Services - 222504-2016

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30/06/2016    S124

United Kingdom-Warrington: Document management services

2016/S 124-222504

Prior information notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Official name: Department for Work and Pensions
Postal address: Birchwood Park
Town: Warrington
Postal code: WA3 6XF
Country: United Kingdom
For the attention of: Keppie Ian
E-mail: Ian.Keppie@dwp.gsi.gov.uk
Telephone: +44 1925786011
Fax: +44 1925786011

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

I.2)Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local sub-divisions
I.3)Main activity
Social protection
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:
Document and Data Management.
II.2)Type of contract and place of delivery or of performance
Service category No 27: Other services
UK.

NUTS code UK UNITED KINGDOM

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:
The contracting authority, The Department for Work and Pensions (DWP) are looking for the provision of a future secure mail opening, document scanning, indexing, valuables handling and multi-format inbound channel service to meet their business requirements. The service would process up to circa 100 000 DWP mail items per day. DWP will be looking for a service which will have the capacity and capability to interface with their multiple systems to deliver a solution for their complex and diverse organization, with the option for other UK Government contracting authorities to utilise.
As part of the delivery of its 2020 Vision, DWP is committed to delivering innovative, cost-effective services to its customers, whilst developing excellent supplier and stakeholder relationships. The transformation journey captures the reduction and removal of paper from the organization, increasing interaction with the public through digital solutions. DWP are looking for collaboration and flexibility to drive value, benefits and savings through innovation and industry best practice to achieve high levels of automation.
Purpose of the PIN is to: inform a tendering exercise to set up a new contract to service DWP Document and Data Management and additional service requirements; Award a contract which will be between the successful Supplier and the Contracting Authority; Gauge the market interest in this procurement; Identify suppliers who would like to participate in an early market engagement event. This event will explain the business strategy and requirements along with the procurement strategy in more detail and the intended outcome and will provide an opportunity for suppliers to engage, ask questions and seek feedback.
The intent is to award a single contract however, following market engagement and in further consideration of the organisational strategy should this change we reserve the right to separate the requirement into lots.
The event will take place on 8.7.2016 at Citadines Holborn/Covent Garden at 94-99 High Holborn, London, United Kingdom, WC1V 6LF.
If you would like to express your interest in attending the early market engagement event please register your interest in attendance through the e-procurement portal providing the information requested.
Please note that due to the size of the venue we can only permit a maximum of 2 attendees per organisation.
Estimated cost excluding VAT:
Range: between 60 000 000 and 80 000 000 GBP

Lots

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

72512000 Document management services, 79999100 Scanning services, 72314000 Data collection and collation services, 72313000 Data capture services, 72312000 Data entry services, 72317000 Data storage services, 48613000 Electronic data management (EDM), 64110000 Postal services, 79571000 Mailing services, 72212223 Electronic mail software development services, 63121100 Storage services, 48311000 Document management software package, 48311100 Document management system, 72512000 Document management services, 72212780 System, storage and content management software development services

II.6)Scheduled date for start of award procedures
II.7)Information about Government Procurement Agreement (GPA)
II.8)Additional information:

The Contracting Authority intends to use an eTendering system. Suppliers Instructions: How to Express Interest in this Tender: 1. Register on the eSourcing portal (this is only required once): https://dwp.bravosolution.co.uk and click the link to register — Accept the terms and conditions and click ‘continue’ — Enter your correct business and user details — Note your chosen username and click ‘Save’. You will receive an email with your password (keep this secure); 2. Express an Interest in the Tender — Login to the portal with the username/password — Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) — Click on the relevant PQQ/ ITT to access the content — Click the ‘Express Interest’ button at the top of the page — This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (A secure area reserved for your projects only) — You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box; 3. Responding to the Tender — Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) — You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification — Note the deadline for completion. Follow the on-screen instructions to complete the PQQ/ ITT — There may be a mixture of online and offline actions to complete (detailed online help available). To submit your reply use the ‘Submit Response’ button (top of the page). For further assistance please consult the online help, or the eTendering help desk. DWP expressly reserves the rights: (i) To use a reverse auction; (ii) To cancel this procurement at any stage; (iii) To not award any contract as a result of the procurement process commenced by publication of this notice; (iv) And in no circumstances will DWP be liable for any costs incurred by potential suppliers.

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
VI.2)Additional information:

The Contracting Authority intends to use an eTendering system. Suppliers Instructions: How to Express Interest in this Tender: 1. Register on the eSourcing portal (this is only required once): https://dwp.bravosolution.co.uk and click the link to register — Accept the terms and conditions and click ‘continue’ — Enter your correct business and user details — Note your chosen username and click ‘Save’. You will receive an email with your password (keep this secure); 2. Express an Interest in the Tender — Login to the portal with the username/password — Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) — Click on the relevant PQQ/ ITT to access the content — Click the ‘Express Interest’ button at the top of the page — This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (A secure area reserved for your projects only) — You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box; 3. Responding to the Tender — Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) — You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification — Note the deadline for completion. Follow the on-screen instructions to complete the PQQ/ ITT — There may be a mixture of online and offline actions to complete (detailed online help available). To submit your reply use the ‘Submit Response’ button (top of the page). For further assistance please consult the online help, or the eTendering help desk. DWP expressly reserves the rights: (i) To use a reverse auction; (ii) To cancel this procurement at any stage; (iii) To not award any contract as a result of the procurement process commenced by publication of this notice; (iv) And in no circumstances will DWP be liable for any costs incurred by potential suppliers.

VI.3)Information on general regulatory framework
Relevant governmental Internet sites where information can be obtained

Tax legislation http://www.hmrc.gov.uk/thelibrary/legislation.htm

Environmental protection legislation http://www.legislation.gov.uk/ukpga/1990/43/contents

Employment protection and working conditions http://www.direct.gov.uk/en/Employment/Employees/index.htm

VI.4)Date of dispatch of this notice:
24.6.2016