- Scope of the procurement
- Lot 1. Records Information Management Services
- Lot 2. Digital Workflow and Cloud Hosting Solutions
- Lot 3. Full Management of National Health Service (NHS) Patient Records (Off site)
- Lot 4. Specialist Records Management Services (On and/or Off Site)
- Lot 5. Combined Digital Workflow, Cloud Based Hosting and Records Information Management
- Lot 6. TBC
Section one: Contracting authority
one.1) Name and addresses
The Minister for the Cabinet Office acting through Crown Commercial Service
9th Floor, The Capital Building, Old Hall Street
Liverpool
L3 9PP
RM6346recordsmanagement@crowncommercial.gov.uk
Telephone
+44 3454102222
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
Additional information can be obtained from the above-mentioned address
one.4) Type of the contracting authority
Ministry or any other national or federal authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Records Information Management, Digital Solutions and Associated Services
Reference number
RM6346
two.1.2) Main CPV code
- 63120000 - Storage and warehousing services
two.1.3) Type of contract
Services
two.1.4) Short description
Crown Commercial Service (CCS) acting as the Authority intends to put in place a Pan Government Collaborative Agreement for the provision of Records Information Management, Digital Solutions and Associated Services to be utilised by Central Government Departments and all other UK Public Sector Bodies, including Local Authorities, Health, Police, Fire and Rescue, Education (including schools, colleges and other educational establishments), Charities and third sector and Devolved Administrations.
Suppliers are advised to refer to ‘ADDITIONAL INFORMATION SECTION V1.3’ below for further important information.
two.1.5) Estimated total value
Value excluding VAT: £300,000,000
two.1.6) Information about lots
This contract is divided into lots: Yes
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
1. Records Information Management Services
2. Digital Workflow and Cloud Hosting Solutions
3. Full Management of National Health Service (NHS) Patient Records (Off site)
4. Specialist Records Management Services
5. Combined Digital Workflow, Cloud Based Hosting and Records Information Management
6. To be confirmed
two.2) Description
two.2.1) Title
Records Information Management Services
Lot No
1
two.2.2) Additional CPV code(s)
- 48311100 - Document management system
- 63121100 - Storage services
- 64216200 - Electronic information services
- 72312000 - Data entry services
- 72312100 - Data preparation services
- 72312200 - Optical character recognition services
- 72313000 - Data capture services
- 72512000 - Document management services
- 79131000 - Documentation services
- 79212000 - Auditing services
- 79212200 - Internal audit services
- 79311000 - Survey 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
- 92512100 - Archive destruction services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
SL1: Off Site Records Information Management Service
SL2: Off Site Storage of Inactive Records
SL3: On and/or Off Site Secure Shredding, Destruction and Disposal Services
SL4: On and/or Off Site Combined Records Information Management Services
SL5: On and/or Off Site Scanning Services (this service line cannot be used in isolation)
two.2.14) Additional information
To participate in Lot 1, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) under and in connection with the procurement.
ISO27001
ISO27002
BS EN 15713
BS 7858
ISO9001
BS10008
ISO14001
two.2) Description
two.2.1) Title
Digital Workflow and Cloud Hosting Solutions
Lot No
2
two.2.2) Additional CPV code(s)
- 48311100 - Document management system
- 63121000 - Storage and retrieval services
- 63121100 - Storage services
- 64216200 - Electronic information services
- 72312000 - Data entry services
- 72312100 - Data preparation services
- 72312200 - Optical character recognition services
- 72313000 - Data capture services
- 72512000 - Document management services
- 79212000 - Auditing services
- 79212200 - Internal audit services
- 79311000 - Survey 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
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
SL1: Digital Workflow Solutions
SL2: Cloud Based Hosting Service
SL1: Digital Workflow Solutions
SL2: Cloud Based Hosting Service
two.2.14) Additional information
To participate in Lot 2, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) under and in connection with the procurement.
ISO27001
ISO27002
BS EN 15713
BS 7858
ISO9001
BS10008
ISO14001
Required to follow & demonstrate compliance with relevant National Cyber Security Centre (NCSC) guidance.
two.2) Description
two.2.1) Title
Full Management of National Health Service (NHS) Patient Records (Off site)
Lot No
3
two.2.2) Additional CPV code(s)
- 63121000 - Storage and retrieval services
- 63121100 - Storage services
- 64216200 - Electronic information services
- 72312000 - Data entry services
- 72312100 - Data preparation services
- 72312200 - Optical character recognition services
- 72313000 - Data capture services
- 72512000 - Document management services
- 79131000 - Documentation services
- 79212000 - Auditing services
- 79212200 - Internal audit services
- 79311000 - Survey 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
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
● clinic preparation and management of NHS patient records
● digitisation (scanning) of patient records
● Off Site storage of patient records at supplier’s site(s)
● third party interim resources
● On Site managed service
● shredding, destruction and disposal (On and/or Off Site)
two.2.14) Additional information
To participate in Lot 3, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) under and in connection with the procurement.
