Scope
Reference
P-36293
Description
The Strategic File Management (SFM) project has been established by the Environment Agency (EA) to deliver a “Secure by Design”, compliant, and streamlined file management solution for asset management, including a Common Data Environment (CDE) process to support whole lifecycle asset management information.
A commercial-of-the-shelf (COTS) CDE solution is therefore required to serve as a single, consistent source of truth for all asset management files and data, past and present, across the full asset lifecycle. This will involve migration works from our existing third party CDE system.
The objectives of SFM are:
(a) Implement a compliant, centralised file management system for asset management.
(b) Create a single source of truth supporting the entire asset lifecycle.
(c) Enable accurate, trusted business intelligence.
(d) Enhance user experience and raise user engagement and satisfaction
(e) Improve file accessibility, storage, sharing, and user experience.
(f) Enhance data governance and risk mitigation (e.g., reduced security and legal risks).
(g) Reduce inefficiencies, such as duplication and process waste.
(h) Support carbon reduction and improved sustainability through streamlined practices.
Through its procurement process, the EA will be seeking suppliers that can provide:
(a) A unified system with strong standardisation and governance.
(b) Centralised information storage with consistent formats and locations.
(c) Streamlined processes to reduce inefficiencies, duplication, and costs.
(d) Enhanced data accessibility to support informed decision-making and effective risk management.
(e) Compliance with ISO 55000, 19650, and 9000.
(f) A simple, intuitive, and partially automated user experience.
(g) A unified approach, with integrated solutions being acceptable.
(h) Migration of existing records with metadata tagging.
(i) File retrieval using metadata and spatial context.
(j) AI/ML use to improve user experience including metadata creation, Retrieval Augmented Generation to provide answers to questions and AI powered document search.
(k) Full export of files, metadata, and configurations.
Total value (estimated)
- £5,400,000 including VAT
Contract dates (estimated)
- 10 August 2026 to 9 August 2031
- Possible extension to 9 August 2036
- 10 years
Main category
Services
CPV classifications
- 72322000 - Data management services
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Publication date of tender notice (estimated)
30 January 2026
Procedure
Procedure type
Competitive flexible procedure
Above or below total value threshold
Above or equal to threshold
Contracting authority
ENVIRONMENT AGENCY
- Public Procurement Organisation Number: PNWW-1475-NYLN
Seacole Building, 2 Marsham Street
London
SW1P 4DF
United Kingdom
Email: procurement@defra.gov.uk
Region: UKI32 - Westminster
Organisation type: Public authority - sub-central government
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
DEPARTMENT OF ENVIRONMENT, FOOD AND RURAL AFFAIRS
Summary of their role in this procurement: Procurement facilitated via Defra group Commercial
- Public Procurement Organisation Number: PNBD-3289-CDGX
Seacole Building, 2 Marsham Street
London
SW1P 4DF
United Kingdom
Email: procurement@defra.gov.uk
Region: UKI32 - Westminster