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Published 16 Jul 2025, 15:52 BST

Official UK procurement notice

Strategic File Management System - Common Data Environment (CDE)

Official notice

Authority: ENVIRONMENT AGENCY (Public body)·On behalf of: DEPARTMENT FOR ENVIRONMENT, FOOD AND RURAL AFFAIRS

ServicesCompetitive flexible procedureAbove thresholdSME suitable
Sectors: IT Services & Software (72) Delivery: UK
Published estimate£6,500,000≈ £1.3m / year · £7,800,000 inc. VAT · 1 value update
Submissions closed 16 Mar 2026
Next notice expected 16 Feb 2026
Contract term 5 yrsends 11 Oct 2031 · up to 14 Sept 2036 with extensions · starts 12 Oct 2026

What is being bought

Published requirement description

The Digital Asset Data Information (DADI) programme is a digital programme of work within the overarching Asset Management Improvement Portfolio, with a whole life focus on how the Environment Agency as an owner-operator will digitally create, maintain and operate its asset estate in the future.

As part of the DADI programme, the Strategic File Management (SFM) project underpins the Agency’s ambition to be recognised as a world-class Asset Management (AM) organisation. The SFM goal is to deliver a solution for the management of the Environment Agency’s AM files which will be based on standardised and governed processes and include the supporting technological capability to carry out these processes. The desired solution will ensure that documentation relevant to an asset’s entire lifecycle is effectively managed and can be retrieved and accessed by a wide range of users in a number of formats.

The business objectives of this procurement are as follows:

  • Implement a compliant, centralised file management system.
  • Create a single source of truth supporting the entire asset lifecycle.
  • Enable accurate, trusted Business Intelligence.
  • Achieve ISO19650 and ISO55000 compliance.
  • Improve file accessibility, storage, sharing, and user experience.
  • Enhanced data governance and risk mitigation (e.g., reduced security and legal risks).
  • Reduced inefficiencies, such as duplication and process waste.
  • Ensure connectivity and interoperability with other Asset Management systems to support efficient sharing and consistency of asset information.
  • Support carbon reduction and improved sustainability through streamlined practices.
  • Provide the option for other Defra Group Bodies (www.gov.uk/government/organisat… ↗) and other UK "Paying Agencies" to utilise the contract.

The purpose of this notice is for DEFRA (on behalf of the EA) to make known that a Further Competition is being conducted via a Competitive Flexible procedure for Procurement of Enterprise Asset Management Common Data Environment (CDE).

Additional Information:

The budget for the initial term (five (5) years) is at a total of £3.7m (ex VAT) with the total contract value expected to be up to a total cost of £6.5m (ex VAT) during the overall maximum 10-year term (5+2+2+1), which includes the cost of implementation, delivery of the Service, and Exit and Transition. The contract value is an estimate only. The contract value estimate will be dependent upon whether an extension (in part or in whole) is enacted, whether any optional services (in part or in whole) are enacted, the extent of any contract changes, and the indices used to index prices.

Suppliers can access this by visiting defra-family.force.com/s/Welcome ↗ – this will require signing up to the Atamis system and following the instructions within the Portal.

  • The authority expects to re-tender this requirement around 8 Oct 2026, 23:59 BST.
  • How the procedure runs: This procurement is being conducted as a Competitive Flexible Procedure in accordance with the Procurement Act 2023. The Tender will be split into the following high-level stages: Stage One – Pre-Selection Stage. This will consist of the following sub-stages: • 1A: Procurement Specific Questionnaire (PSQ), including Conditions of Participation (CoP). • 1B: A Mini-Technical Envelope (Scored), which will be used to down-select suppliers. Stage Two – Invitation to Submit Final Tender (ISFT) Stage. This will consist of the following sub-stages: • 2A: Demonstration • 2B: Proof-of-Concept (CoP) • 2C: Quality Envelope (including Social Value) & Price (Commercial Envelope) (OPTIONAL) Stage Three – Final Clarification and Negotiation Full details of the Procurement Process, Evaluation Methodology and Response Instructions for each stage will be detailed in the Bidder Pack Documents and Supporting Documentation. Please note: The Authority may update or amend this Tender Notice or the associated tender documents during the procurement. Any modifications will be made in accordance with Section 31 of the Procurement Act 2023, and all bidders will be notified at the same time Communication: The procurement documents are available for unrestricted and full direct access, free of charge, at https://defra-family.force.com/s/Welcome Additional information can be obtained from the above-mentioned address. Tenders or requests to participate must be submitted to the above-mentioned address Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at https://defra-family.force.com/s/Welcome.

