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Strategic File Management System - Common Data Environment (CDE)

ENVIRONMENT AGENCY

This public procurement record has 9 releases in its history.

TenderUpdate

23 Feb 2026 at 15:29

UK4 - Tender Notice
TenderUpdate

23 Feb 2026 at 14:32

UK4 - Tender Notice
Tender

19 Feb 2026 at 15:07

UK4 - Tender Notice
PlanningUpdate

28 Jan 2026 at 12:08

UK1 - Pipeline Notice
Planning

23 Jan 2026 at 11:53

UK1 - Pipeline Notice
PlanningUpdate

22 Jan 2026 at 16:00

UK2 - Preliminary Market Engagement Notice
PlanningUpdate

18 Jul 2025 at 13:27

UK2 - Preliminary Market Engagement Notice
PlanningUpdate

17 Jul 2025 at 12:51

UK2 - Preliminary Market Engagement Notice
Planning

16 Jul 2025 at 15:52

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

The Environment Agency, in collaboration with the Department for Environment, Food and Rural Affairs, is progressing with the procurement of the Strategic File Management System - Common Data Environment (CDE). The aim is to establish a world-class system for managing asset management files, leveraging centralised processes and advanced technology. The procurement is carried out under the Competitive Flexible Procedure, in alignment with the Procurement Act 2023, and falls under IT services with the specific focus on data management, storage services, and consulting. The invitation for expressions of interest will close on 16th March 2026, with the overall contract running from 12th October 2026 to 11th October 2031, and with a potential extension up to 2036, reflecting a maximum ten-year term. The contract promises significant value, estimated at £6.5 million excluding VAT, and aims to ensure compliance with ISO standards and support sustainability goals.

This tender presents significant growth opportunities for businesses specialising in IT services, especially those involved in digital asset management, data governance, and security solutions. Ideal candidates would be SMEs capable of providing a compliant and centralised file management system that supports the entire asset lifecycle of the Environment Agency. With the procurement tailored to ensure connectivity and interoperability with existing systems, businesses adept in creating integrated solutions can benefit from the opportunity to expand their operations and perhaps engage with other departments within the Defra Group. The procurement's focus on enhancing data accessibility and governance also opens avenues for businesses proficient in leveraging artificial intelligence to deliver improved user experiences and sustainable practices.

How relevant is this notice?

Notice Information

Notice Title

Strategic File Management System - Common Data Environment (CDE)

Notice Description

The Digital Asset Data Information (DADI) programme is a digital programme of work within the overarching Asset Management Improvement Portfolio, with a whole life focus on how the Environment Agency as an owner-operator will digitally create, maintain and operate its asset estate in the future. As part of the DADI programme, the Strategic File Management (SFM) project underpins the Agency's ambition to be recognised as a world-class Asset Management (AM) organisation. The SFM goal is to deliver a solution for the management of the Environment Agency's AM files which will be based on standardised and governed processes and include the supporting technological capability to carry out these processes. The desired solution will ensure that documentation relevant to an asset's entire lifecycle is effectively managed and can be retrieved and accessed by a wide range of users in a number of formats. The business objectives of this procurement are as follows: * Implement a compliant, centralised file management system. * Create a single source of truth supporting the entire asset lifecycle. * Enable accurate, trusted Business Intelligence. * Achieve ISO19650 and ISO55000 compliance. * Improve file accessibility, storage, sharing, and user experience. * Enhanced data governance and risk mitigation (e.g., reduced security and legal risks). * Reduced inefficiencies, such as duplication and process waste. * Ensure connectivity and interoperability with other Asset Management systems to support efficient sharing and consistency of asset information. * Support carbon reduction and improved sustainability through streamlined practices. * Provide the option for other Defra Group Bodies (https://www.gov.uk/government/organisations#department-for-environment-food-rural-affairs) and other UK "Paying Agencies" to utilise the contract. The purpose of this notice is for DEFRA (on behalf of the EA) to make known that a Further Competition is being conducted via a Competitive Flexible procedure for Procurement of Enterprise Asset Management Common Data Environment (CDE). Additional Information: The budget for the initial term (five (5) years) is at a total of PS3.7m (ex VAT) with the total contract value expected to be up to a total cost of PS6.5m (ex VAT) during the overall maximum 10-year term (5+2+2+1), which includes the cost of implementation, delivery of the Service, and Exit and Transition. The contract value is an estimate only. The contract value estimate will be dependent upon whether an extension (in part or in whole) is enacted, whether any optional services (in part or in whole) are enacted, the extent of any contract changes, and the indices used to index prices. Suppliers can access this by visiting https://defra-family.force.com/s/Welcome - this will require signing up to the Atamis system and following the instructions within the Portal.

Lot Information

Lot 1

Options: It should be noted that these optional years of contract extension can be executed in smaller increments if required. These will be to continue the Service for a longer duration but may introduce options to scale the service or widen the contract scope.

