting authority
Body governed by public law
I.3)Main activity
General public services
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II.B: Object of the contract (Supplies or services)

II.1)Title attributed to the contract by the contracting authority:
Scanning, Processing and Electronic Data Services.
II.2)Type of contract and place of delivery or of performance
Service category No 27: Other services
On supplier premises.


II.3)Information on framework agreement
The notice involves the establishment of a framework agreement: no
II.4)Short description of nature and quantity or value of supplies or services:
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.
This Prior Information Notice is to highlight to the market that Land Registry intends, over the next 12 months, to seek an appropriate supplier to provide a Scanning and Electronic Services Solution. Expressions of interest are sought in advance of a market engagement event to be held in late June 2015.


This contract is divided into lots: no
II.5)Common procurement vocabulary (CPV)

79999100 Scanning services, 72313000 Data capture services, 79996100 Records management, 75112000 Administrative services for business operations

II.6)Scheduled date for start of award procedures
II.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.8)Additional information:
Her Majesty's Land Registry is a non-ministerial government department, trading fund, and an executive agency required by Statute to ensure that its income from fees covers all of its expenditure under normal operating conditions. The principal function of Land Registry is to keep a register of title to freehold and leasehold land and charges throughout England and Wales, to record dealings with land once it is registered and to guarantee title to registered estates and interests in land on behalf of the Crown. Over 24 million titles are recorded in the Land Register, and in 2014/2015 Land Registry processed more than 28.5 million transactions. Land Registry operates from 14 offices located throughout England and Wales, its Head Office is located in Croydon and its Information Systems Directorate is located in Plymouth. Land Registry started digitising some of its documents in 1997 with the scanning of a defined class of documents, and a bespoke document management system was built in-house to view and store these documents. This system is still in use today and currently holds in excess of 100 million scanned documents. In 2008 Land Registry started to scan all documents that the Land Registrar was required to retain to effect an application, and since that point has not created any new paper files. In 2014, Land Registry introduced the scanning of all incoming applications and correspondence as part of its digital workflow solution. The current contract which delivers scanning services will expire at the end of May 2016.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.2)Conditions for participation
III.2.1)Information about reserved contracts

Section VI: Complementary information

VI.1)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.2)Additional information:
VI.3)Information on general regulatory framework
VI.4)Date of dispatch of this notice: