Official UK procurement notice
Records Information Management, Digital Solutions and Associated Services 2 - Version 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
Details of previous procurement notices and pre-market engagement relating to the RM6346 Records Information Management, Digital Solutions and Associated Services 2 framework can be found at www.find-tender.service.gov.uk/Search ↗ under Procurement identifier (OCID): ocds-h6vhtk-0503c8.
CPV: 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 software package · Documentation services · Electronic data management (EDM) · +12 more
How this framework works
From the published notice- Type
- Open framework
- Call-offs
- call-offs may be awarded directly or by further competition
- Places
- up to 22 suppliers
- Framework period
- 4 yrs from 23 Mar 2026
- 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.
In the event that there is a challenge to the Competition and such a challenge is confined to any one particular Lot, the Authority reserves the right to the extent that it is lawful to do so, to conclude a Framework Contract with the successful Suppliers in respect of the Lot(s) that has (have) not been so challenged." and this should go in the lot descriptions the rest is covered in the ITT The Authority also reserves the right to extend Lots by varying durations.
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 Servicesceiling 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 ServicesPublished 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)ceiling 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 ServicesPublished 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
- Closed
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Framework agreement
- Who may use this agreement
- 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
- 8 Oct 2025, 13:01 BST
- Last source update
- 8 Oct 2025, 13:01 BST
- Award evaluation window
- Submission end – 23 Feb 2026
- Authority reference
RM6346- FTS notice number
2025/S 000-063279- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area in notice
- Official registry OCID
ocds-h6vhtk-05aa81Find a Tender
How it was run
Official notice- Appointment period ends
- 3 Nov 2025, 15:00 GMT
- Clarification deadline
- 21 Oct 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
8 Oct 2025 → 23 Mar 2026 · 5 dates- Tender notice published383 days ago8 Oct 2025, 13:01 BST
- Clarification questions by370 days ago21 Oct 2025, 17:00 BST
- Admission / appointment period ends357 days ago · period end, not a bid countdown3 Nov 2025, 15:00 GMT
- Award decision expected by245 days ago23 Feb 2026, 23:59 GMT
- Contract starts218 days ago23 Mar 2026
Notice history
1 event · 1 release on Find a Tender- Tender notice published8 Oct 2025, 13:01 BSTUK4
Contracting authority & participating public bodies
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
Notices published for this procedure
- Tender notice Tender notice on Find a Tender