CPV: Data management services · Data storage services · IT services: consulting, software development, Internet and support

The lotProcurement structure

single lot · value published
Lot #1Renewal 5 yrsSMEPublished value£6,500,000
Contract period: 12 Oct 2026 – 11 Oct 2031 (5 yrs) · up to 14 Sept 2036 with extensionsValue: £6,500,000 exc. VAT · £7,800,000 inc. VAT
Delivery: UKEligibility: SME eligible
Extensions: It should be noted that these optional years of contract extension can be executed in smaller increments if required. These will be to continue the Service for a longer duration but may introduce options to scale the service or widen the contract scope. · The contract term will consist of an initial 5 year term (inclusive of a break clause at the third year), with the option to extend for a further 5 years in the following increments: 2+2+1 (subject to further approvals).
72000000 IT services: consulting, software development, Internet and support72317000 Data storage services72322000 Data management services
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing
    1. Conditions for participation

    1.2) Economic and financial standing

    • Selection criteria as stated in the procurement documents
    1. Conditions related to the contract

    2.1) Information about staff responsible for the performance of the contract

    • Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
  • Technical & professional ability

    Selection criteria as stated in the procurement documents

What it takes to win
i

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 more
How bids were scored
Quality: 70%Price: 30%
Published award criteria (2)
  • Quality: 2A: Demonstration (8%) 2B: Proof-of-Concept (12%) 2C: Quality (40%) + Social Value (10%)
  • Price: Commercial Envelope
Conditions of participation2
  • Economic & financial standing
    1. Conditions for participation

    1.2) Economic and financial standing

    • Selection criteria as stated in the procurement documents
    1. Conditions related to the contract

    2.1) Information about staff responsible for the performance of the contract

    • Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
  • Technical & professional ability

    Selection criteria as stated in the procurement documents

What this means for your bid
  • Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record
Procedure method
Competitive flexible procedure
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Services
Notice status
Closed
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement
Yes · next expected 8 Oct 2026
First published
16 Jul 2025, 15:52 BST
Last source update
23 Feb 2026, 15:29 GMT
Award evaluation window
Submission end – 28 Sept 2026
Authority reference
C33060
FTS notice number
2026/S 000-015330
Latest notice
Tender notice (UK4)
Classification (CPV)
Data management servicesData storage servicesIT services: consulting, software development, Internet and support
Delivery area
UK
Official registry OCID
ocds-h6vhtk-056090 Find a Tender
Contract terms summary

Additional details can be found in the following parts of the Mid-Tier Contract documentation:

  • Core Terms (under Pricing and Payments section)
  • Award Form (under Payment Method section)
  • Schedule 3 Charges
How it runs

This procurement is being conducted as a Competitive Flexible Procedure in accordance with the Procurement Act 2023.

The Tender will be split into the following high-level stages:

Stage One – Pre-Selection Stage. This will consist of the following sub-stages:

  • 1A: Procurement Specific Questionnaire (PSQ), including Conditions of Participation (CoP).
  • 1B: A Mini-Technical Envelope (Scored), which will be used to down-select suppliers.

Stage Two – Invitation to Submit Final Tender (ISFT) Stage. This will consist of the following sub-stages:

  • 2A: Demonstration
  • 2B: Proof-of-Concept (CoP)
  • 2C: Quality Envelope (including Social Value) & Price (Commercial Envelope)

(OPTIONAL) Stage Three – Final Clarification and Negotiation

Full details of the Procurement Process, Evaluation Methodology and Response Instructions for each stage will be detailed in the Bidder Pack Documents and Supporting Documentation.

Please note: The Authority may update or amend this Tender Notice or the associated tender documents during the procurement. Any modifications will be made in accordance with Section 31 of the Procurement Act 2023, and all bidders will be notified at the same time

Communication:

The procurement documents are available for unrestricted and full direct access, free of charge, at

defra-family.force.com/s/Welcome ↗

Additional information can be obtained from the above-mentioned address.

Tenders or requests to participate must be submitted to the above-mentioned address

Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at defra-family.force.com/s/Welcome ↗.

How it was run

Official notice
Run through: Defra Group eSourcing
Supplier login requiredElectronic submission allowedLanguage: EN
Access & registration note: Free
Requests to participate (first stage)
16 Mar 2026, 16:00 GMT
Submission deadline
16 Mar 2026, 16:00 GMT
Clarification deadline
5 Mar 2026, 16:00 GMT
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

All submissions must be made using the Defra tender portal (Atamis system).

Suppliers can access this ITT opportunity by visiting defra-family.force.com/s/Welcome ↗ – this will require signing up to the Atamis system and following the instructions within the Portal.

