Official UK procurement notice
Records Information Management, Digital Solutions and Associated Services 2
Authority: Government Commercial Agency (Central government)
What is being bought4 lots · detail below
Published requirement descriptionThis 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
The original Procurement identifier (OCID) of ocds-h6vhtk-0503c8 was published within the UK4 Tender notice on 22 August 2025 and this was replaced on 8 October 2025 with the following Procurement identifier (OCID) ocds-h6vhtk-05aa81
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 · +19 more
How this framework works
From the published notice- Type
- Closed framework
- Call-offs
- call-offs may be awarded directly or by further competition
- Places
- up to 22 suppliers · 13 bids on the busiest of 4 lots (0.6 per place) · 11 appointed
- Framework period
- 4 yrs from 23 Mar 2026
- Electronic auction
- yes
- Supplier levy on call-offs (max %)
0.50% of call-off value · The Supplier will pay, excluding VAT, 0.5% of all the Charges for the Deliverables invoiced to the Buyer under all Call-Off Contracts.
Who may buy through it
Refer to RM6346 Records Information Management, Digital Solutions and Associated Services - Customer List for details of contracting authorities that may use the framework.
Published description of the framework
Refer to Framework Schedule 7 - Call Off Award Procedure for details
of the competitive selection processes for the award of contracts
under this framework.
- Provision of Offsite Records Services. · Commission for Tertiary Education and Research (Medr) · 16 Sept 2026
- UK6 - Records Management · Foreign, Commonwealth and Development Office · 27 Aug 2026
- Storage of the British Library's RMS and Sound Archive Collection · British Library Board · 20 Aug 2026
Notices that name this framework as their framework in the official record. Many call-offs are never published, so this is a floor, not utilisation.
Lots and requirements (4)Procurement structure
4 lots · all with a published value · same conditions of participation on every lot · evaluation weights differ by lotEvery one of these 2 lots carries the same published figure, £100,000,000: it is the framework's maximum for the whole notice, not each lot's own budget, and no share per lot is published. The cards below say ceiling above rather than repeat it.
Lot #1Records Information Management ServicesAwardedceiling above
Records Information Management Services
- Off Site RIM Services
- Off Site Inactive Records
- On/Off Site Secure Shredding, Destruction & Disposal
- On/Off/Combination RIM Services
- On/Off Site Scanning Services
A framework contract will be awarded to a maximum of 6 bidders for Lot 1.
- Economic & financial standing
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 & professional ability
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.
Lot #2Combined Digital Workflow, Cloud Based Hosting and Records Information Management ServicesAwardedPublished value£250,000,000
Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services
- Digital Workflow
- Cloud Based Hosting
- Scanning
- Interim Technical Resources
- Off Site RIM Services
- Off Site Storage of Inactive Records
- Secure Shredding, Destruction & Disposal
- Off/On Site Combined RIM Services
A framework contract will be awarded to a maximum of 6 bidders for Lot 2.
- Economic & financial standing
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 & professional ability
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.
Lot #3Full Management of National Health Service (NHS) Patient Records (Off Site)Awardedceiling above
Full Management of National Health Service (NHS) Patient Records (Off Site)
- Clinic Prep & Mgmt of NHS Patient Records
- Digitisation of Patient records
- Off Site Storage
- 3rd Party Interim Resources
Scanning Services
- On Site managed Service
- Shredding, Destruction & Disposal (On/Off Site)
A framework contract will be awarded to a maximum of 6 bidders for Lot 3
- Economic & financial standing
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 & professional ability
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.
Lot #4Specialist Records Management ServicesAwardedPublished value£50,000,000
Specialist Records Management Services
- Listing
- Cataloguing
- Appraisal & Selection
- Sensitivity Review
- Records Preparation
A framework contract will be awarded to a maximum of 4 bidders for Lot 4.
- Economic & financial standing
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 & professional ability
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.
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.
| Lot | Quality | Price | Social value | Split |
|---|---|---|---|---|
| 1 · Records Information Management Services | 40% | 50% | 10% | |
| 2 · Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services | 40% | 50% | 10% | |
| 3 · Full Management of National Health Service (NHS) Patient Records (Off Site) | 40% | 50% | 10% | |
| 4 · Specialist Records Management Services | 40% | 50% | 10% |
- Economic & financial standing
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 & professional ability
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.
- Price carries 50 points on every lot: a 10% discount moves about 5 points.
