---
title: "electronic Records Management"
ocid: "ocds-h6vhtk-033787"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-033787"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-033787.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-033787.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "MINISTRY OF DEFENCE - DEFENCE DIGITAL"
published: "2022-05-13"
---

# electronic Records Management

Buyer: MINISTRY OF DEFENCE - DEFENCE DIGITAL  
Current stage: Award  
OCID: ocds-h6vhtk-033787

[View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-033787)  
[Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-033787.json)

## Summary

The Ministry of Defence - Defence Digital has completed the procurement process for an electronic Records Management System, a project valued at approximately £8,349,416.79 (ex VAT). This procurement falls under the goods category, specifically classified as a document management system (CPV: 48311100). The procurement method was limited, negotiated without the publication of a contract notice, and the contract has been awarded to Micro Focus Software UK Ltd. The contract was signed on 13th May 2022 and involves implementing a new system, migrating existing records, and providing ongoing application maintenance and end-user support, primarily based in Corsham, UK.

This tender offers substantial opportunities for businesses specialising in software development, particularly those focusing on records management and cloud optimisation. Companies with expertise in document management systems, particularly those leveraging proprietary technologies similar to those used by Micro Focus, would be well-suited to compete. Given the technical specificity of the requirements, suppliers capable of providing interoperability solutions between different security domains stand to benefit from this contract and its subsequent applications in defence-related operations.

## Notice

Supply of Record Management System

### Lot Information

Lot 1

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

### Procurement Information

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 PS8,349,416.79 (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.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/012521-2022 |
| Notice type | Award Notice |
| Procurement type | Standard |
| Procurement category | Goods |
| Procurement method | Limited |
| Procurement method details | Negotiated without publication of a contract notice |
| Tender suitability | Not specified |
| Awardee scale | Large |
| All stages | Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 13 May 2022 |
| Submission deadline | Not specified |
| Future notice date | Not specified |
| Award date | 12 May 2022 |
| Contract period | Not specified |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £8,349,416 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Not specified |
| Awards status | Active |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | MINISTRY OF DEFENCE - DEFENCE DIGITAL |
| Locality | CORSHAM |
| Post town | Swindon |
| Postcode | SN13 9NR |
| Country | England |
| ITL 1 | TLK South West (England) |
| ITL 2 | TLK7 Gloucestershire and Wiltshire |
| ITL 3 | TLK72 Wiltshire |
| Local authority | Wiltshire |
| Electoral ward | Corsham Ladbrook |
| Westminster constituency | Chippenham |
| Delivery location | TLK15 Wiltshire |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | MICRO FOCUS SOFTWARE |

## CPV Codes

### Divisions

- 48 - Software package and information systems

### Codes

- 48311100 - Document management system

## Release History

- 13 May 2022 at 14:43 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/012521-2022

## Notice URLs

- https://www.gov.uk/

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-033787. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-033787.json.