Scope
Description
The Ministry of Defence currently manages a Pan-Government Public Private Partnership (PPP) contract for the storage, management, and transportation of public records. This contract, known as the Pan-Government Records Management Contract (PGRMC), is utilised by 20 Other Government Departments (OGDs) and Arms-Length Bodies (ALBs). A portion of the records managed under this arrangement are classified as SECRET, with the remainder classified up to OFFICIAL-SENSITIVE.
With the existing contract set to expire in 2028, the MOD, in collaboration with other government departments, is actively considering its approach to re-procuring these critical services.
The key elements of the requirement are:
• Secure Storage
• Management of Records
• Transport of Records
• Scanning Services
• Bulk Destruction of Records
Total value (estimated)
- £250,000,000 excluding VAT
- £300,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 7 December 2028 to 6 December 2038
- Possible extension to 6 December 2040
- 12 years
Main procurement category
Services
CPV classifications
- 79995100 - Archiving services
Contract locations
- UK - United Kingdom
Engagement
Engagement deadline
5 January 2026
Engagement process description
1. Given the need to reprocure a records management service, and recognising the technological advancements and the growing emphasis on digital, the Authority is initiating a Pre Market Engagement (PME) exercise for the PGRMC. This process aims to:
• Assess market interest, capacity, and capability.
• Explore innovative solutions to address key challenges.
• Inform the strategy for the upcoming procurement.
2. This PME is intended to help identify the potential bidders who can deliver the required services and who can collaborate with the Ministry of Defence and Other Government Departments to achieve the Authority's long-term strategic objectives. It will inform and shape the next steps and strategy for this procurement, based on the information and feedback received, ensuring that the proposed solution is robust, realistic and aligned with market conditions and appetite.
3. The PME exercise is designed to achieve the following:
• Identify Potential Bidders
• Explore Alternative Solutions
• Gather Feedback on Commercial Constraints
• Understand Risks and Opportunities
• Shape the Service Requirement
4. The PME process will follow these timelines:
• 18 Nov 2025 - Potential bidders register interest in participating in the PME to the MOD point of contact.
• 18 Nov 2025 - PME information pack issued to potential bidders
• 27 Nov 2025 - Webinar/Plenary presentation on the requirement and future procurement process (via MS Teams)
• 9 & 10 Dec 2025 - Bilateral meetings between MOD and potential bidders (via MS Teams).
• 5 January 2026 Potential bidders provide written feedback to the MOD point of contact.
Registering an Interest in Participating in the Market Engagement
5. Potential bidders interested in participating in this preliminary market engagement process should notify the MOD point of contact on defcomrcl-hobp1-ooo@mod.gov.uk no later than 12:00hrs GMT on 18 November 2025 detailing their company name, the names of those wishing to attend, their position/ title and email contact details. The point of contact will then send a copy of the information pack ahead of the bilateral presentation.
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Publication date of tender notice (estimated)
7 November 2028
Contracting authority
Ministry of Defence
- Public Procurement Organisation Number: PHVX-4316-ZVGZ
Whitehall
London
SW1A 2HB
United Kingdom
Email: defcomrcl-hobp1-ooo@mod.gov.uk
Website: https://www.gov.uk/government/organisations/ministry-of-defence
Region: UKI32 - Westminster
Organisation type: Public authority - central government