ISO27001
ISO27002
BS EN 15713
BS 7858
ISO9001
BS10008
ISO14001
BSI5454
two.2) Description
two.2.1) Title
Specialist Records Management Services (On and/or Off Site)
Lot No
4
two.2.2) Additional CPV code(s)
- 48311100 - Document management system
- 63121000 - Storage and retrieval services
- 63121100 - Storage services
- 64216200 - Electronic information services
- 72312000 - Data entry services
- 72312100 - Data preparation services
- 72312200 - Optical character recognition services
- 72313000 - Data capture services
- 72512000 - Document management services
- 79131000 - Documentation services
- 79212000 - Auditing services
- 79212200 - Internal audit services
- 79311000 - Survey 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
- 92512100 - Archive destruction services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
SL1: Listing
SL2: Cataloguing
SL3: Appraisal and Selection
SL4: Sensitivity Review (Triage and/or Fully Managed) Service
SL5: Record Preparation Service
two.2.14) Additional information
Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 4 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) under and in connection with the procurement.
ISO27001 – Information Security Standard
BS 7858 – Security Screening
two.2) Description
two.2.1) Title
Combined Digital Workflow, Cloud Based Hosting and Records Information Management
Lot No
5
two.2.2) Additional CPV code(s)
- 48311100 - Document management system
- 63121000 - Storage and retrieval services
- 63121100 - Storage services
- 64216200 - Electronic information services
- 72312000 - Data entry services
- 72312100 - Data preparation services
- 72312200 - Optical character recognition services
- 79212000 - Auditing services
- 79212200 - Internal audit services
- 79311000 - Survey 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
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
SL1: Digital Workflow Solutions
SL2: Cloud Based Hosting Services
SL3: Scanning Services
SL4: Interim Technical Resource
SL5: Off Site Records Information Management Service
SL6: Off Site Storage of Inactive Records
SL7: Secure Shredding, Destruction and Disposal Services
SL8: Off site and/or On Site Combined Records Information Management Services
two.2.14) Additional information
To participate in Lot 5, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) under and in connection with the procurement.
ISO27001
ISO27002
BS EN 15713
BS 7858
ISO9001
BS10008
ISO14001
Required to follow and demonstrate compliance with relevant National Cyber Security Centre (NCSC) guidance.
two.2) Description
two.2.1) Title
TBC
Lot No
6
two.2.2) Additional CPV code(s)
- 63121000 - Storage and retrieval services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
TBC:
SL1: On-Site Storage of Active Physical Records
SL2: On-Site Storage of Inactive Physical Records
SL3: On/Off Combination Physical Records
SL4: On/Off Shredding Destruction and Disposal
SL5: Scanning services
SL6: Data Entry services
SL7: Digital Workflow Solutions
SL8: Cloud Hosting (SaaS) Solution
SL9: Bulk Scanning Services (including file preparation)
SL10: 3rd Party Interim Technical Resources
two.2.14) Additional information
TBC
two.3) Estimated date of publication of contract notice
25 June 2025
Section four. Procedure
four.1) Description
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section six. Complementary information
six.3) Additional information
A Future Opportunity on contract finder can be found here: https://www.contractsfinder.service.gov.uk/Notice/91651b02-d9ae-4425-bbd3-72aa5b234768
1. Crown Commercial Service invites suppliers to state their expression of interest in this tender by emailing RM6346recordsmanagement@crowncommercial.gov.uk no later than midday on 31st July 2024 and providing the following information:
Organisation Name;
Representative contact name, job title, email address and/or mobile number;
Confirm YES or NO to contact information being input within CCS Salesforce System in line with GDPR requirements; and
State which lot(s) interested in.
2. Suppliers are advised to draw their attention to the certification requirements specific to each Lot stated within Additional Requirements.
3. Crown Commercial Service (CCS) will use an eSourcing system for this competition and reserves the right to use an electronic auction. The eSourcing system we will use is https://crowncommercialservice.bravosolution.co.uk.
Please note that, to register, you must have a valid DUNS number (as provided by Dun and Bradstreet) for the organisation which you are registering, who will be entering into a contract if invited to do so.
5. The value in II.1.5 is an indicative value over 7 years (84 months).
6. The date in II.3) is the estimated date of publication, please refer to the CCS website page Upcoming Deals - RM6346 Records Information Management and Associated Services for updates.