Defence Online

Type of document: Invitation to tender
Country: United Kingdom
OJEU Ref: (2020/S 232-573912/EN)
Nature of contract: Service contract
Procedure: Open procedure
Type of bid required: Global bid

Contract notice
Services

Section I: Contracting authority
I.1) Name and addresses
Official name: The Minister for the Cabinet Office acting through Crown Commercial Service
Postal address: 9th Floor, The Capital, Old Hall Street
Town: Liverpool
Postal code: L3 9PP
Country: United Kingdom
Telephone: +44 3150103503
Email: supplier@crowncommercial.gov.uk
Internet address(es):
Main address:

The contract is awarded by central purchasing body
I.3) Communication
Access to the procurement documents is restricted.Further information can be obtained at:
another address:Official name: itt_4675 RM6175 – Records Information Management, Digital Solutions and Associated Services — NDA Submissions
Town: Liverpool
Country: United Kingdom
Email: supplier@crowncommercial.gov.uk
Internet address(es):
Main address:

Tenders or requests to participate must be submitted:
electronically via:
I.4) Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local sub-divisions
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: RM6175
II.1.2) Main CPV code: 63120000
II.1.3) Type of contract: Services
II.1.4) Short Description: Crown Commercial Service (CCS) as the authority intends to 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 shall include 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. The full Specification for each lot is detailed in Annexes A-E. Suppliers will be required to provide all of the mandatory services stated within the lot they are bidding for.
Bidders are required to sign Attachment 9 — non-disclosure agreement before being able to view the full document suite.
II.1.5) Estimated total value:
Value excluding VAT: 300000000.00 Currency: GBPII.1.6) Information about lots:
The contract is divided into lots: Yes
Tenders may be submitted for all lots
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:N/a

II.2) Description
II.2.1) Title: Records Information Management Services

Lot No:1
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:
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.
II.2.5) Award criteria

II.2.6) Estimated value:
Value excluding VAT: 60000000 Currency: GBP
II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: no
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted: no
II.2.11) Information about options
Options: no
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no
II.2.14) 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).

II.2.1) Title: Digital Workflow and Cloud-Based Hosting Solutions

Lot No:2
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

II.2.3) Place of performance
Nuts code: UK
II.2.4) Description of the procurement:
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
Iso 27001 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,
BS 10008 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.
II.2.5) Award criteria

II.2.6) Estimated value:
Value excluding VAT: 80000000 Currency: GBP
II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: no
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted: no
II.2.11) Information about options
Options: no
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no
II.2.14) Additional information: A framework contract will be awarded to 8 bidders for this lot.

II.2.1) Title: Full Management of National Health Service (NHS) Patient Records (Off-site)

Lot No:3
II.2.2) Additional CPV code(s)
48311100, 63120000, 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:
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.
II.2.5) Award criteria

II.2.6) Estimated value:
Value excluding VAT: 80000000 Currency: GBP
II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: no
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted: no
II.2.11) Information about options
Options: no
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no
II.2.14) Additional information: A framework contract will be awarded to 5 bidders.

II.2.1) Title: Specialist Records Management Services (On and/or Off Site)

Lot No:4
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:
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.
II.2.5) Award criteria

II.2.6) Estimated value:
Value excluding VAT: 20000000 Currency: GBP
II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: no
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted: no
II.2.11) Information about options
Options: no
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no
II.2.14) Additional information: A framework contract will be awarded to 5 bidders.

II.2.1) Title: Combined Digital Workflow, Cloud-Based Hosting and Records Information Management Services

Lot No:5
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:
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 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 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 will be required to follow and demonstrate compliance with relevant NCSC Guidance.
II.2.5) Award criteria

II.2.6) Estimated value:
Value excluding VAT: 60000000 Currency: GBP
II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: no
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted: no
II.2.11) Information about options
Options: no
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no
II.2.14) Additional information: A framework contract will be awarded to 5 bidders.

Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity,including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:Candidates will be assessed in accordance with Section 5 of the 2015 Public Contract Regulations (implementing the directive) on the basis of information provided in response to an invitation to tender (ITT) registering for access.
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents

Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure:
Open procedure
IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators

IV.1.6) Information about electronic auction
An electronic auction will be used
Additional information about electronic auction:An electronic auction will be used for lot 1.
IV.1.8) Information about the Government Procurement Agreement(GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:2020/S 182-440794
IV.2.2) Time limit for receipt of tenders or requests to participate
Date: 2021-01-06 Local time: 15:00
IV.2.4) Languages in which tenders or requests to participate may be submitted:EN
IV.2.6) Minimum time frame during which the tender must maintain the tender
Duration in months:5(from the date stated for receipt of tender)
IV.2.7) Conditions for opening tenders
Date: 2021-01-06 Local time: 15:01

Section VI: Complementary information
VI.1) Information about recurrence:
This is a recurrent procurement: no
VI.2) Information about electronic workflows
VI.3) Additional information:
As part of this contract notice the following documents can be accessed at:

1) Contract notice transparency information for the agreement;
2) Contract notice authorised customer list;
3) Rights reserved for CCS framework.
On 2 April 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:
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 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.
Registering for access:
This procurement will be managed electronically via the eSourcing suite. This will be the route for sharing all information and communicating with bidders. If you have recently registered on the eSourcing suite for another CCS procurement you can use the same account for this new procurement. If not, you will first need to register your organisation on the portal.
Use the following link for information on how register and use the eSourcing tool:
For assistance please contact the eSourcing Help desk operated by email at help@eSourcingsolution.co.uk or call 0800 069 8630.
VI.4) Procedures for review
VI.4.1) Review body
Official name: The Minister for the Cabinet Office acting through Crown Commercial Service
Postal address: 9th Floor, The Capital, Old Hall Street
Town: Liverpool
Postal code: L3 9PP
Country: United Kingdom
Telephone: +44 3450103503
E-mail: supplier@crowncommercial.gov.uk
Internet address:
VI.5) Date of dispatch of this notice:2020-11-23