Inbound Mail and Document Management

Tender description

The Department for Work and Pensions (DWP) is listing this opportunity, for services relating to Inbound Mail and Document Management (IMDM). This opportunity, an Open Procedure via Find a Tender Service, will look to brigade all of the services related to an end-to-end document management process. The resulting contract, with an initial term of 6 years and an extension option of up to 24 months, for IMDM, will encompass the following Service components: Envelope level sortation, which requires the successful Supplier to 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 which can be 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, which requires the successful Supplier to undertake post opening, document sortation, scanning, indexing and digital ingestion of all DWP's inbound written and electronic communications from citizens. The solution proposed by the successful Supplier must include 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. Records Management, which requires the successful Supplier to 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. This component involves the secure storage, intake, maintenance, retrieval, and destruction of all DWP's existing hard-copy citizen, staff, and corporate records.