Official UK procurement notice
Inbound Mail and Document Management for DWP
Authority: Department for Work & Pensions (Central government)
What is being bought
Published requirement descriptionThis procurement, an Open Procedure via Find a Tender Service, has brigaded all of the services related to an end-to-end document management process for the Department for Work and Pensions (DWP). This Contract, with an initial term of 6 years and an extension option of up to 24 months, for Inbound Mail and Document Management, encompasses the following service components:
Envelope level sortation where the Supplier will undertake a high-level envelope sortation of all items received from citizens (received via Royal Mail). DWP has in place c. 1,100 'non-geographic' postcodes used as the basis for the sortation. This high-level sortation facilitates finer sortation required at business unit and document level aligned to the DWP business rules.
A Digital Mailroom service where the Supplier will undertake post opening, document sortation, scanning, indexing and digital ingestion of all DWP's inbound written and electronic communications from citizens. The solution includes provision of any licences required for their solution, such as those required for Optical Character Recognition (OCR) to index items that are scannable and readable.
A Records Management service where the Supplier will manage all DWP hard-copy document storage from the perspective of both a short-term, post scan storage, and a longer-term hard-copy storage. The component involves the secure storage, intake, maintenance, retrieval, and destruction of all DWP's existing hard-copy citizen, staff, and corporate records.
CPV: Archiving services · Document management services · Document management system · Scanning services · Storage and retrieval services
The lotProcurement structure
single lot · value publishedLot #1Services will cover all components of Inbound Mail and Document Management as stated…AwardedRenewalPublished value£86,200,000
Services will cover all components of Inbound Mail and Document Management as stated in the Description field.
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)
- Most Economically Advantageous Tender using price per quality point methodology: 100
- price: 100
Published award criteria (2)
- Most Economically Advantageous Tender using price per quality point methodology: 100
- Price: 100
- Price carries 200 of 200 points: a 10% discount moves about 20 points. This one is won on the number: sharpen the price before polishing the prose.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- No (one-off requirement)
- First published
- 18 Sept 2023, 14:40 BST
- Last source update
- 31 Jul 2024, 15:34 BST
- Award evaluation window
- 13 Nov 2023 – …
- Authority reference
ecm_11924- FTS notice number
2024/S 000-023993- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0401a2Find a Tender
- Review procedure
The authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. The Public Contracts Regulations 2015 (SI 2015/102) provide for aggrieved parties to take action in the High Court. Any such action must be brought within the relevant time limits. Where a contract has not been entered into, the court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into, the court may award damages and in the case of specified breaches of the rules may also order the termination of the contract and the levying of fines. Precise deadlines and the situations in which the deadlines can be extended are contained within part 3 of the Public Contracts Regulations 2015 (SI 2015/102).
Publisher note: 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 & click the link to register - Accept the terms & conditions & click 'continue' - Enter your correct business & user details - Note your chosen username & 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 exercise 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 onscreen instructions to complete the PQQ/ ITT - There may be a mixture of online & 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.
How it was run
Official notice- Submission deadline
- 17 Jan 2024, 23:59 GMT
- Submission channel
- {"electronicSubmission","written"}
- Accepted languages
- en
- Bids opened
- 13 Nov 2023, 09:00 GMT
Timeline
13 Nov 2023 → 31 Jul 2024 · 4 dates- Bids opened13 Nov 2023, 09:00 GMT
- Submission deadline17 Jan 2024, 23:59 GMT
- Bids must remain valid until19 Jul 2024, 23:59 BST
- Notice published31 Jul 2024, 15:34 BST
Notice history
2 events · 5 releases on Find a Tender · since 20 Nov 2023- Deadline moved to 17 Jan 2024, 23:59 GMT20 Nov 2023, 09:24 GMT+68 days · was 10 Nov 2023, 17:00 GMT
- Status changed to complete31 Jul 2024, 15:34 BST
Published amendments (3 · 1 deadline change)
| When | What | Before | After | Shift |
|---|---|---|---|---|
| — | TextIV.1.8) | No | Yes | |
| — | DeadlineIV.2.2) | 10 Nov 2023 | 17 Jan 2024 | +68 d |
| — | Bid validityTender must be valid until: (dd/mm/yyyy) · IV.2.6) | 19 Jul 2023 | 23 Sept 2024 | +432 d |
| — | Bid openingIV.2.7) | 13 Nov 2023 | 18 Jan 2024 | +66 d |
| — | TextII.1.5) | 86,200,000 | 95,000,000 |
3 amendments published without a description.
Routine re-releases (5)
- 2023-10: 1 release · 27 Oct 2023
- 2023-09: 1 release · 18 Sept 2023
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| RESTORE DIGITAL LIMITEDInbound Mail and Document Management | £105,047,306 † | — | Awarded |
Contracts
Inbound Mail and Document Management · RESTORE DIGITAL LIMITED
- Signed
- 30 Jul 2024
- Value
- £105,047,306
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 6bids | — | — | — |
Contracting authority & participating public bodies
Dispute resolution & review bodies
- High CourtReview body
Bidders & participating suppliers
1 commercial party on the notice- Restore Digital LimitedAwarded supplier
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Economic and financial selection criteria
- Technical selection criteria