Scope
Reference
C33060
Description
The Digital Asset Data Information (DADI) programme is a digital programme of work within the overarching Asset Management Improvement Portfolio, with a whole life focus on how the Environment Agency as an owner-operator will digitally create, maintain and operate its asset estate in the future.
As part of the DADI programme, the Strategic File Management (SFM) project underpins the Agency’s ambition to be recognised as a world-class Asset Management (AM) organisation. The SFM goal is to deliver a solution for the management of the Environment Agency’s AM files which will be based on standardised and governed processes and include the supporting technological capability to carry out these processes. The desired solution will ensure that documentation relevant to an asset’s entire lifecycle is effectively managed and can be retrieved and accessed by a wide range of users in a number of formats.
The business objectives of this procurement are as follows:
• Implement a compliant, centralised file management system.
• Create a single source of truth supporting the entire asset lifecycle.
• Enable accurate, trusted Business Intelligence.
• Achieve ISO19650 and ISO55000 compliance.
• Improve file accessibility, storage, sharing, and user experience.
• Enhanced data governance and risk mitigation (e.g., reduced security and legal risks).
• Reduced inefficiencies, such as duplication and process waste.
• Ensure connectivity and interoperability with other Asset Management systems to support efficient sharing and consistency of asset information.
• Support carbon reduction and improved sustainability through streamlined practices.
• Provide the option for other Defra Group Bodies (https://www.gov.uk/government/organisations#department-for-environment-food-rural-affairs) and other UK "Paying Agencies" to utilise the contract.
The purpose of this notice is for DEFRA (on behalf of the EA) to make known that a Further Competition is being conducted via a Competitive Flexible procedure for Procurement of Enterprise Asset Management Common Data Environment (CDE).
Additional Information:
The budget for the initial term (five (5) years) is at a total of £3.7m (ex VAT) with the total contract value expected to be up to a total cost of £6.5m (ex VAT) during the overall maximum 10-year term (5+2+2+1), which includes the cost of implementation, delivery of the Service, and Exit and Transition. The contract value is an estimate only. The contract value estimate will be dependent upon whether an extension (in part or in whole) is enacted, whether any optional services (in part or in whole) are enacted, the extent of any contract changes, and the indices used to index prices.
Suppliers can access this by visiting https://defra-family.force.com/s/Welcome – this will require signing up to the Atamis system and following the instructions within the Portal.
Total value (estimated)
- £6,500,000 excluding VAT
- £7,800,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 12 October 2026 to 11 October 2031
- Possible extension to 14 September 2036
- 9 years, 11 months, 3 days
Description of possible extension:
The contract term will consist of an initial 5 year term (inclusive of a break clause at the third year), with the option to extend for a further 5 years in the following increments: 2+2+1 (subject to further approvals).
Options
The right to additional purchases while the contract is valid.
It should be noted that these optional years of contract extension can be executed in smaller increments if required. These will be to continue the Service for a longer duration but may introduce options to scale the service or widen the contract scope.
Main procurement category
Services
CPV classifications
- 72322000 - Data management services
- 72317000 - Data storage services
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UK - United Kingdom
Participation
Legal and financial capacity conditions of participation
1) Conditions for participation
1.2) Economic and financial standing
• Selection criteria as stated in the procurement documents
2) Conditions related to the contract
2.1) Information about staff responsible for the performance of the contract
• Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Technical ability conditions of participation
Selection criteria as stated in the procurement documents
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
5 March 2026, 4:00pm
Submission type
Requests to participate
Deadline for requests to participate
16 March 2026, 4:00pm
Submission address and any special instructions
All submissions must be made using the Defra tender portal (Atamis system).
Suppliers can access this ITT opportunity by visiting https://defra-family.force.com/s/Welcome – this will require signing up to the Atamis system and following the instructions within the Portal.
Tenderers must also be registered on the Central Digital Platform (CDF). Details of how to register can be found at https://www.gov.uk/government/publications/procurement-act-2023-short-guides/suppliers-how-to-register-your-organisation-and-first-administrator-on-find-a-tender-in-three-easy-steps-html
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
28 September 2026
Recurring procurement
Publication date of next tender notice (estimated): 8 October 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | 2A: Demonstration (8%) 2B: Proof-of-Concept (12%) 2C: Quality (40%) + Social Value (10%) |
Quality | 70.00% |
| Price | Commercial Envelope |
Price | 30.00% |
Other information
Payment terms
Additional details can be found in the following parts of the Mid-Tier Contract documentation:
• Core Terms (under Pricing and Payments section)
• Award Form (under Payment Method section)
• Schedule 3 Charges
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
This procurement is being conducted as a Competitive Flexible Procedure in accordance with the Procurement Act 2023.
The Tender will be split into the following high-level stages:
Stage One – Pre-Selection Stage. This will consist of the following sub-stages:
• 1A: Procurement Specific Questionnaire (PSQ), including Conditions of Participation (CoP).
• 1B: A Mini-Technical Envelope (Scored), which will be used to down-select suppliers.
Stage Two – Invitation to Submit Final Tender (ISFT) Stage. This will consist of the following sub-stages:
• 2A: Demonstration
• 2B: Proof-of-Concept (CoP)
• 2C: Quality Envelope (including Social Value) & Price (Commercial Envelope)
(OPTIONAL) Stage Three – Final Clarification and Negotiation
Full details of the Procurement Process, Evaluation Methodology and Response Instructions for each stage will be detailed in the Bidder Pack Documents and Supporting Documentation.
Please note: The Authority may update or amend this Tender Notice or the associated tender documents during the procurement. Any modifications will be made in accordance with Section 31 of the Procurement Act 2023, and all bidders will be notified at the same time
Communication:
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://defra-family.force.com/s/Welcome
Additional information can be obtained from the above-mentioned address.
Tenders or requests to participate must be submitted to the above-mentioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at https://defra-family.force.com/s/Welcome.
Documents
Associated tender documents
SFM - Bidder Pack (part one) core requirements.pdf
This Bidder Pack is issued in accordance with the provisions of the Procurement Act 2023. All procurement activities and contractual obligations arising from this Bidder Pack will be governed by the regulations and guidelines set forth in the Procurement Act 2023. Bidders are required to comply with the Act’s stipulations, ensuring transparency, fairness, and integrity throughout the procurement process.
The Bidder Pack comes in two parts.
This first part, The Core Requirements, provides details of the General Requirements, Government Transparency Agenda and Government Priorities.
SFM - Bidder Pack (part two) procurement specific requirements v.2 (Updated).pdf
This procurement is being carried out by Defra group Commercial in accordance with the Competitive Tendering Procedure as set out in the Procurement Act 2023 on behalf of the Environment Agency (EA).
All procurement activities and contractual obligations arising from this Bidder Pack will be governed by the Procurement Act 2023. Bidders are required to comply with the Act’s stipulations, ensuring transparency, fairness, and integrity throughout the procurement process.
The Bidder Pack comes in two parts.
This, the second part, the Procurement Specific Requirements, provides details of the Specification Requirements, Terms and Conditions of Contract, Evaluation Methodology, Procurement Timetable and Definitions.
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 FOR 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