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
Bidders are required to sign Attachment 8 Non Disclosure Agreement before being able to view the full suite of ITT documents.
Commercial tool
Establishes a framework
Total value (estimated)
- £500,000,000 excluding VAT
- £600,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 23 March 2026 to 22 March 2030
- 4 years
Main procurement category
Services
Contract locations
- UK - United Kingdom
- GG - Guernsey
- IM - Isle of Man
- JE - Jersey
Not the same for all lots
CPV classifications are shown in Lot sections, because they are not the same for all lots.
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 value (estimated)
- £100,000,000 excluding VAT
- £120,000,000 including VAT
Framework lot values may be shared with other lots
CPV classifications
- 48000000 - Software package and information systems
- 48311100 - Document management system
- 48613000 - Electronic data management (EDM)
- 48800000 - Information systems and servers
- 63120000 - Storage and warehousing services
- 63121000 - Storage and retrieval services
- 63121100 - Storage services
- 64216200 - Electronic information services
- 72212780 - System, storage and content management software development services
- 72220000 - Systems and technical consultancy services
- 72222100 - Information systems or technology strategic review services
- 72222200 - Information systems or technology planning services
- 72222300 - Information technology services
- 72223000 - Information technology requirements review 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
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
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 value (estimated)
- £250,000,000 excluding VAT
- £300,000,000 including VAT
Framework lot values may be shared with other lots
CPV classifications
- 48000000 - Software package and information systems
- 48311100 - Document management system
- 48613000 - Electronic data management (EDM)
- 48800000 - Information systems and servers
- 63120000 - Storage and warehousing services
- 63121000 - Storage and retrieval services
- 63121100 - Storage services
- 64216200 - Electronic information services
- 72212780 - System, storage and content management software development services
- 72220000 - Systems and technical consultancy services
- 72222100 - Information systems or technology strategic review services
- 72222200 - Information systems or technology planning services
- 72222300 - Information technology services
- 72223000 - Information technology requirements review 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
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
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 value (estimated)
- £100,000,000 excluding VAT
- £120,000,000 including VAT
Framework lot values may be shared with other lots
CPV classifications
- 48000000 - Software package and information systems
- 48311100 - Document management system
- 48613000 - Electronic data management (EDM)
- 48800000 - Information systems and servers
- 63120000 - Storage and warehousing services
- 63121000 - Storage and retrieval services
- 63121100 - Storage services
- 64216200 - Electronic information services
- 72212780 - System, storage and content management software development services
- 72220000 - Systems and technical consultancy services
- 72222100 - Information systems or technology strategic review services
- 72222200 - Information systems or technology planning services
- 72222300 - Information technology services
- 72223000 - Information technology requirements review 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
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
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.
Lot value (estimated)
- £50,000,000 excluding VAT
- £60,000,000 including VAT
Framework lot values may be shared with other lots
CPV classifications
- 48311100 - Document management system
- 48613000 - Electronic data management (EDM)
- 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
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Framework
Maximum number of suppliers
22
Maximum percentage fee charged to suppliers
0.5%
Further information about fees
The Supplier will pay, excluding VAT, 0.5% of all the Charges for the Deliverables invoiced to the Buyer under all Call-Off Contracts.
Framework operation description
Refer to Framework Schedule 7 - Call-Off Award Procedure for details of the competitive selection processes for the award of contracts under this framework.
In the event that there is a challenge to the Competition and such a challenge is confined to any one particular Lot, the Authority reserves the right to the extent that it is lawful to do so, to conclude a Framework Contract with the successful Suppliers in respect of the Lot(s) that has (have) not been so challenged." and this should go in the lot descriptions the rest is covered in the ITT The Authority also reserves the right to extend Lots by varying durations.
Award method when using the framework
Either with or without competition
Contracting authorities that may use the framework
Refer to RM6346 Records Information Management, Digital Solutions and Associated Services - Customer List for details of contracting authorities that may use the framework.
Participation
Legal and financial capacity conditions of participation
Lot 1. Records Information Management Services
Lot 2. Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services
Lot 3. Full Management of National Health Service (NHS) Patient Records (Off Site)
Lot 4. Specialist Records Management Services
The conditions of participation relating to the legal and financial capacity are set out in the ITT, in the procurement specific questionnaire. The conditions of participation will be assessed in accordance with the assessment methodologies detailed in the procurement specific questionnaire and Attachment 2 How to tender.
Technical ability conditions of participation
Lot 1. Records Information Management Services
Lot 2. Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services
Lot 3. Full Management of National Health Service (NHS) Patient Records (Off Site)
Lot 4. Specialist Records Management Services
The conditions of participation relating to technical capability are set out in the ITT, in the procurement specific questionnaire. The conditions of participation will be assessed in accordance with the assessment methodologies detailed in the procurement specific questionnaire and Attachment 2 How to tender.
Particular suitability
Lot 1. Records Information Management Services
Lot 2. Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services
Lot 3. Full Management of National Health Service (NHS) Patient Records (Off Site)
Lot 4. Specialist Records Management Services
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
5 September 2025, 5:00pm
Tender submission deadline
29 September 2025, 3:00pm
Electronic auction will be used
Yes
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
23 February 2026
Award criteria
Lot 1. Records Information Management Services
Lot 2. Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services
Lot 3. Full Management of National Health Service (NHS) Patient Records (Off Site)
| Name | Description | Type | Weighting |
|---|---|---|---|
| Price | You must read the Attachment 2d Quality questionnaire for the details of this question's requirement, response guidance and marking scheme |
Price | 50% |
| Supporting Buyers entering and exiting Call-Off Contracts | You must read the Attachment 2d Quality questionnaire for the details of this question's requirement, response guidance and marking scheme |
Quality | 25% |
| Contract Management | You must read the Attachment 2d Quality questionnaire for the details of this question's requirement, response guidance and marking scheme |
Quality | 15% |
| Social Value Delivery | You must read the Attachment 2d Quality questionnaire for the details of this question's requirement, response guidance and marking scheme |
Quality | 10% |
Lot 4. Specialist Records Management Services
| Name | Description | Type | Weighting |
|---|---|---|---|
| Price | You must read the Attachment 2d Quality questionnaire for the details of this question's requirement, response guidance and marking scheme |
Price | 50% |
| Specialist Records Management Services | You must read the Attachment 2d Quality questionnaire for the details of this question's requirement, response guidance and marking scheme |
Quality | 25% |
| Contract Management | You must read the Attachment 2d Quality questionnaire for the details of this question's requirement, response guidance and marking scheme |
Quality | 15% |
| Social Value Delivery | You must read the Attachment 2d Quality questionnaire for the details of this question's requirement, response guidance and marking scheme |
Quality | 10% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
- Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Crown Commercial Service
- Public Procurement Organisation Number: PBZB-4962-TVLR
9th Floor, The Capital, Old Hall Street
Liverpool
L3 9PP
United Kingdom
Region: UKD72 - Liverpool
Organisation type: Public authority - central government