Official UK procurement notice
HMPO Document Management Services
Authority: Home Office (Central government)
What is being bought
Published requirement descriptionHis Majesty’s Passport Office (HMPO), part of the Home Office, as the Contracting Authority, is reviewing potential options for future Document Management services.
Overview of the Service:
HMPO requires its customers who apply for a new passport, a replacement passport, or a passport renewal, to send in supporting documentation (hard copies) as part of their application.
The Document Management Service requirement at a high level is to:
- Sort inbound mail into various streams;
- Validate and, where required, verify the authenticity of documents contained within each application;
- Scan documents to a standard that allows for easy reading of data on documents;
- Categorise documents into streams as defined by HMPO;
- Store and retrieve documents upon return requests issued by HMPO.
Please note, three Requests for Information (RFIs) have been run as part of market engagement to inform this procurement. This market engagement was conducted under the previous Public Contract Regulations (PCR) 2015 which is the reason why a Preliminary Market Engagement notice under the new regulations has not been published for this procurement.
Links to the Prior Information Notices (PINs) for the market engagement are below for further information:
- Not divided into lots: Lotting was tested during early market engagement and a thorough pros and cons analysis was also conducted to inform the decision to proceed with a single lot. Reasons cited from the market engagement feedback and the pros and cons analysis included the risk of integration, as well as the Authority's contract management resource capability.
- How the procedure runs: There will be five stages for the Competitive Flexible Procedure: 1. Conditions of Participation – Bidders will be asked to complete the Procurement Specific Questionnaire, used to qualify suitable Bidders for the later stages of the procurement through assessment of basic financial, legal, and organisational standards. 2. Dialogue – Bidders who successfully pass the Conditions of Participation stage will be invited to 1-2-1 dialogue sessions with the Authority focussed on ensuring a common understanding of requirements before the ITT stage. 3. Invitation To Tender (ITT) – Following the Dialogue stage, Bidders will be invited to formally respond to both a quality questionnaire and financial pricing model, allowing the Authority to assess technical and commercial elements of bids. Bidders will be down selected at this point ahead of the next stage. 4. Negotiation – Down selected Bidders will be invited to commercial negotiation sessions with the Authority focussed on pre-selected elements of bids. 5. Best and Final Offer (BAFO) – Following the Negotiation stage, Bidders will be invited to submit a BAFO. Following this stage, the winning Bidder will be awarded. The information provided here is for transparency and based on latest available information but may be subject to changes during the procurement.
CPV: Administration services · Administration, defence and social security services · Administrative services for business operations · Administrative services of agencies · Business services: law, marketing, consulting, recruitment, printing and security · Filing services · General public services · IT services: consulting, software development, Internet and support · Miscellaneous business and business-related services · Office-support services
The lotProcurement structure
single lot · value publishedLot #1RenewalPublished value£140,000,000
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (2)
- Weighted Value for Money Index: 60%
- Weighted Value for Money Index: 40%
Published award criteria (2)
- Weighted Value for Money Index: The Quality weighting includes 10% for Social Value.
- Weighted Value for Money Index: The cost will be evaluated in combination with quality using the Weighted Value for Money Index (WVFMI). The financial pricing model submitted during the ITT stage by Bidders will inform the cost that is inputted into the WVFMI formula.
- Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Closed
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA, CPTPP)
- Recurring procurement
- Unspecified in notice
- First published
- 1 May 2025, 17:12 BST
- Last source update
- 30 Jun 2025, 15:33 BST
- Award evaluation window
- Submission end – 16 Oct 2026
- FTS notice number
2025/S 000-036185- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Not published
- Official registry OCID
ocds-h6vhtk-050bcdFind a Tender
- How it runs
There will be five stages for the Competitive Flexible Procedure:
- Conditions of Participation – Bidders will be asked to complete the Procurement Specific Questionnaire, used to qualify suitable Bidders for the later stages of the procurement through assessment of basic financial, legal, and organisational standards.
- Dialogue – Bidders who successfully pass the Conditions of Participation stage will be invited to 1-2-1 dialogue sessions with the Authority focussed on ensuring a common understanding of requirements before the ITT stage.
