Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
The Minister for the Cabinet Office acting through Crown Commercial Service
9th Floor, The Capital Building, Old Hall Street
Liverpool
L3 9PP
UK
Telephone: +44 3450103503
E-mail: supplier@crowncommercial.gov.uk
NUTS: UK
Internet address(es)
Main address: https://www.gov.uk/ccs
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.4) Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local subdivisions
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 (Lots 1-4)
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 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. 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 have bid for.
II.1.6) Information about lots
This contract is divided into lots:
Yes
II.1.7) Total value of the procurement
Value excluding VAT:
260 000 000.00
GBP
II.2) Description
Lot No: 1
II.2.1) Title
Records Information Management Services
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 was expected that to participate in this Lot 1 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 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
Quality criterion: Quality
/ Weighting: 0
Price
/ Weighting:
100
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 4 bidders for this lot.
Lot No: 2
II.2.1) Title
Digital Workflow and Cloud Based Hosting Solutions
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 was expected that to participate in this Lot 2 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 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.
II.2.5) Award criteria
Quality criterion: Quality
/ Weighting: 70
Price
/ Weighting:
30
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.
Lot No: 3
II.2.1) Title
Full Management of National Health Service (NHS) Patient Records (Off-site)
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 was expected that to participate in this Lot 3 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 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
Quality criterion: Quality
/ Weighting: 50
Price
/ Weighting:
50
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.
Lot No: 4
II.2.1) Title
Specialist Records Management Services (On and/or Off Site)
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 was expected that to participate in this Lot 4 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
BS 7858 – Security Screening.
II.2.5) Award criteria
Quality criterion: Quality
/ Weighting: 50
Price
/ Weighting:
50
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 3 bidders.
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.6) Information about electronic auction
An electronic auction will be used
IV.1.8) Information about 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 232-573912
Section V: Award of contract
Lot No: 1
Title: Records Information Management Services
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 8
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Compass Minerals Storage and Archives Ltd, trading as ‘DeepStore’
1588213
Winsford
UK
NUTS: UK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 60 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 1
Title: Records Information Management Services
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 8
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Crown Records Management Ltd
SC162101
Livingston
UK
NUTS: UK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 60 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 1
Title: Records Information Management Services
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 8
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Offsite Archive Storage and Integrated Services (UK) Ltd
Suffolk
UK
NUTS: UK
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 60 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 1
Title: Records Information Management Services
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 8
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Restore Plc
05169780
Surrey
UK
NUTS: UK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 60 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 2
Title: Digital Workflow and Cloud Based Hosting Solutions
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 10
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Cleardata UK Ltd
03986970
Blyth
UK
NUTS: UK
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 80 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 2
Title: Digital Workflow and Cloud Based Hosting Solutions
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 10
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Communisis UK
01006371
Leeds
UK
NUTS: UK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 80 000 000.00
GBP
V.2.5) Information about subcontracting
Section V: Award of contract
Lot No: 2
Title: Digital Workflow and Cloud Based Hosting Solutions
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 10
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Crown Records Management Ltd
1588213
Livingston
UK
NUTS: UK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 80 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 2
Title: Digital Workflow and Cloud Based Hosting Solutions
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 10
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Insight Direct (UK) Ltd
2579852
Sheffield
UK
NUTS: UK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 80 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 2
Title: Digital Workflow and Cloud Based Hosting Solutions
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 10
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Iron Mountain UK plc
1478540
London
UK
NUTS: UK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 80 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 2
Title: Digital Workflow and Cloud Based Hosting Solutions
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 10
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Offsite Archive Storage and Integrated Services (UK) Ltd
06472486
Suffolk
UK
NUTS: UK
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 80 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 2
Title: Digital Workflow and Cloud Based Hosting Solutions
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 10
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Restore Plc
05169780
Surrey
UK
NUTS: UK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 80 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 2
Title: Digital Workflow and Cloud Based Hosting Solutions
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 10
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Xerox UK Ltd
33 07 54
Middlesex
UK
NUTS: UK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 80 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 3
Title: Full Management of National Health Service (NHS) Patient Records (Off site)
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 7
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Crown Records Management Ltd
SC162101
Livingston
UK
NUTS: UK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 80 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 3
Title: Full Management of National Health Service (NHS) Patient Records (Off site)
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 7
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Iron Mountain UK plc
1478540
London
UK
NUTS: UK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 80 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 3
Title: Full Management of National Health Service (NHS) Patient Records (Off site)
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 7
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Offsite Archive Storage and Integrated Services (UK) Ltd
06472486
Suffolk
UK
NUTS: UK
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 80 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 3
Title: Full Management of National Health Service (NHS) Patient Records (Off site)
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 7
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Restore plc
05169780
Surrey
UK
NUTS: UK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 80 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 3
Title: Full Management of National Health Service (NHS) Patient Records (Off site)
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 7
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Xerox UK Ltd
33 07 54
Middlesex
UK
NUTS: UK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 80 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 4
Title: Specialist Records Management Services
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 4
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Iron Mountain UK plc
1478540
London
UK
NUTS: UK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 20 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 4
Title: Specialist Records Management Services
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 4
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Offsite Archive Storage and Integrated Services (UK) Ltd
06472486
Suffolk
UK
NUTS: UK
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 20 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section V: Award of contract
Lot No: 4
Title: Specialist Records Management Services
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
07/05/2021
V.2.2) Information about tenders
Number of tenders received: 4
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Restore plc
05169780
Surrey
UK
NUTS: UK
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 20 000 000.00
GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted
Section VI: Complementary information
VI.3) Additional information
The value provided in section II.1.7) is only an estimate. We cannot guarantee to suppliers any business through this Commercial Agreement.
As part of this contract award notice the following can be accessed at: https://www.contractsfinder.service.gov.uk/Notice/5aa05bd8-0531-437d-9bc5-41f9bafecbc1
1) Redacted Commercial Agreement;
2) List of Successful Suppliers;
3) Customer list
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 were required to 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 were required to demonstrate they comply with the technical requirements prescribed by Cyber Essentials, for services under and in connection with this procurement.
VI.4) Procedures for review
VI.4.1) Review body
The Minister for the Cabinet Office acting through the Cabinet Office
9th Floor, The Capital, Old Hall Street
Liverpool
L3 9PP
UK
Telephone: +44 3450103503
E-mail: supplier@crowncommercial.gov.uk
Internet address(es)
URL: https://www.gov.uk/government/organisations/cabinet-office
VI.4.2) Body responsible for mediation procedures
The Minister for the Cabinet Office acting through the Cabinet Office
9th Floor, The Capital, Old Hall Street
Liverpool
L3 9PP
UK
Telephone: +44 3450103503
E-mail: supplier@crowncommercial.gov.uk
Internet address(es)
URL: https://www.gov.uk/government/organisations/cabinet-office
VI.4.4) Service from which information about the review procedure may be obtained
The Minister for the Cabinet Office acting through Crown Commercial Service
9th Floor, The Capital, Old Hall Street
Liverpool
L3 9PP
UK
Telephone: +44 3450103503
E-mail: supplier@crowncommercial.gov.uk
VI.5) Date of dispatch of this notice
27/05/2021