Award

Records Information Management, Digital Solutions and Associated Services 2

  • Crown Commercial Service

UK6: Contract award notice - Procurement Act 2023 - view information about notice types

Notice identifier: 2026/S 000-016061

Procurement identifier (OCID): ocds-h6vhtk-0503c8 (view related notices)

Published 23 February 2026, 1:06pm

Scope

Reference

RM6346

Description

This framework is for the provision of records information

management, and digital solutions, covering a wide range of services,

including:

● storage

● scanning (on demand and bulk)

● shredding, destruction and disposal

● digital workflow solutions

● hybrid mail, inbound and outbound mail and data entry services

● cloud based hosting (SaaS) solution

● 3rd party interim technical resources

● specialist records management services supporting Public Records

Act (cataloging, listing, appraisal and selection, sensitivity review and

record preparation services)

● NHS Preparation of Patient Record Preparation services

The original Procurement identifier (OCID) of ocds-h6vhtk-0503c8 was published within the UK4 Tender notice on 22 August 2025 and this was replaced on 8 October 2025 with the following Procurement identifier (OCID) ocds-h6vhtk-05aa81

Lot 2 has been awarded in line with Attachment 2 How to tender, paragraph 20.6 and 20.8

Commercial tool

Establishes a framework

Lot 1. Records Information Management Services

Description

Records Information Management Services

1. Off Site RIM Services

2. Off Site Inactive Records

3. On/Off Site Secure Shredding, Destruction & Disposal

4. On/Off/Combination RIM Services

5. On/Off Site Scanning Services

A framework contract will be awarded to a maximum of 6 bidders for Lot 1.

Lot 2. Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services

Description

Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services

1. Digital Workflow

2. Cloud Based Hosting

3. Scanning

4. Interim Technical Resources

5. Off Site RIM Services

6. Off Site Storage of Inactive Records

7. Secure Shredding, Destruction & Disposal

8. Off/On Site Combined RIM Services

A framework contract will be awarded to a maximum of 6 bidders for Lot 2.

Lot 3. Full Management of National Health Service (NHS) Patient Records (Off Site)

Description

Full Management of National Health Service (NHS) Patient Records (Off Site)

1. Clinic Prep & Mgmt of NHS Patient Records

2. Digitisation of Patient records

3. Off Site Storage

4. 3rd Party Interim Resources

Scanning Services

5. On Site managed Service

6. Shredding, Destruction & Disposal (On/Off Site)

A framework contract will be awarded to a maximum of 6 bidders for Lot 3

Lot 4. Specialist Records Management Services

Description

Specialist Records Management Services

1. Listing

2. Cataloguing

3. Appraisal & Selection

4. Sensitivity Review

5. Records Preparation

A framework contract will be awarded to a maximum of 4 bidders for Lot 4.

Contract 1. Lot 1 - Records Information Management Services

Lots

Lot 1. Records Information Management Services

Suppliers (6)

Contract value

  • £100,000,000 excluding VAT
  • £120,000,000 including VAT

Framework lot values may be shared with other lots

Above the relevant threshold

Award decision date

13 February 2026

Date assessment summaries were sent to tenderers

23 February 2026

Standstill period

  • End: 4 March 2026
  • 8 working days

Earliest date the contract will be signed

5 March 2026

Contract dates (estimated)

  • 5 March 2026 to 4 March 2030
  • 4 years

Main procurement category

Services

CPV classifications

  • 48000000 - Software package and information systems
  • 63120000 - Storage and warehousing services
  • 64216200 - Electronic information services
  • 72212780 - System, storage and content management software development services
  • 72220000 - Systems and technical consultancy services
  • 72312100 - Data preparation services
  • 72312200 - Optical character recognition services
  • 72313000 - Data capture services
  • 72512000 - Document management services
  • 79131000 - Documentation services
  • 79212000 - Auditing services
  • 79311000 - Survey services
  • 79410000 - Business and management consultancy services
  • 79995100 - Archiving services
  • 79995200 - Cataloguing services
  • 79996100 - Records management
  • 79999100 - Scanning services
  • 92512000 - Archive services