- Invitation To Tender (ITT) – Following the Dialogue stage, Bidders will be invited to formally respond to both a quality questionnaire and financial pricing model, allowing the Authority to assess technical and commercial elements of bids. Bidders will be down selected at this point ahead of the next stage.
- Negotiation – Down selected Bidders will be invited to commercial negotiation sessions with the Authority focussed on pre-selected elements of bids.
- Best and Final Offer (BAFO) – Following the Negotiation stage, Bidders will be invited to submit a BAFO. Following this stage, the winning Bidder will be awarded.
The information provided here is for transparency and based on latest available information but may be subject to changes during the procurement.
How it was run
Official notice- Requests to participate (first stage)
- 30 Jul 2025, 23:59 BST
- Submission deadline
- 30 Jul 2025, 23:59 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
All submissions will be completed through the Jaggaer portal, for which you login here: homeoffice.app.jaggaer.com/web/login.html ↗
If you have not yet registered on Jaggaer, this can also be done online through the above link and clicking on ‘To register click here’.
Please note that, to register, you must have a valid DUNS number (as provided by Dun and Bradstreet) for the organisation which you are registering.
Once you have registered on the eSourcing Portal, you can request access to the NDA, by emailing [email protected]. Your email must clearly state the exact name that you used to register on Jaggaer. Once enabled, you should receive a link to the NDA from Jaggaer.
Once you have submitted a signed NDA you will be given access to the documents for the first stage of the procurement.
For technical assistance on use of the eSourcing Portal please contact the JAGGAER Supplier Helpdesk at [email protected] or 0800 069 8630 (0800 - 1800hrs).
Timeline
1 May 2025 → 13 Nov 2026 · 6 dates- Planning notice published1 May 2025, 17:12 BST
- Next notice expected25 Jun 2025, 23:59 BST
- Tender notice published30 Jun 2025, 15:33 BST
- Submission deadline30 Jul 2025, 23:59 BST
- Award decision expected by10 days ago16 Oct 2026, 23:59 BST
- Today27 Oct 2026
- Contract startsin 16 days13 Nov 2026
Notice history
3 events · 2 releases on Find a Tender · since 1 May 2025- Planned procurement notice published1 May 2025, 17:12 BSTUK3
- Tender notice published30 Jun 2025, 15:33 BSTUK4
- Status changed to active30 Jun 2025, 15:33 BST
Contracting authority & participating public bodies
Official documents & specifications (3)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specificationsAccess: The Authority will be sharing the NDA for the procurement via Jaggaer. Once the NDA is signed, the Authority will share five documents as part of the first stage of the procurement, the Conditions of Participation: 1. Appendix 1 – PSQ Instructions This sets out the instructions for the Conditions of Participation stage and provides an overview of the overall procurement timeline. 2. Appendix 2 – Supplier Briefing Document – PSQ This provides an overview of the Document Management Service and a commercial overview of the Conditions of Participation stage and is supplementary to the Instructions Document. 3. Appendix 3 - Procurement Specific Questionnaire The Procurement Specific Questionnaire (PSQ) will be used to qualify suitable Bidders for the later stages of the procurement through assessment of basic financial, legal, and organisational standards. Bidders will be required to populate and return the PSQ by the specified deadline in the Instructions Document. 4. Appendix 4 – Financial Viability Risk Assessment Tool The Financial Viability Risk Assessment Tool (FVRA) accompanies the Procurement Specific Questionnaire (PSQ) and will be used specifically for monitoring the economic and financial standing of Bidders. 5. Appendix 5 – Clarification Questions Template This template will be used for any questions that Bidders have during the Conditions of Participation stage. Documents associated specifically with each future stage of the procurement following the Conditions of Participation stage will be shared at the beginning of each stage. For example, the draft contract will be shared at the start of the Invitation To Tender (ITT) stage.
Notices published for this procedure
- Tender notice Tender notice on Find a Tender
- Planned procurement notice Planned procurement notice on Find a Tender