- “Records Information Management, Digital Solutions and Associated…” is a framework: the contest is a place on its panel, up to 22 suppliers, not a single contract: call-offs may be direct or by further competition.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Framework agreement
- Who may use the vehicle
- Refer to RM6346 Records Information Management, Digital Solutions and Associated Services - Customer List for details of contracting authorities that may use the framework.
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA, CPTPP)
- Recurring procurement
- Unspecified in notice
- First published
- 16 Apr 2025, 11:07 BST
- Last source update
- 27 Mar 2026, 10:01 GMT
- Award evaluation window
- Submission end – 23 Feb 2026
- Authority reference
RM6346- FTS notice number
2025/S 000-050772- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area in notice
- Official registry OCID
ocds-h6vhtk-0503c8Find a Tender
How it was run
Official notice- Appointment period ends
- 29 Sept 2025, 15:00 BST
- Clarification deadline
- 5 Sept 2025, 17:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
- Supplier levy on call-offs (max %)
call-off levy · 0.50% of call-off value · The Supplier will pay, excluding VAT, 0.5% of all the Charges for the Deliverables invoiced to the Buyer under all Call-Off Contracts.
Timeline
16 Apr 2025 → 27 Mar 2026 · 10 dates- Planning notice published16 Apr 2025, 11:07 BST
- Next notice expected20 Aug 2025, 23:59 BST
- Tender notice published22 Aug 2025, 10:43 BST
- Clarification questions by5 Sept 2025, 17:00 BST
- Admission / appointment period ends382 days ago · period end, not a bid countdown29 Sept 2025, 15:00 BST
- Assessment summaries sent236 days ago23 Feb 2026
- Award decision expected by235 days ago23 Feb 2026, 23:59 GMT
- Standstill ends226 days ago4 Mar 2026, 23:59 GMT
- Contract starts208 days ago23 Mar 2026
- Latest notice published203 days ago27 Mar 2026, 10:01 GMT
Notice history
13 events · 7 releases on Find a Tender · since 16 Apr 2025- Pipeline notice published16 Apr 2025, 11:07 BSTUK1
- Preliminary market engagement notice published30 Jun 2025, 10:44 BSTUK2
- Published value updated to £500,000,00030 Jun 2025, 10:44 BSTwas £400,000,000
- Pipeline notice published8 Jul 2025, 10:00 BSTUK1
- Preliminary market engagement notice published8 Aug 2025, 09:50 BSTUK2
- Tender notice published22 Aug 2025, 10:43 BSTUK4
- Status changed to active22 Aug 2025, 10:43 BST
- Procurement method changed22 Aug 2025, 10:43 BST
- Deadline published: 29 Sept 2025, 15:00 BST22 Aug 2025, 10:43 BST
- Contract award notice published23 Feb 2026, 13:06 GMTUK6
- Status changed to complete23 Feb 2026, 13:06 GMT
- Contract signature expected5 Mar 2026, 23:59 GMTscheduled
- Contract details notice published27 Mar 2026, 10:01 GMTUK7
Published amendments (1)
The following changes have been made: - Description - Estimated Value
Routine re-releases (7)
- 2025-08: 1 release · 8 Aug 2025
- 2025-07: 1 release · 8 Jul 2025
- 2025-06: 1 release · 30 Jun 2025
- 2025-04: 1 release · 16 Apr 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast£100,000,000 is the framework's published maximum, restated by the publisher on 2 award rows. It is one ceiling, not 2 separate sums, and no share per lot is published; those rows read “ceiling above”.
Contracts
All 2 of these contracts carry the same published figure, £100,000,000, the framework's maximum for the whole notice, not each contract's own value. They are not eleven separate sums.