Contract locations

  • UK - United Kingdom

Contract 2. Lot 2 - Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services

Lots

Lot 2. Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services

Suppliers (7)

Contract value

  • £250,000,000 excluding VAT
  • £300,000,000 including VAT

Framework lot values may be shared with other lots

Above the relevant threshold

Award decision date

13 February 2026

Date assessment summaries were sent to tenderers

23 February 2026

Standstill period

  • End: 4 March 2026
  • 8 working days

Earliest date the contract will be signed

5 March 2026

Contract dates (estimated)

  • 5 March 2026 to 4 March 2030
  • 4 years

Main procurement category

Services

CPV classifications

  • 48000000 - Software package and information systems
  • 63120000 - Storage and warehousing services
  • 64216200 - Electronic information services
  • 72212780 - System, storage and content management software development services
  • 72220000 - Systems and technical consultancy services
  • 72312000 - Data entry services
  • 72313000 - Data capture services
  • 72512000 - Document management services
  • 79212200 - Internal audit services
  • 79311000 - Survey services
  • 79995100 - Archiving services
  • 79999100 - Scanning services
  • 92512000 - Archive services

Contract locations

  • UK - United Kingdom

Contract 3. Lot 3 - Full Management of National Health Service (NHS) Patient Records

Lots

Lot 3. Full Management of National Health Service (NHS) Patient Records (Off Site)

Suppliers (6)

Contract value

  • £100,000,000 excluding VAT
  • £120,000,000 including VAT

Framework lot values may be shared with other lots

Above the relevant threshold

Award decision date

13 February 2026

Date assessment summaries were sent to tenderers

23 February 2026

Standstill period

  • End: 4 March 2026
  • 8 working days

Earliest date the contract will be signed

5 March 2026

Contract dates (estimated)

  • 5 March 2026 to 4 March 2030
  • 4 years

Main procurement category

Services

CPV classifications

  • 48000000 - Software package and information systems
  • 63120000 - Storage and warehousing services
  • 64216200 - Electronic information services
  • 72212780 - System, storage and content management software development services
  • 72220000 - Systems and technical consultancy services
  • 72312000 - Data entry services
  • 72512000 - Document management services
  • 79131000 - Documentation services
  • 79212000 - Auditing services
  • 79311000 - Survey services
  • 79410000 - Business and management consultancy services
  • 79996100 - Records management
  • 79999100 - Scanning services
  • 92512000 - Archive services

Contract locations

  • UK - United Kingdom

Contract 4. Lot 4 - Specialist Records Management Services

Lots

Lot 4. Specialist Records Management Services

Suppliers (3)

Contract value

  • £50,000,000 excluding VAT
  • £60,000,000 including VAT

Framework lot values may be shared with other lots

Above the relevant threshold

Award decision date

13 February 2026

Date assessment summaries were sent to tenderers

23 February 2026

Standstill period

  • End: 4 March 2026
  • 8 working days

Earliest date the contract will be signed

5 March 2026

Contract dates (estimated)

  • 5 March 2026 to 4 March 2030
  • 4 years

Main procurement category

Services

CPV classifications

  • 48311000 - Document management software package
  • 48613000 - Electronic data management (EDM)
  • 63121000 - Storage and retrieval services
  • 64216200 - Electronic information services
  • 72312000 - Data entry services
  • 72313000 - Data capture services
  • 72512000 - Document management services
  • 79131000 - Documentation services
  • 79212000 - Auditing services
  • 79311200 - Survey conduction services
  • 79410000 - Business and management consultancy services
  • 79995100 - Archiving services
  • 79995200 - Cataloguing services
  • 79996100 - Records management
  • 79999100 - Scanning services
  • 92512000 - Archive services

