Official UK procurement notice
Records Information Management, Digital Solutions and Associated Services
Authority: Crown Commercial Service (Central government)
What is being bought5 lots · detail below
Published requirement descriptionCrown Commercial Service (CCS) as the Authority has put in place a Pan Government Collaborative Framework Contract 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 and Devolved Administrations. The Framework includes Digital Workflow and Cloud Based Hosting services, Storage, Scanning, Shredding, Technical Resources, Clinic Preparation and Management of NHS Patient Records and Specialist Services e.g. Appraisal and Selection and Sensitivity Review.
CPV: Archive destruction services · Archive services · Archiving services · Auditing services · Business and management consultancy services · Cataloguing services · Data capture services · Data entry services · Data preparation services · Document management services · Document management system · Documentation services · +10 more
How this framework works
From the published notice- Bids received
- 7 bids received · 13 suppliers appointed
- Electronic auction
- yes
Lots and requirements (5)Procurement structure
5 lots · no lot values published · evaluation weights differ by lotLot #1Records Information Management ServicesCancelled
Lot 1 is for the provision of Records Information Management Services, which include the following service lines:
SL1: On Site Storage of Active Physical Records
SL2: On Site Storage of Inactive Physical Records
SL3: On/Off Site Combination Physical Records
SL4: On/Off Site Shredding Destruction and Disposal
SL5: Scanning services
SL6: Data Entry services.
Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 1 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement.
Cyber Essentials Basic
ISO27001 Information Security Standard
ISO27002 Information Security Code of Practice
ISO9001 Quality Management Systems
ISO14001 Environmental Management
BS 4971:2017 Guide for the Storage and Exhibition of Archival materials
BS EN 15713 Secure Destruction of Confidential Material
BS 7858 Security Screening
BS10008 Electronic Information Management
BIP 0008 Code of Practice for Legally Admissibility and Evidential Weighting Additional information: For Lot 1, Bidders who have met the minimum quality threshold applicable to each of the following questions, AQB1, AQB2 and AQC1 will be invited to participate in the eAuction. At eAuction the Bidders who are ranked 1-5 will be awarded a Framework Contract (subject to due diligence).
Lot #2Digital Workflow and Cloud Based Hosting SolutionsCancelled
Lot 2 is for the provision of Digital Workflow and Cloud Based Hosting Solutions, which include the following services lines:
SL1: Digital Workflow Solutions (for example but not limited to document/content/records/workflow management, hybrid mail and data entry services)
SL2: Cloud Based Hosting Solution
SL3: Bulk Scanning Services (including file preparation)
SL4: Third Party Interim Technical Resources (e.g. Technical/Security Architects).
Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 2 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement.
Cyber Essentials Basic
ISO27001 Information Security Management System
ISO27002 Information Security Management
ISO9001 Quality Management System
ISO14001 Environmental Management
BS EN 15713 Secure Destruction of Confidential Material
BS 7858 Security Screening
BS10008 Electronic Information Management
BIP 0008 Code of Practice for Legal Admissibility and Evidential Weight of Information Stored Electronically
Suppliers will be required to follow and demonstrate compliance with relevant NCSC Guidance. Additional information: A framework contract will be awarded to 8 bidders for this lot.
Lot #3Full Management of National Health Service (NHS) Patient Records (Off-site)Cancelled
Lot 3 is for the provision of Full Management of National Health Service (NHS) Patient Records (Off-site), which includes the following services lines:
SL1) Clinic Preparation and Management of NHS Patient Records;
SL2) Digitisation (Scanning) of Patient Records;
SL3) Off-site Storage of Patient Records;
SL4) Third Party Interim Resources
Additional Services: On Site Managed Service; and Shredding, Destruction and Disposal Services
Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 3 procurement, bidders will be required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement.
Cyber Essentials Basic
ISO27001 Information Security Standard
ISO27002 Information Security Code of Practice
ISO9001 Quality Management System
ISO9001 Quality Management System
ISO14001 Environmental Management
BS 4971:2017 Guide for the Storage and Exhibition of Archival materials
BS EN 15713 Secure Destruction of Confidential Material
BS 7858 Security Screening
BS10008 Electronic Information Management
BIP 0008 Code of Practice for Legal Admissibility and Evidential Weight of Information Stored Electronically Additional information: A framework contract will be awarded to 5 bidders.
Lot #4Specialist Records Management Services (On and/or Off Site)Cancelled
Lot 4 is for the provision of Specialist Records Management Services (On and/or Off Site), which includes the following services lines:
SL1: Listing
SL2: Cataloguing
SL3: Appraisal and Selection
SL4: Sensitivity Review (Triage and/or Fully Managed) Service
SL5: Record Preparation Service.
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) in connection with the procurement.
Cyber Essentials Basic
ISO27001 – Information Security Standard
BS 7858 – Security Screening. Additional information: A framework contract will be awarded to 5 bidders.
Lot #5Combined Digital Workflow, Cloud Based Hosting and Records Information Management ServicesAwarded
Lot 5 is for the provision of Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services, which includes the following services lines:
SL1: On Site Storage of Active Physical Records
SL2: On Site Storage of Inactive Physical Records
SL3: On/Off Site Combination Physical Records
SL4: On/Off Site Shredding Destruction and Disposal
SL5: Scanning services
SL6: Data Entry services
SL7: Digital Workflow Solutions
SL8: Cloud Based Hosting Solution
SL9: Bulk Scanning Services (including file preparation)
SL10: Interim Technical Resources.
Crown Commercial Service wish to bring to your attention that it is expected that to participate in this Lot 5 procurement, bidders were required to demonstrate that they are certified for the services listed below (and/or equivalent) in connection with the procurement.