Lot 1 - Records Information Management Services · Compass Minerals Storage & Archives Limited, trading as ‘DeepStore’, Iron Mountain (UK) PLC, Kelly's Storage LtdSME, On-site Scanning LtdSME, Restore PLC, Storetec ServicesSME
- Signed
- 5 Mar 2026
- Value
- ceiling above
- Period
- 5 Mar 2026 – 4 Mar 2030
- Status
- active
Lot 2 - Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services · Crown Records Management LimitedSME, Exela Technologies Limited, Harlow Printing LimitedSME, On-site Scanning LtdSME, Restore PLC, Storetec ServicesSME +1 more
- Signed
- 5 Mar 2026
- Value
- £250,000,000
- Period
- 5 Mar 2026 – 4 Mar 2030
- Status
- active
Lot 3 - Full Management of National Health Service (NHS) Patient Records (Off Site) · Dajon Data Management LtdSME, Iron Mountain (UK) PLC, On-site Scanning LtdSME, Restore PLC, Storetec ServicesSME, XEROX UK LIMITED
- Signed
- 5 Mar 2026
- Value
- ceiling above
- Period
- 5 Mar 2026 – 4 Mar 2030
- Status
- active
Lot 4 - Specialist Records Management Services · Dajon Data Management LtdSME, Iron Mountain (UK) PLC, Restore PLC
- Signed
- 5 Mar 2026
- Value
- £50,000,000
- Period
- 5 Mar 2026 – 4 Mar 2030
- Status
- active
Bid statistics published by the authority
| Lot | Bids | SME | VCSE | Valid bid range |
|---|---|---|---|---|
| 1 · Records Information Management Services | 12final-stage tenders · 13 at stage one | 6 | 0 | — |
| 2 · Combined Digital Workflow, Cloud Based Hosting and Records Information Management Services | 13final-stage tenders | 7 | 1 | — |
| 3 · Full Management of National Health Service (NHS) Patient Records (Off Site) | 11final-stage tenders | 6 | 0 | — |
| 4 · Specialist Records Management Services | 3final-stage tenders | 1 | 0 | — |
Who bid
- wonSTORETEC SERVICES LIMITEDSME · Yorkshire and the Humber · 1, 2, 3
- wonON-SITE SCANNING LIMITEDSME · Scotland · 1, 2, 3
- wonCOMPASS MINERALS STORAGE & ARCHIVES LIMITED · Greater London · 1
- wonRESTORE PLC · Greater London · all lots
- wonIron Mountain UK Plc · Greater London · all lots
- wonKelly's Storage LimitedSME · South East England · 1, 3
- wonXBP EUROPE LIMITED · South East England · 2, 1
- wonXEROX (UK) LIMITED · South East England · 2, 3
- wonHARLOW PRINTING LIMITED T/A HARLOW SOLUTIONSSME · North East England · 2, 1
- wonCROWN RECORDS MANAGEMENT LIMITED T/A CROWN INFORMATION MANAGEMENTSME · Scotland · 2, 1, 3
- wonDajon Data Management LtdSME · Greater London · 3, 4, 2
- did not winCLEARDATA UK LIMITEDSME · North East England · 1, 2, 3
- did not winOFFSITE ARCHIVE STORAGE AND INTEGRATED SERVICES (UK) LIMITED · East of England · 1, 3
- did not winCapita Business Services Ltd · Greater London · 1, 3
- did not winRICOH UK LIMITEDVCSE · East Midlands · 2
- did not winPEARL SCAN SOLUTIONS LTDSME · North West England · 2
- did not winPARAGON CUSTOMER COMMUNICATIONS (LONDON) LIMITED · Greater London · 2
Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.
Contracting authority & participating public bodies
Framework contractors & participating bidders
17 commercial parties on the notice · 11 awarded- CLEARDATA UK LIMITEDBidder / tenderer
- Capita Business Services LtdBidder / tenderer
- Compass Minerals Storage & Archives Limited, trading as DeepStoreFramework contractor
- Crown Records ManagementFramework contractor
- Dajon Data Management LtdFramework contractor
- Harlow Printing LimitedFramework contractor
- Iron Mountain UK plcFramework contractor
- Kelly's Storage LtdFramework contractor
- OFFSITE ARCHIVE STORAGE AND INTEGRATED SERVICES (UK) LIMITEDBidder / tenderer
- On-Site Scanning LtdFramework contractor
Show 7 more suppliers
- PARAGON CUSTOMER COMMUNICATIONS (LONDON) LIMITEDBidder / tenderer
- PEARL SCAN SOLUTIONS LTDBidder / tenderer
- RICOH UK LIMITEDBidder / tenderer
- Restore PlcFramework contractor
- STORETEC SERVICES LIMITEDFramework contractor
- XBP Europe LimitedFramework contractor
- Xerox UK LTDFramework contractor
Official documents & specifications (22)
Official links; attachments are not copiedTender pack and attachments
Notices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract details notice Contract details notice on Find a Tender
- Contract details notice Contract details notice on Find a Tender
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
Show 5 more notices
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Pipeline notice Pipeline notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Pipeline notice Pipeline notice on Find a Tender