Contract locations

  • UK - United Kingdom

Information about tenders

Lot 1. Records Information Management Services

  • 13 tenders received
  • 12 tenders assessed in the final stage:
    • 6 submitted by small and medium-sized enterprises (SME)
    • 0 submitted by voluntary, community and social enterprises (VCSE)
  • 6 suppliers awarded contracts
  • 6 suppliers unsuccessful (details included for contracts over £5 million)

Unsuccessful suppliers

Lot 2. Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services

  • 13 tenders received
  • 13 tenders assessed in the final stage:
    • 7 submitted by small and medium-sized enterprises (SME)
    • 1 submitted by voluntary, community and social enterprises (VCSE)
  • 7 suppliers awarded contracts
  • 6 suppliers unsuccessful (details included for contracts over £5 million)

Unsuccessful suppliers

Lot 3. Full Management of National Health Service (NHS) Patient Records (Off Site)

  • 11 tenders received
  • 11 tenders assessed in the final stage:
    • 6 submitted by small and medium-sized enterprises (SME)
    • 0 submitted by voluntary, community and social enterprises (VCSE)
  • 6 suppliers awarded contracts
  • 5 suppliers unsuccessful (details included for contracts over £5 million)

Unsuccessful suppliers

Lot 4. Specialist Records Management Services

  • 3 tenders received
  • 3 tenders assessed in the final stage:
    • 1 submitted by small and medium-sized enterprises (SME)
    • 0 submitted by voluntary, community and social enterprises (VCSE)
  • 3 suppliers awarded contracts
  • 0 suppliers unsuccessful (details included for contracts over £5 million)

Procedure

Procedure type

Open procedure

Suppliers

Capita Business Services Ltd

  • Companies House: 02299747
  • Public Procurement Organisation Number: PGJV-4881-DTGT

First Floor, 2 Kingdom Street

London

W2 6BD

United Kingdom

Website: http://www.Capita.com

Region: UKI32 - Westminster

Small or medium-sized enterprise (SME): No

Voluntary, community or social enterprise (VCSE): No

CLEARDATA UK LIMITED

  • Companies House: 03986970
  • Public Procurement Organisation Number: PHDY-2575-GMGH

Innovation House Coniston Court

Blyth

NE24 4RP

United Kingdom

Website: http://www.cleardatagroup.co.uk

Region: UKC21 - Northumberland

Small or medium-sized enterprise (SME): Yes

Voluntary, community or social enterprise (VCSE): No

COMPASS MINERALS STORAGE & ARCHIVES LIMITED

  • Companies House: 01588213
  • Public Procurement Organisation Number: PGDM-6875-MPJP

22 St. Andrews Way

London

E3 3PA

United Kingdom

Email: enquiries@deepstore.co.uk

Website: http://www.deepstore.com

Region: UKI42 - Tower Hamlets

Small or medium-sized enterprise (SME): No

Voluntary, community or social enterprise (VCSE): No

Supported employment provider: No

Public service mutual: No

Connected people/organisations:

Organisation name: DeepStore Holdings Limited

Registered legal form: Limited Company

Companies House number: 06776508

Type: Organisation

Category: Registered company

Registered address: Riverside Place, Bradford Road, Winsford, CW7 2PE, UK

Postal address: Riverside Place, Bradford Road, Winsford, CW7 2PE, UK

Registration date: 18 December 2008 Control conditions: Owns shares

Contract 1. Lot 1 - Records Information Management Services

CROWN RECORDS MANAGEMENT LIMITED T/A CROWN INFORMATION MANAGEMENT

  • Companies House: SC162101
  • Public Procurement Organisation Number: PNGJ-9269-QDWH

Cullen Square, Deans Road

Livingston

EH54 8SJ

United Kingdom

Email: sales.uk@crownrms.com

Website: https://www.crownrms.com/uk/

Region: UKM78 - West Lothian

Small or medium-sized enterprise (SME): Yes

Voluntary, community or social enterprise (VCSE): No

Supported employment provider: No

Public service mutual: No

Connected people/organisations:

