Request For Information (RFI) for Document Management Services – including document scanning and validation

Concepts

• administration services
• business services
• filing services
• document scanning
• future document management services
• document management services
• the document management market
• the document management service requirement
• validation
• management

Location

London

Description

Market engagement (RFI) to gain an understanding of the services and innovations available in the document management market.

Total Quantity or Scope

The Contracting Authority - His Majesty’s Passport Office (HMPO) - is reviewing potential options for future Document Management Services and to support this, HMPO is seeking input from the market to ensure that the service is delivered optimally. 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 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.

CPV Codes

• 75112000 - Administrative services for business operations
• 72000000 - IT services: consulting, software development, Internet and support
• 75000000 - Administration, defence and social security services
• 75100000 - Administration services
• 75110000 - General public services
• 75120000 - Administrative services of agencies
• 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
• 79500000 - Office-support services
• 79560000 - Filing services
• 79900000 - Miscellaneous business and business-related services

Indicators

Other Information

Following the publication of this PIN, an RFI questionnaire and supporting information will be launched. In addition to the RFI, there will be a supplier event in Central London on the 12th of June 2024 at 10:30 BST. The event will provide suppliers with an overview of the service and the opportunity to ask clarification questions. To participate in the RFI and attend the supplier event, suppliers must register on the Home Office eSourcing portal (JAGGAER) first, and then complete and return a Non-Disclosure Agreement (NDA). Registering for access to the RFI: The RFI and NDA will be managed electronically via the Home Office's eSourcing Portal (JAGGAER). To participate in the RFI, participants must first be registered on the eSourcing Portal. If you have not yet registered on the eSourcing Portal, this can be done online at https://homeoffice.app.jaggaer.com by following the link and clicking '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 DHCR@homeoffice.gov.uk. 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 RFI documents. For technical assistance on use of the eSourcing Portal please contact the JAGGAER Supplier Helpdesk at customersupport@jaggaer.com or 0800 069 8630 (0800 - 1800hrs). Registering for the event: Details on how to register for the supplier event will be provided to suppliers via JAGGAER. Note, you must be registered on JAGGAER (see above). It is the Home Office's intention to record this event and make it available on request to those that intend to respond to the RFI but cannot attend. In order to attend the supplier event, participants must register for JAGGAER and express interest by no later than 4th of June at 12:00 BST. RFI Deadline: Responses to the RFI are requested by 17:00 British Summer Time on the 28th of June 2024. These dates and times may be updated, with messages noting any changes provided via JAGGAER.