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Records Management

Foreign Commonwealth and Development Office

This public procurement record has 2 releases in its history.

Planning

10 Aug 2026 at 09:44

UK2 - Preliminary Market Engagement Notice
Planning

24 May 2025 at 15:44

UK1 - Pipeline Notice
Summary of the contracting process

The Foreign, Commonwealth and Development Office intends to procure records management services for work across the United Kingdom. The scope covers listing records, carrying out digital checks, numbering and cataloguing, repairing and boxing materials, and preparing files for transfer to The National Archives. It also includes maintaining archive inventories and providing research and administrative support. This is a document management and archive services requirement, corresponding to CPV codes 72512000 and 92512000. The work will suit organisations that manage physical and digital records, prepare archival material for transfer, maintain accurate inventories and provide structured research or administrative support. The requirement is being procured as a single service lot and is classified as suitable for small and medium-sized enterprises.

This procurement is at the planning stage: the buyer has set out an intention to procure, but has not issued an invitation to tender. The expected procedure is linked to lot four of the Government Commercial Agency RM6346 framework. The planned contract is expected to run from 1 September 2026 to 31 August 2027, with an option to renew or extend to 31 August 2028. The estimated value is £1,520,000 excluding VAT, or £1,824,000 including VAT. The procurement is above the relevant threshold. The buyer expected the next notice to be published by 1 February 2026. A request for information was issued on 20 May 2026 to the three suppliers on the framework lot, to test interest and capacity to mobilise at short notice; this was market engagement only and was not a tender invitation.

The requirement is most relevant to records management, archive, document control and information services businesses with the operational capability to handle both routine records processing and archive preparation. Suppliers should be able to list, check, number and catalogue records consistently; repair and box files where needed; maintain reliable archive inventories; and support research and administration. Experience preparing records for transfer to The National Archives would be directly relevant to the stated service scope. The buyer has specifically tested whether framework suppliers are interested and able to mobilise at short notice, so firms with an immediately deployable team, suitable workflows and capacity to start promptly should prepare evidence of this. Small and medium-sized enterprises are identified as suitable, and framework suppliers may be particularly well placed when the procurement reaches the market.

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Notice Information

Notice Title

Records Management

Notice Description

The Authority has a requirement for Records Management services. These may include: listing, digital checks, numbering, cataloguing, repairing/boxing, and making up files being prepared for transfer to The National Archives; maintenance of the archive inventories; and, providing research and administrative support.

Planning Information

Request for Information (RFI) issued to the three suppliers on lot four of Government Commercial Agency (GCA) framework RM6346. The RFI asked suppliers to confirm their interest in competing for this contract and their capacity to mobalise at short notice. The RFI made it clear that it was issued for information-gathering purposes only and did not constitute an invitation to tender or any commercial committment

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-0525a8
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/075555-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

72 - IT services: consulting, software development, Internet and support

92 - Recreational, cultural and sporting services

CPV Codes

72512000 - Document management services

92512000 - Archive services

Notice Value(s)

Tender Value
£1,520,000 £1M-£10M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
10 Aug 20261 months ago
Submission Deadline
Not specified
Future Notice Date
1 Feb 2026Expired
Award Date
Not specified
Contract Period
1 Sep 2026 - 31 Aug 2027 6-12 months
Recurrence
Not specified

Notice Status

Tender Status
Planned
Lots Status
Planned
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Foreign Commonwealth and Development Office
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LONDON
Postcode
SW1A 2AH
Postcode Area
South West London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI3 Inner London - West
Small Region (ITL 3)
TLI35 Westminster and City of London
Delivery Location
Not specified
Local Authority
Westminster
Electoral Ward
St James's
Westminster Constituency
Cities of London and Westminster

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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