Organisation name: Crown Worldwide Group

Registered legal form: Private Limited Company

Companies House number: SC047233

Type: Organisation

Category: Registered company

Registered address: Suite 2001, 20/F, China Evergrande Centre, 38

Gloucester Road , Wan Chai, Hong Kong, China

Postal address: Cullen Square, Deans Road, Deans Industrial Estate,

Livingston, EH54 8SJ, UK

Registration date: 04 February 1970 Control conditions: Can appoint or remove directors

Contract 2. Lot 2 - Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services

Dajon Data Management Ltd

  • Companies House: 03662467
  • Public Procurement Organisation Number: PMHN-1883-VMLG

Beaumont House, Cray Valley Road

Orpington

BR5 2UB

United Kingdom

Email: sales@dajon.co.uk

Website: https://www.dajon.co.uk

Region: UKI61 - Bromley

Small or medium-sized enterprise (SME): Yes

Voluntary, community or social enterprise (VCSE): No

Supported employment provider: No

Public service mutual: No

Contract 3. Lot 3 - Full Management of National Health Service (NHS) Patient Records

Contract 4. Lot 4 - Specialist Records Management Services

HARLOW PRINTING LIMITED T/A HARLOW SOLUTIONS

  • Companies House: 00435445
  • Public Procurement Organisation Number: PTMV-1779-DHJR

7-21 Maxwell Street

South Shields

NE33 4PU

United Kingdom

Email: bidteam@harlowprinting.co.uk

Website: https://harlowsolutions.co.uk/

Region: UKC22 - Tyneside

Small or medium-sized enterprise (SME): Yes

Voluntary, community or social enterprise (VCSE): No

Supported employment provider: No

Public service mutual: No

Connected people/organisations:

Organisation name: Silverbaton Capital Limited

Companies House number: 13709800

Type: Organisation

Category: Parent or subsidiary company

Registered address: 128 City Road, London, EC1V 2NX , UK

Postal address: 128 City Road, London, EC1V 2NX , UK

Organisation name: Silverbaton Holdings Limited

Companies House number: 14981560

Type: Organisation

Category: Parent or subsidiary company

Registered address: 128 City Road, London, EC1V 2NX , UK

Postal address:L 128 City Road, London, EC1V 2NX , UK

Contract 2. Lot 2 - Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services

Iron Mountain UK Plc

  • Companies House: 1478540
  • Public Procurement Organisation Number: PXZP-1394-NMNW

Ground Floor, 4 More London Riverside

London

SE1 2AU

United Kingdom

Email: bidmanagementwe@ironmountain.com

Website: http://www.ironmountain.co.uk

Region: UKI44 - Lewisham and Southwark

Small or medium-sized enterprise (SME): No

Voluntary, community or social enterprise (VCSE): No

Supported employment provider: No

Public service mutual: No

Connected people/organisations:

Organisation name: Iron Mountain Europe Plc

Companies House number: 05882719

Type: Organisation

Category: Parent or subsidiary company

Registered address: Ground Floor, 4 More London Riverside, London,

SE1 2AU, UK

Postal address: Ground Floor, 4 More London Riverside, , London, SE1

2AU, UK

Organisation name: Iron Mountain Incorporated

Type: Organisation

Category: Parent or subsidiary company

Registered address: One Federal Street, Boston, Massachusetts,

02110, Boston, 02110, United States

Postal address One Federal Street, Boston, Massachusetts, 02110, Boston, 02110, United States

Contract 1. Lot 1 - Records Information Management Services

Contract 3. Lot 3 - Full Management of National Health Service (NHS) Patient Records

Contract 4. Lot 4 - Specialist Records Management Services

Kelly's Storage Limited

  • Companies House: 03780449
  • Public Procurement Organisation Number: PHMN-2726-CYRZ

