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Notice Details

Title: electronic Records Management
OCID: ocds-h6vhtk-033787
Published by: Ministry of Defence - Defence Digital
Authority ID: AA82506
Publication Date: 14/05/2022
Deadline Date:
Deadline Time:
Notice Type: VEAT
Has Documents: No
Has ESPD: No

Departmental Record Management System, migration of extant records out of existing systems and provision of Application Maintenance and End User Support

Voluntary ex ante transparency notice

Directive 2009/81/EC

Section I: Contracting authority

I.1) Name and addresses

Ministry of Defence - Defence Digital

MOD Corsham, Westwells Road


SN13 9NR


Contact person: Lee Fuller



Internet address(es)

Main address:

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


Section II: Object

II.1) Scope of the procurement

II.1.1) Title

electronic Records Management

II.1.2) Main CPV code



II.1.3) Type of contract


II.1.4) Short description

Supply of Record Management System

II.1.6) Information about lots

This contract is divided into lots: No

II.1.7) Total value of the procurement

Value excluding VAT: 8 349 416.79  GBP

II.2) Description

II.2.3) Place of performance

NUTS code:


II.2.4) Description of the procurement

Departmental Record Management System, migration of extant records out of existing systems and provision of Application Maintenance and End User Support

II.2.5) Award criteria

Criteria below:


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

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Negotiated procedure without publication of a contract notice

Justification for selected award procedure:

The products involved are manufactured purely for the purpose of research, experiment, study or development under the condition stated in the Directive (for supplies only)


Defence Digital, part of the UK Ministry of Defence, is issuing a VTN that it intends to award a three year contract to Micro Focus UK Ltd, to implement a new Records Management System for the Official Domain, to migrate extant records out of the existing systems and for the provision of an Application Maintenance and end user support service. The value of this requirement is £8,349,416.79 (ex VAT).

It is considered that this contract can be placed using the negotiated procedure without prior publication of a contract notice pursuant to Regulation 32(2)(b)(ii) of the UK Public Contracts Regulations 2015 for technical reasons.

This is because there is no reasonable substitute Records Management System (which will be based around Micro Focus UK Ltd’s Content Management software) that will meet the MoD’s key requirements of interoperability between Official and Secret Domains in terms of search functionality and will also allow for planned essential cloud optimisation to ensure enhanced security and environmental benefits are to be met.

Further, in terms of the support element of the proposed award, Micro Focus UK Ltd have the necessary technical know-how and expertise to meet the MoD’s requirements, including installing and migrating to a new Records Management System based around their proprietary software and it would be technically impracticable for a third- party supplier to carry out this support and ensure it aligns with the planned cloud optimisation. A third-party supplier even attempting to provide this support in these circumstances would result in disproportionate time delay and cost to the MoD.

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: No

Section V: Award of contract/concession

Contract No: 703939450

Title: electronic Records Management

V.2 Award of contract/concession

V.2.1) Date of conclusion of the contract/concession


V.2.2) Information about tenders

The contract has been awarded to a group of economic operators: No

V.2.3) Name and address of the contractor

Micro Focus Software UK Ltd

The Lawn, 22-30 Old Bath Road


RG14 1QN



The contractor is an SME: No

V.2.4) Information on value of the concession and main financing terms (excluding VAT)

Total value of the concession/lot: 8 349 416.79  GBP

V.2.5) Information about subcontracting

The contract/concession is likely to be subcontracted

Section VI: Complementary information

VI.4) Procedures for review

VI.4.1) Review body

Ministry of Defence - Defence Digital, Hardware and Services

MOD Corsham, Westwells Road


SN13 9NR


VI.4.2) Body responsible for mediation procedures

Ministry of Defence - Defence Digital, Hardware and Services

MOD Corsham, Westwells Road


SN13 9NR


VI.5) Date of dispatch of this notice


Information added to the notice since publication.

Additional information added to the notice since it's publication.
No further information has been uploaded.
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Admin Contact: N/a
Technical Contact: N/a
Other Contact: N/a

Commodity Categories

Commodity Categories
IDTitleParent Category
48311100Document management systemDocument management software package

Delivery Locations

Delivery Locations
100UK - All

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