Renewal: The contract term will consist of an initial 5 year term (inclusive of a break clause at the third year), with the option to extend for a further 5 years in the following increments: 2+2+1 (subject to further approvals).

Planning Information

Please note this is an update to the previous notice.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-056090
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/016175-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

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

CPV Codes

72000000 - IT services: consulting, software development, Internet and support

72317000 - Data storage services

72322000 - Data management services

Notice Value(s)

Tender Value
£6,500,000 £1M-£10M
Lots Value
£6,500,000 £1M-£10M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
23 Feb 20266 months ago
Submission Deadline
5 Mar 2026Expired
Future Notice Date
16 Feb 2026Expired
Award Date
Not specified
Contract Period
12 Oct 2026 - 11 Oct 2031 Over 5 years
Recurrence
2026-10-08

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
ENVIRONMENT AGENCY
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
SW1P 4DF
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

  • https://www.find-tender.service.gov.uk/Notice/016175-2026
    23rd February 2026 - Tender notice on Find a Tender
  • https://www.find-tender.service.gov.uk/Notice/016126-2026
    23rd February 2026 - Tender notice on Find a Tender
  • https://www.find-tender.service.gov.uk/Notice/015330-2026
    19th February 2026 - Tender notice on Find a Tender
  • https://www.find-tender.service.gov.uk/Notice/007548-2026
    28th January 2026 - Pipeline notice on Find a Tender
  • https://www.find-tender.service.gov.uk/Notice/006133-2026
    23rd January 2026 - Pipeline notice on Find a Tender
  • https://www.find-tender.service.gov.uk/Notice/005900-2026
    22nd January 2026 - Preliminary market engagement notice on Find a Tender
  • https://www.find-tender.service.gov.uk/Notice/041297-2025
    18th July 2025 - Preliminary market engagement notice on Find a Tender
  • https://www.find-tender.service.gov.uk/Notice/040923-2025
    17th July 2025 - Preliminary market engagement notice on Find a Tender
  • https://www.find-tender.service.gov.uk/Notice/040614-2025
    16th July 2025 - Preliminary market engagement notice on Find a Tender
  • https://www.find-tender.service.gov.uk/Notice/Attachment/A-12301
    This Bidder Pack is issued in accordance with the provisions of the Procurement Act 2023. All procurement activities and contractual obligations arising from this Bidder Pack will be governed by the regulations and guidelines set forth in the Procurement Act 2023. Bidders are required to comply with the Act's stipulations, ensuring transparency, fairness, and integrity throughout the procurement process. The Bidder Pack comes in two parts. This first part, The Core Requirements, provides details of the General Requirements, Government Transparency Agenda and Government Priorities.
  • https://www.find-tender.service.gov.uk/Notice/Attachment/A-12302
    This procurement is being carried out by Defra group Commercial in accordance with the Competitive Tendering Procedure as set out in the Procurement Act 2023 on behalf of the Environment Agency (EA). All procurement activities and contractual obligations arising from this Bidder Pack will be governed by the Procurement Act 2023. Bidders are required to comply with the Act's stipulations, ensuring transparency, fairness, and integrity throughout the procurement process. The Bidder Pack comes in two parts. This, the second part, the Procurement Specific Requirements, provides details of the Specification Requirements, Terms and Conditions of Contract, Evaluation Methodology, Procurement Timetable and Definitions.
  • https://www.find-tender.service.gov.uk/Notice/Attachment/A-12422
    This procurement is being carried out by Defra group Commercial in accordance with the Competitive Tendering Procedure as set out in the Procurement Act 2023 on behalf of the Environment Agency (EA). All procurement activities and contractual obligations arising from this Bidder Pack will be governed by the Procurement Act 2023. Bidders are required to comply with the Act's stipulations, ensuring transparency, fairness, and integrity throughout the procurement process. The Bidder Pack comes in two parts. This, the second part, the Procurement Specific Requirements, provides details of the Specification Requirements, Terms and Conditions of Contract, Evaluation Methodology, Procurement Timetable and Definitions.
  • https://www.find-tender.service.gov.uk/Notice/Attachment/A-12445
    This procurement is being carried out by Defra group Commercial in accordance with the Competitive Tendering Procedure as set out in the Procurement Act 2023 on behalf of the Environment Agency (EA). All procurement activities and contractual obligations arising from this Bidder Pack will be governed by the Procurement Act 2023. Bidders are required to comply with the Act's stipulations, ensuring transparency, fairness, and integrity throughout the procurement process. The Bidder Pack comes in two parts. This, the second part, the Procurement Specific Requirements, provides details of the Specification Requirements, Terms and Conditions of Contract, Evaluation Methodology, Procurement Timetable and Definitions.

Open Contracting Data Standard (OCDS)

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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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