Slyfield Green Industrial Estate

Guildford

GU1 1SB

United Kingdom

Email: inbox@kellystorage.co.uk

Website: http://www.kellysrm.co.uk/

Region: UKJ25 - West Surrey

Small or medium-sized enterprise (SME): Yes

Voluntary, community or social enterprise (VCSE): No

Supported employment provider: No

Public service mutual: No

Connected people/organisations:

Organisation name: Iron Mountain Europe Plc

Companies House number: 05882719

Type: Organisation

Category: Parent or subsidiary company

Registered address: Ground Floor, 4 More London Riverside, London,

SE1 2AU, UK

Postal address: Ground Floor, 4 More London Riverside, , London, SE1 2AU, UK

Organisation name: Iron Mountain Incorporated

Type: Organisation

Category: Parent or subsidiary company

Registered address: One Federal Street, Boston, Massachusetts,

02110, Boston, 02110, United States

Postal address One Federal Street, Boston, Massachusetts, 02110, Boston, 02110, United States

Contract 1. Lot 1 - Records Information Management Services

OFFSITE ARCHIVE STORAGE AND INTEGRATED SERVICES (UK) LIMITED

  • Companies House: 06472486
  • Public Procurement Organisation Number: PCZG-4168-XBRX

West 3 Atlantic Avenue

Stanford-Le-Hope

SS17 9ER

United Kingdom

Website: https://www.oasisgroup.com/

Region: UKH32 - Thurrock

Small or medium-sized enterprise (SME): No

Voluntary, community or social enterprise (VCSE): No

ON-SITE SCANNING LIMITED

  • Companies House: SC300640
  • Public Procurement Organisation Number: PDDT-2784-JXLQ

The Faulds Building Faulds Park

Inverclyde

PA19 1FB

United Kingdom

Email: info@on-sitescanning.co.uk

Website: http://www.on-sitescanning.co.uk

Region: UKM83 - Inverclyde, East Renfrewshire and Renfrewshire

Small or medium-sized enterprise (SME): Yes

Voluntary, community or social enterprise (VCSE): No

Supported employment provider: Yes

Public service mutual: No

Connected people/organisations:

Individual trustee information:

First name: Barry

Last name: Higgins

Nationality: British

Date of birth: 22 August 1979

Type: Individual

Category: Person with significant control

Registered address: 8 Edinburgh Drive , Gourock, PA19 1JX, UK

Registration date: 06 April 2016 Control conditions: Owns shares, Has voting rights, Can appoint or

remove directors, Has other significant influence or control

Individual trustee information:

First name: Ross

Last name: Campbell

Nationality: British

Date of birth: 08 March 1978

Type: Individual

Category: Person with significant control

Registered address: 14 Barrhill Road, Gourock , PA19 1JX , UK

Registration date: 06 April 2006 Control conditions: Owns shares, Has voting rights, Can app

Contract 1. Lot 1 - Records Information Management Services

Contract 2. Lot 2 - Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services

Contract 3. Lot 3 - Full Management of National Health Service (NHS) Patient Records

PARAGON CUSTOMER COMMUNICATIONS (LONDON) LIMITED

  • Companies House: 02788181
  • Public Procurement Organisation Number: PJNQ-8838-LTBY

Lower Ground Floor, Park House, 16/18

London

EC2M 7EB

United Kingdom

Website: https://uk.paragon.world/

Region: UKI31 - Camden and City of London

Small or medium-sized enterprise (SME): No

Voluntary, community or social enterprise (VCSE): No

PEARL SCAN SOLUTIONS LTD

  • Companies House: 04637136
  • Public Procurement Organisation Number: PZRN-5852-MRVW

The Exchange

Bury

BL9 0DN

United Kingdom

Website: https://www.pearl-scan.co.uk/

Region: UKD37 - Greater Manchester North East

Small or medium-sized enterprise (SME): Yes

Voluntary, community or social enterprise (VCSE): No

RESTORE PLC

  • Companies House: 05169780
  • Public Procurement Organisation Number: PPRW-9527-JMTM

