Planning

Pan Government Records Management Contract

MINISTRY OF DEFENCE

This public procurement record has 2 releases in its history.

Planning

11 Nov 2025 at 14:36

UK1 - Pipeline Notice
Planning

07 Nov 2025 at 14:55

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

The Ministry of Defence (MOD) is in the planning stage of the tender process for the Pan-Government Records Management Contract (PGRMC), valued at £250 million, with an expected gross value of £300 million. This contract involves the secure storage, management, transportation, scanning, and bulk destruction of public records, utilised by 20 Other Government Departments and Arms-Length Bodies. Currently, market engagement activities are underway, with key dates including the registration deadline on 18 November 2025 and the submission of feedback by 5 January 2026. The contract period is planned to commence on 7 December 2028 and extend until 6 December 2038. The main industry category is services, specifically archive and archiving services, under the legal framework of the UK Public General Acts 2023. The procurement process is being planned with a focus on engaging potential bidders to explore innovative solutions and gather market feedback.

This tender presents a significant opportunity for businesses specialising in records management and related services to expand their market presence and collaborate with the MOD and other government bodies. Companies with expertise in secure data handling, digital archiving, and transport logistics are well-suited to compete for this contract. The preliminary market engagement aims to attract entities capable of offering creative solutions and addressing the strategic needs of the MOD. This engagement is particularly advantageous for small and medium enterprises (SMEs) meeting the suitability criteria, enabling them to forge long-term partnerships and contribute to critical government operations.

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Notice Information

Notice Title

Pan Government Records Management Contract

Notice Description

The Ministry of Defence currently manages a Pan-Government Public Private Partnership (PPP) contract for the storage, management, and transportation of public records. This contract, known as the Pan-Government Records Management Contract (PGRMC), is utilised by 20 Other Government Departments (OGDs) and Arms-Length Bodies (ALBs). A portion of the records managed under this arrangement are classified as SECRET, with the remainder classified up to OFFICIAL-SENSITIVE. With the existing contract set to expire in 2028, the MOD, in collaboration with other government departments, is actively considering its approach to re-procuring these critical services and to that aim is undetakening preliminay market engagement in Novembe 2025. The key elements of the requirement are: * Secure Storage * Management of Records * Transport of Records * Scanning Services * Bulk Destruction of Records

Planning Information

1. Given the need to reprocure a records management service, and recognising the technological advancements and the growing emphasis on digital, the Authority is initiating a Pre Market Engagement (PME) exercise for the PGRMC. This process aims to: • Assess market interest, capacity, and capability. • Explore innovative solutions to address key challenges. • Inform the strategy for the upcoming procurement. 2. This PME is intended to help identify the potential bidders who can deliver the required services and who can collaborate with the Ministry of Defence and Other Government Departments to achieve the Authority’s long-term strategic objectives. It will inform and shape the next steps and strategy for this procurement, based on the information and feedback received, ensuring that the proposed solution is robust, realistic and aligned with market conditions and appetite. 3. The PME exercise is designed to achieve the following: • Identify Potential Bidders • Explore Alternative Solutions • Gather Feedback on Commercial Constraints • Understand Risks and Opportunities • Shape the Service Requirement 4. The PME process will follow these timelines: • 18 Nov 2025 - Potential bidders register interest in participating in the PME to the MOD point of contact. • 18 Nov 2025 - PME information pack issued to potential bidders • 27 Nov 2025 - Webinar/Plenary presentation on the requirement and future procurement process (via MS Teams) • 9 & 10 Dec 2025 - Bilateral meetings between MOD and potential bidders (via MS Teams). • 5 January 2026 Potential bidders provide written feedback to the MOD point of contact. Registering an Interest in Participating in the Market Engagement 5. Potential bidders interested in participating in this preliminary market engagement process should notify the MOD point of contact on defcomrcl-hobp1-ooo@mod.gov.uk no later than 12:00hrs GMT on 18 November 2025 detailing their company name, the names of those wishing to attend, their position/ title and email contact details. The point of contact will then send a copy of the information pack ahead of the bilateral presentation.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05dcf0
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/072844-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK1 - Pipeline 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

92 - Recreational, cultural and sporting services

CPV Codes

92512000 - Archive services

Notice Value(s)

Tender Value
£250,000,000 £100M-£1B
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
11 Nov 20256 months ago
Submission Deadline
Not specified
Future Notice Date
7 Nov 20283 years to go
Award Date
Not specified
Contract Period
7 Dec 2028 - 6 Dec 2038 Over 5 years
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
MINISTRY OF DEFENCE
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 2HB
Post Town
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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