Prior information notice
This notice is for prior information only
Section I: Contracting
authority
I.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
UK
Telephone: +44 3454102222
E-mail: RM6346recordsmanagement@crowncommercial.gov.uk
NUTS: UK
Internet address(es)
Main address: https://www.gov.uk/ccs
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
Additional information can be obtained from the abovementioned address
I.4) Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local subdivisions
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Records Information Management, Digital Solutions and Associated Services
Reference number: RM6346
II.1.2) Main CPV code
63120000
II.1.3) Type of contract
Services
II.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.
II.1.5) Estimated total value
Value excluding VAT:
300 000 000.00
GBP
II.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
II.2) Description
Lot No: 1
II.2.1) Title
Records Information Management Services
II.2.2) Additional CPV code(s)
48311100
63121100
64216200
72312000
72312100
72312200
72313000
72512000
79131000
79212000
79212200
79311000
79311200
79410000
79995100
79995200
79996100
79999100
92512000
92512100
II.2.3) Place of performance
NUTS code:
UK
II.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)
II.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
Lot No: 2
II.2.1) Title
Digital Workflow and Cloud Hosting Solutions
II.2.2) Additional CPV code(s)
48311100
63121000
63121100
64216200
72312000
72312100
72312200
72313000
72512000
79212000
79212200
79311000
79311200
79410000
79995100
79995200
79996100
79999100
92512000
II.2.3) Place of performance
NUTS code:
UK
II.2.4) Description of the procurement
SL1: Digital Workflow Solutions
SL2: Cloud Based Hosting Service
SL1: Digital Workflow Solutions
SL2: Cloud Based Hosting Service
II.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.
Lot No: 3
II.2.1) Title
Full Management of National Health Service (NHS) Patient Records (Off site)
II.2.2) Additional CPV code(s)
63121000
63121100
64216200
72312000
72312100
72312200
72313000
72512000
79131000
79212000
79212200
79311000
79311200
79410000
79995100
79995200
79996100
79999100
92512000
II.2.3) Place of performance
NUTS code:
UK
II.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)
II.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
Lot No: 4
II.2.1) Title
Specialist Records Management Services (On and/or Off Site)
II.2.2) Additional CPV code(s)
48311100
63121000
63121100
64216200
72312000
72312100
72312200
72313000
72512000
79131000
79212000
79212200
79311000
79311200
79410000
79995100
79995200
79996100
79999100
92512000
92512100
II.2.3) Place of performance
NUTS code:
UK
II.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
II.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
Lot No: 5
II.2.1) Title
Combined Digital Workflow, Cloud Based Hosting and Records Information Management
II.2.2) Additional CPV code(s)
48311100
63121000
63121100
64216200
72312000
72312100
72312200
79212000
79212200
79311000
79311200
79410000
79995100
79995200
79996100
79999100
92512000
II.2.3) Place of performance
NUTS code:
UK
II.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
II.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.
Lot No: 6
II.2.1) Title
TBC
II.2.2) Additional CPV code(s)
63121000
II.2.3) Place of performance
NUTS code:
UK
II.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
II.2.14) Additional information
TBC
II.3) Estimated date of publication of contract notice:
25/06/2025
Section IV: Procedure
IV.1) Description
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
Section VI: Complementary information
VI.3) Additional information
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 and monitor Tenders Electronic Daily for the publication of the OJEU contract notice.
VI.5) Date of dispatch of this notice
03/07/2024