Evidential Scanning Services

HM Revenue & Customs (HMRC) is seeking to establish a single supplier for the provision of evidential scanning services.

The service will support HMRC's Fraud Investigation Service (FIS) teams' efforts to bring the most harmful tax evaders to justice. The Crown Prosecution Service (CPS) requires HMRC to provide its evidence electronically, which, if required, is also used for Electronic Presentation of Evidence (EPE).

Accordingly, the service has specific requirements to preserve the integrity of physical documents, ensure that digital copies are an accurate and complete representation of the original documents, and protect evidential material from loss, damage, tampering or unauthorised access.

The Supplier shall provide dedicated secure storage and processing facilities for HMRC material, with access restricted to authorised personnel and used solely for the delivery of the Services.

The Supplier must maintain a complete chain of custody for all evidential material throughout receipt, storage, processing, scanning, transfer and disposal activities.

Pursuant to Regulation 18(2)(z) of the Procurement Regulations 2024, HMRC has identified the following specific, known risks which cannot be fully quantified, priced, or resolved at the time of contract award, and which may impact the value of this contract:

The service will be delivered on an ad hoc and demand led basis, and HMRC does not guarantee any minimum volumes. Demand may fluctuate throughout the contract term as a result of operational, investigative, legislative, or policy-drive factors, including, but not limited to, changes in case volumes, enforcement activity, or wider business needs.

These known risks may result in actual volumes and total contract spend being materially higher or lower than the estimated levels provided. Any volumes stated by HMRC in the tender documents are historic and/or indicative estimates only and shall not constitute a commitment or obligation.

Suppliers must acknowledge and accept this variability and shall ensure that its capacity, scalability, and commercial arrangements are sufficiently flexible to accommodate fluctuations without adversely affecting service delivery or performance.