Cyber Essentials Basic
ISO27001 Information Security Standard
ISO27002 Information Security Code of Practice
ISO9001 Quality Management Systems
ISO14001 Environmental Management
BS EN 15713 Secure Destruction of Confidential Material
BS 7858 Security Screening
BS10008 Electronic Information Management
BIP 0008 Code of Practice for Legal Admissibility and Evidential Weight of Information Stored Electronically
BS 4971:2017 Guide for the Storage and Exhibition of Archival materials
Suppliers were required to follow and demonstrate compliance with relevant NCSC Guidance. Additional information: A framework contract was awarded to 6 bidders.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Lots publish different evaluation splits; there is no single procedure weighting.
- Price carries 30–100 points depending on the lot. Read the split per lot below.
- “Records Information Management, Digital Solutions and Associated…” is a framework: the contest is a place on its panel, not a single contract.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Framework agreement
- Who may use this agreement
- Not stated in the notice; call-off rights may be limited to the establishing authority
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Unspecified in notice
- First published
- 26 Apr 2021, 22:55 BST
- Last source update
- 26 Apr 2021, 22:55 BST
- Authority reference
RM6175- FTS notice number
2021/S 000-008954- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-02aa6bFind a Tender
Publisher note: As part of this contract notice the following documents can be accessed at: https://www.contractsfinder.service.gov.uk/Notice/1fd6b20d-c917-4ecb-a226-7b489c8b87a5 1) Contract notice transparency information for the agreement; 2) Contract notice authorised customer list; 3) Rights reserved for CCS framework. On 2.4.2014 Government introduced its Government Security Classifications (GSC) scheme which replaced Government Protective Marking Scheme (GPMS). A key aspect is the reduction in the number of security classifications used. All bidders should make themselves aware of the changes as it may impact this requirement. This link provides information on the GSC at: https://www.gov.uk/government/publications/government-security-classifications Cyber Essentials is a mandatory requirement for Central Government contracts which involve handling personal information or provide certain ICT products/services. Government is taking steps to reduce the levels of cyber security risk in its supply chain through the Cyber Essentials scheme. The scheme defines a set of controls which, when implemented, will provide organisations with basic protection from the most prevalent forms of threat coming from the internet. To participate in this procurement, bidders must be able to demonstrate they comply with the technical requirements prescribed by Cyber Essentials, for services under and in connection with this procurement. PLEASE NOTE: All certificates issued prior to 1 April 2020 or before 30 June 2020 on the existing scheme are valid until 30 June 2021. This includes those issued by Accreditation Bodies other than IASME. On 30 June 2021, any certificate issued under the old scheme will expire. Refer to https://www.ncsc.gov.uk/information/cyber-essentials-faqs for more information. CCS reserve the right to award a framework to any bidder whose final score is within 1% of the last position for Lots 2 to 5. CCS considers the Transfer of Undertakings (Protection of Employment) Regulations 2006 will not apply at framework level. We encourage bidders to take their own advice on whether TUPE is likely to apply, in particular circumstances of the call-off contract and carry out due diligence accordingly. Some purchases under this framework Agreement may have requirements that can be met under this Framework Agreement but the purchase of which may be exempt from the Procurement Regulations (as defined in Attachment 1 – About the framework within the invitation to tender documentation). In such cases, Call-offs from this Framework will be unregulated purchases for the purposes of the Procurement Regulations, and the buyers may, at their discretion, modify the terms of the Framework and any Call-off Contracts to reflect that buyer’s specific needs.
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast6 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.
Contracts
All 6 of these contracts carry the same published figure, £60,000,000, the framework's maximum for the whole notice, not each contract's own value. They are not eleven separate sums.
Records Information Management, Digital Solutions & Associated Services
- Signed
- 23 Mar 2021
- Value
- ceiling above
- Status
- active
Records Information Management, Digital Solutions & Associated Services
- Signed
- 23 Mar 2021
- Value
- ceiling above
- Status
- active
Records Information Management, Digital Solutions & Associated Services
- Signed
- 23 Mar 2021
- Value
- ceiling above
- Status
- active
Records Information Management, Digital Solutions & Associated Services
- Signed
- 23 Mar 2021
- Value
- ceiling above
- Status
- active
Records Information Management, Digital Solutions & Associated Services
- Signed
- 23 Mar 2021
- Value
- ceiling above
- Status
- active
Records Information Management, Digital Solutions and Associated Services
- Signed
- 23 Mar 2021
- Value
- ceiling above
- Status
- active
Bid statistics published by the authority
| Lot | Bids | SME | VCSE | Valid bid range |
|---|---|---|---|---|
| 5 · Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services | 7bids · 7 electronic | 2 | — | — |
Contracting authority & participating public bodies
Dispute resolution & review bodies
- The Minister for the Cabinet Office acting through Crown Commercial ServiceMediation body
- The Minister for the Cabinet Office acting through the Cabinet OfficeReview bodyReview contact point
Framework contractors & participating bidders
13 commercial parties on the notice- Cleardata UK LtdFramework contractor
- Compass Minerals Storage & Archives Limited (trading as DeepStore)Framework contractor
- Crown Records Management LimitedFramework contractor
- Go Shred LimitedFramework contractor
- IMMJ Systems LimitedFramework contractor
- Iron Mountain UK plcFramework contractor
- Microform Imaging LimitedFramework contractor
- OITUK Limited (trading as CCube Solutions)Framework contractor
- On Site Scanning LimitedFramework contractor
- Restore PlcFramework contractor
Show 3 more suppliers
- Ricoh UK LtdFramework contractor
- Scan House Solutions LimitedFramework contractor
- Xerox UK LTDFramework contractor
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.