Preliminary Market Engagement – Bulk Scanning (Paper-to-Digital Services)

1. Description of Service Requirement

HMCTS currently operates services to convert physical documentation into digital format to support court and tribunal operations.

The future requirement is expected to include:

• Receipt and secure handling of physical documents
• Document preparation and scanning
• Image and data quality assurance
• Data capture and indexing (where required)
• Secure onward transmission to HMCTS systems
• Handling of sensitive, confidential, or original materials
• Flexible scaling to accommodate changing demand

The requirement will prioritise:

• Value for money
• Security and data protection compliance
• Service resilience and continuity
• Flexibility to manage fluctuating volumes

The information set out above is preliminary and subject to change. Nothing in this notice should be taken as an indication of the final scope, specification, procurement procedure, or commercial structure.

2. Scope of Market Engagement

HMCTS is seeking supplier input into areas including but not limited to the following:

• Delivery models and operating approaches
• Capacity and scalability
• Pricing and commercial structures
• Technology and innovation
• Mobilisation and transition considerations
• Risks and barriers to entry

3. Engagement Approach

3.1 Questionnaire

Suppliers will be invited to complete a structured questionnaire (EMEQ) to provide market insight.

Responses will not be evaluated or used to assess supplier capability or suitability for this or any future procurement.

3.2 Supplier Engagement Event (Indicative)

HMCTS may hold a virtual supplier day, providing:

• Overview of the requirement
• Opportunity for clarification
• Discussion of key themes

This will be confirmed following receipt of the EMEQ responses and details provided as appropriate to registered suppliers. Any supplier day will be open to all suppliers who register in accordance with this notice. HMCTS may publish a summary of key themes, questions and responses following the event.

4. How to Participate

Suppliers should register interest via emai by 5pm on the 8th July:

Email: HMCTSCommercial@justice.gov.uk

Subject line: Bulk Scanning PME Registration – [Organisation Name]

Please include:

• Organisation name
• Contact name and role
• Contact email address

Registered suppliers will initially receive:

• Questionnaire documentation
• Submission guidance

An invite to any subsequent supplier event if held.

Registration for, and participation in, this preliminary market engagement is not a prerequisite for participation in this or any future procurement.

5. Key Dates (Indicative)

Registration deadline by 17:00 on the 08/07/2026

Questionnaire issued 09/07/2026

Questionnaire deadline by 17:00 on the 24/07/2026

Supplier event (TBC) TBC but estimated first week of August

6. Important Information

• This is not a call for competition
• Participation is voluntary and non-evaluative
• Participation will not confer any advantage or disadvantage
• HMCTS is not obliged to commence a procurement
• Any future procurement will be conducted in accordance with the Procurement Act 2023

7. Equal Treatment and Transparency

HMCTS will ensure that:

• No supplier gains an unfair competitive advantage
• Relevant information is shared appropriately at any future procurement stage
• Engagement is conducted transparently and proportionately

HMCTS will ensure that any material information provided during preliminary market engagement which may be relevant to a future procurement is recorded and made available to all potential suppliers at an appropriate stage to ensure a level playing field.

8. Next Steps

Following engagement, HMCTS will:

• Analyse responses
• Refine requirements and commercial approach
• Determine procurement strategy and route to market

A future opportunity may be advertised via a UK4 Tender Notice