Awarded contract

electronic Records Management

  • Ministry of Defence - Defence Digital

F15: Voluntary ex ante transparency notice

Notice reference: 2022/S 000-012521

Published 13 May 2022, 3:43pm

Section one: Contracting authority/entity

one.1) Name and addresses

Ministry of Defence - Defence Digital

MOD Corsham, Westwells Road


SN13 9NR


Lee Fuller



United Kingdom

NUTS code

UK - United Kingdom

Internet address(es)

Main address

one.4) Type of the contracting authority

Ministry or any other national or federal authority

one.5) Main activity


Section two: Object

two.1) Scope of the procurement

two.1.1) Title

electronic Records Management

two.1.2) Main CPV code

  • 48311100 - Document management system

two.1.3) Type of contract


two.1.4) Short description

Supply of Record Management System

two.1.6) Information about lots

This contract is divided into lots: No

two.1.7) Total value of the procurement (excluding VAT)

Value excluding VAT: £8,349,416.79

two.2) Description

two.2.3) Place of performance

NUTS codes
  • UKK15 - Wiltshire CC

two.2.4) Description of the procurement

Departmental Record Management System, migration of extant records out of existing systems and provision of Application Maintenance and End User Support

two.2.5) Award criteria


two.2.11) Information about options

Options: No

two.2.13) Information about European Union Funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section four. Procedure

four.1) Description

four.1.1) Type of procedure

Negotiated procedure without publication of a contract notice

  • The products involved are manufactured purely for the purpose of research, experiment, study or development
  • The works, supplies or services can be provided only by a particular economic operator for the following reason:
    • absence of competition for technical reasons


Defence Digital, part of the UK Ministry of Defence, is issuing a VTN that it intends to award a three year contract to Micro Focus UK Ltd, to implement a new Records Management System for the Official Domain, to migrate extant records out of the existing systems and for the provision of an Application Maintenance and end user support service. The value of this requirement is £8,349,416.79 (ex VAT).

It is considered that this contract can be placed using the negotiated procedure without prior publication of a contract notice pursuant to Regulation 32(2)(b)(ii) of the UK Public Contracts Regulations 2015 for technical reasons.

This is because there is no reasonable substitute Records Management System (which will be based around Micro Focus UK Ltd’s Content Management software) that will meet the MoD’s key requirements of interoperability between Official and Secret Domains in terms of search functionality and will also allow for planned essential cloud optimisation to ensure enhanced security and environmental benefits are to be met.

Further, in terms of the support element of the proposed award, Micro Focus UK Ltd have the necessary technical know-how and expertise to meet the MoD’s requirements, including installing and migrating to a new Records Management System based around their proprietary software and it would be technically impracticable for a third- party supplier to carry out this support and ensure it aligns with the planned cloud optimisation. A third-party supplier even attempting to provide this support in these circumstances would result in disproportionate time delay and cost to the MoD.

four.1.8) Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: No

Section five. Award of contract/concession

Contract No



electronic Records Management

A contract/lot is awarded: Yes

five.2) Award of contract/concession

five.2.1) Date of conclusion of the contract

13 May 2022

five.2.2) Information about tenders

The contract has been awarded to a group of economic operators: No

five.2.3) Name and address of the contractor/concessionaire

Micro Focus Software UK Ltd

The Lawn, 22-30 Old Bath Road


RG14 1QN


United Kingdom

NUTS code
  • UKJ11 - Berkshire
The contractor/concessionaire is an SME


five.2.4) Information on value of contract/lot/concession (excluding VAT)

Total value of the contract/lot/concession: £8,349,416.79

five.2.5) Information about subcontracting

The contract/lot/concession is likely to be subcontracted

Section six. Complementary information

six.4) Procedures for review

six.4.1) Review body

Ministry of Defence - Defence Digital, Hardware and Services

MOD Corsham, Westwells Road


SN13 9NR


United Kingdom

six.4.2) Body responsible for mediation procedures

Ministry of Defence - Defence Digital, Hardware and Services

MOD Corsham, Westwells Road


SN13 9NR


United Kingdom