8 Beam Reach

Rainham

RM13 9YB

United Kingdom

Email: bids@restoredigital.co.uk

Website: http://www.restore.co.uk

Region: UKI52 - Barking & Dagenham and Havering

Small or medium-sized enterprise (SME): No

Voluntary, community or social enterprise (VCSE): No

Supported employment provider: No

Public service mutual: No

Contract 1. Lot 1 - Records Information Management Services

Contract 2. Lot 2 - Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services

Contract 3. Lot 3 - Full Management of National Health Service (NHS) Patient Records

Contract 4. Lot 4 - Specialist Records Management Services

RICOH UK LIMITED

  • Companies House: 01271033
  • Public Procurement Organisation Number: PMHC-4165-CBLG

900 Pavilion Drive

Northampton

NN4 7RG

United Kingdom

Website: http://www.ricoh.co.uk

Region: UKF24 - West Northamptonshire

Small or medium-sized enterprise (SME): No

Voluntary, community or social enterprise (VCSE): Yes

STORETEC SERVICES LIMITED

  • Companies House: 04719444
  • Public Procurement Organisation Number: PCML-5439-GCJR

Sidings Business Park

Hull

HU3 4XA

United Kingdom

Email: tenders@storetec.net

Website: https://www.storetec.net/

Region: UKE11 - Kingston upon Hull, City of

Small or medium-sized enterprise (SME): Yes

Voluntary, community or social enterprise (VCSE): No

Supported employment provider: No

Public service mutual: No

Connected people/organisations:

Organisation name: BRIDGES COMMUNITY VENTURES NOMINEES

LIMITED

Companies House number: 04444612

Type: Organisation

Category: Parent or subsidiary company

Registered address: 38 Seymour Street, London, W1H 7BP, UK

Postal address: 38 Seymour Street, London, W1H 7BP, UK

Contract 1. Lot 1 - Records Information Management Services

Contract 2. Lot 2 - Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services

Contract 3. Lot 3 - Full Management of National Health Service (NHS) Patient Records

XBP EUROPE LIMITED

  • Companies House: 01283512
  • Public Procurement Organisation Number: PXPG-1927-VTWY

Baronsmede

Egham

TW20 9AB

United Kingdom

Email: daren.williams@xbpeurope.com

Website: https://xbpeurope.com/en-ce/

Region: UKJ25 - West Surrey

Small or medium-sized enterprise (SME): No

Voluntary, community or social enterprise (VCSE): No

Supported employment provider: No

Public service mutual: No

Contract 2. Lot 2 - Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services

XEROX (UK) LIMITED

  • Companies House: 00330754
  • Public Procurement Organisation Number: PNNC-4675-LGHQ

Building 4 Uxbridge Business Park

Uxbridge

UB8 1DH

United Kingdom

Email: uxb.bidteam@xerox.com

Website: http://www.xerox.co.uk

Region: UKJ13 - Buckinghamshire CC

Small or medium-sized enterprise (SME): No

Voluntary, community or social enterprise (VCSE): No

Supported employment provider: No

Public service mutual: No

Connected people/organisations:

Organisation name: Xerox Capital (Europe) Limited

Registered legal form: Limited Company

Companies House number: 3070508

Type: Organisation

Category: Registered company

Registered address: Building 4, Uxbridge Business Park, Sanderson

Road, Uxbridge, UB8 1DH, UK

Postal address: Building 4, Uxbridge Business Park, Sanderson Road,

Uxbridge, UB8 1DH, UK

Registration date: 06 April 2016 Control conditions: Owns shares, Has voting rights, Can appoint or remove directors

Contract 2. Lot 2 - Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services

Contract 3. Lot 3 - Full Management of National Health Service (NHS) Patient Records

Contracting authority

Crown Commercial Service

  • Public Procurement Organisation Number: PBZB-4962-TVLR

The Capital, Old Hall Street

Liverpool

L3 9PP

United Kingdom

Email: procurementassuranceandgovernance@crowncommercial.gov.uk

Region: UKD72 - Liverpool

Organisation type: Public authority - central government