DWP Records Management Services

The contracting authority, The Department for Work and Pensions (DWP), is looking to establish a contract for the provision of a secure Records Management Service. The Records Management procurement will be for the provision of services relating to the management of DWP's hard copy and electronic records as required.

This Contract will be for the use of the Department for Work and Pensions (DWP), its Executive Agencies and those Non-Departmental Public Bodies (NDPBs) sponsored by DWP. Further information including a list of such Agencies and Public Bodies can be viewed by selecting 'About DWP' on the Departmental website at www.gov.uk/dwp.

The service is expected to include, but not be limited to, accepting deliveries of records from DWP's business areas, preparing records for storage (including barcoding, indexing and linking of records), moving records into storage, retrieving files from storage, preparing records for return to business areas, bulk projects and destroying and archiving records. 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 organisation; 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 Records Management Service and additional service requirements; 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 29th November 2018 at HM Prison Thorn Cross, 11 Arley Road, Appleton, Warrington WA4 4RQ.

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.

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 & 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 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 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.