Tenderers must also be registered on the Central Digital Platform (CDF). Details of how to register can be found at www.gov.uk/government/publicati… ↗

Timeline

16 Jul 2025 → 12 Oct 2026 · 9 dates
  1. Planning notice published
    16 Jul 2025, 15:52 BST
  2. Market engagementmet
    4 Aug 2025, 23:59 BST

    Please note this is an update to the previous notice.

  3. Next notice expected252 days ago
    16 Feb 2026, 23:59 GMT
  4. Tender notice published250 days ago
    19 Feb 2026, 15:07 GMT
  5. Latest notice published246 days ago
    23 Feb 2026, 15:29 GMT
  6. Clarification questions by236 days ago
    5 Mar 2026, 16:00 GMT
  7. Submission deadline225 days ago
    16 Mar 2026, 16:00 GMT
  8. Award decision expected by28 days ago
    28 Sept 2026, 23:59 BST
  9. Contract starts15 days ago
    12 Oct 2026, 00:00 BST

Notice history

13 events · 9 releases on Find a Tender · since 16 Jul 2025
  1. Preliminary market engagement notice published
    16 Jul 2025, 15:52 BST
    UK2
  2. Preliminary market engagement notice published
    17 Jul 2025, 12:51 BST
    UK2
  3. Preliminary market engagement notice published
    18 Jul 2025, 13:27 BST
    UK2
  4. Preliminary market engagement notice published
    22 Jan 2026, 16:00 GMT
    UK2
  5. Pipeline notice published
    23 Jan 2026, 11:53 GMT
    UK1
  6. Status changed to planned
    23 Jan 2026, 11:53 GMT
  7. Pipeline notice published
    28 Jan 2026, 12:08 GMT
    UK1
  8. Tender notice published
    19 Feb 2026, 15:07 GMT
    UK4
  9. Published value updated to £6,500,000
    19 Feb 2026, 15:07 GMT
    was £4,500,000
  10. Status changed to active
    19 Feb 2026, 15:07 GMT
  11. Procurement method changed
    19 Feb 2026, 15:07 GMT
  12. Tender notice published
    23 Feb 2026, 14:32 GMT
    UK4
  13. Tender notice published
    23 Feb 2026, 15:29 GMT
    UK4
Published amendments (6)

Instructions informing suppliers to register on Atamis and create an active portal account to access the attached RFI documents omitted. An atamis registration link is present under the 'Contracting Authority' section of notice (website) but no explicit instructions requesting registration. Supplier thus reaching out to say they cannot see any documents to review.

Unfortunately, there is an ongoing technical error between the Contracting authority eSourcing system and the Find a Tender website in having the attached RFI documents visible for access. If you are interested in applying to this notice, we please request you reach out to [email protected] who will provide you with the updated RFI documents, at request, for your review and subsequent res…

Update for Potential Bidders around impending Procurement

Additional CPV codes added.

Minor amendment made in the Bidder Pack (Part two) procurement specific requirements document - Updated Supplier Engagement Event details on Page 6.

Routine re-releases (9)
  • 2026-01: 3 releases · 22 Jan 2026, 28 Jan 2026
  • 2025-07: 3 releases · 16 Jul 2025, 18 Jul 2025

Contracting authority & participating public bodies

2 public bodies on the notice

ENVIRONMENT AGENCY

Contracting authorityPublic authority - sub-central government GB-PPON: PNWW-1475-NYLN Seacole Building, 2 Marsham Street, London, London, SW1P 4DFContact name, email, phone

Other public bodies

Official documents & specifications (13)

Official links; attachments are not copied

Tender pack and attachments

  • Bidding documents and specifications tenderBidding documents and specificationsPDFThis procurement is being carried out by Defra group Commercial in accordance with the Competitive Tendering Procedure as set out in the Procurement Act 2023 on behalf of the Environment Agency (EA). All procurement activities and contractual obligations arising from this Bidder…
  • Bidding documents and specifications tenderBidding documents and specificationsPDFThis Bidder Pack is issued in accordance with the provisions of the Procurement Act 2023. All procurement activities and contractual obligations arising from this Bidder Pack will be governed by the regulations and guidelines set forth in the Procurement Act 2023. Bidders are req…
  • Bidding documents and specifications tenderBidding documents and specificationsPDFThis procurement is being carried out by Defra group Commercial in accordance with the Competitive Tendering Procedure as set out in the Procurement Act 2023 on behalf of the Environment Agency (EA). All procurement activities and contractual obligations arising from this Bidder…
  • Bidding documents and specifications tenderBidding documents and specificationsPDFThis procurement is being carried out by Defra group Commercial in accordance with the Competitive Tendering Procedure as set out in the Procurement Act 2023 on behalf of the Environment Agency (EA). All procurement activities and contractual obligations arising from this Bidder…

Notices published for this procedure