--- title: "Physical Records Management Digital Solution" ocid: "ocds-h6vhtk-0436d0" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-0436d0" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-0436d0.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-0436d0.json" source: "Find A Tender Service" current_stage: "Tender" buyer: "HISTORIC ENGLAND" published: "2024-02-02" --- # Physical Records Management Digital Solution Buyer: HISTORIC ENGLAND Current stage: Tender OCID: ocds-h6vhtk-0436d0 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-0436d0) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-0436d0.json) ## Summary Historic England is seeking a modern digital solution for Physical Records Management to replace an obsolete legacy system. The procurement process is currently in the tender stage, with key deadlines set for the submission of requests to participate by 04/03/2024. The opportunity is open for service providers in the data-processing industry. The buying organisation, Historic England, based in Swindon, United Kingdom, aims to have the new system operational by July 2024. This tender by Historic England provides a growth opportunity for businesses offering data-processing services. Companies well-versed in digital solutions, database management, and data services are well-suited to compete. The contract value is set at 85,000 GBP, with a contract period starting from April 2024 and extending until April 2028. Interested suppliers can participate through a written submission method with the deadline closing on 01/03/2024. The project scope includes technical implementation, data migration, and ongoing support for the digital solution, presenting a long-term partnership potential for successful bidders. ## Notice Background1. Historic England (the Authority) uses a legacy software application (TRIM version 7) for the management of non-electronic physical records. Physical records managed in TRIM range from documents of historical significance to business and personnel paper records.2. TRIM has been through several iterations of product identity and original ownership since first implemented, prior to the establishment of Historic England, for English Heritage. The version currently in service has been end of sale and out of vendor support for nearly a decade. Historic England wishes to replace the functionality offered by TRIM through implementing a modern and fully supported digital solution that addresses operational risks and issues associated with continuing to run an obsolete and unsupported system.3. This requirement relates solely to the management of physical records. While it is known that some candidate digital solutions also offer such functionality, management of electroni ### Lot Information Lot 1 1. Historic England (the Authority) uses a legacy software application (TRIM version 7) for the management of non-electronic physical records. Physical records managed in TRIM range from documents of historical significance to business and personnel paper records.2. TRIM has been through several iterations of product identity and original ownership since first implemented, prior to the establishment of Historic England, for English Heritage. The version currently in service has been end of sale and out of vendor support for nearly a decade. Historic England wishes to replace the functionality offered by TRIM through implementing a modern and fully supported digital solution that addresses operational risks and issues associated with continuing to run an obsolete and unsupported system.3. This requirement relates solely to the management of physical records. While it is known that some candidate digital solutions also offer such functionality, management of electronic records is not in scope and does not require discussion.Objectives and Desired Outcomes4. Objectives of the work are:a. The contract with the successful supplier to implement and provide the digital solution commences April 2024.b. The solution is live by July 2024 and continues until April 2028.c. Support and operation of the solution is transitioned to business-as-usual by Septem-ber 2024.5. The outcomes that Historic England wishes to realise are:a. Physical records are managed using a solution with full original vendor support until at least April 2028.b. Historic England provides first and second-line support. The successful supplier will provide third-line support.c. Users are trained, familiar, and at ease with using the solution.d. The solution enables the use of TRIM in Historic England to be discontinued and IT as-sets associated with TRIM to be decommissioned.Scope6. Within the successful supplier's scope in this engagement will be:a. A digital solution to manage physical records.b. Technical implementation of the solution.c. Migration of data from the legacy TRIM application to the new solution.d. Post-migration data validation.e. Provision of user guidance and any necessary training materials.f. Early-life support following release to live.g. Support for the solution for the duration of the contract period.7. Outside of the successful supplier's scope of work will be any decommissioning of existing IT assets.Constraints8. Constraints on the solution are:a. The solution must be capable of single sign-on using credentials from the Historic Eng-land Azure Active Directory.b. The successful Tenderer must hold valid Cyber Essentials certification for the duration of the contract.c. Data must be hosted in the UK or European Economic Area only.Assumptions9. Assumptions made at this stage are:a. A commercial off-the-shelf solution will meet most of Historic England's requirements, and all those marked as mandatory, with no, or minimal, modifications.b. Supplier support for implementation and operation will be available for the duration of the contract.c. Classification of information stored in the solution will be no higher than OFFICIAL-SENSITIVE and the successful supplier and solution will have suitable technical and procedural controls to protect this information (refer to appendix 4.3 for guidance).d. The successful supplier will, as part of their bid, offer a service to automate and man-age the migration of all required data from TRIM to the new solution, including post-migration validation of data.Technical & Delivery Strategy10. An 'off the shelf' software-as-a-service solution that benefits from standard service and support is preferred, if one can be found that satisfies all mandatory requirements. If a suitable off-the-shelf solution cannot be found, the next preferred option will be to modify an off-the-shelf product. Development of a bespoke software application, that would require special ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/003569-2024 | | Notice type | Tender Notice | | Procurement type | Standard | | Procurement category | Services | | Procurement method | Open | | Procurement method details | Open procedure | | Tender suitability | Not specified | | Awardee scale | Not specified | | All stages | Tender | ## Dates | Field | Value | | --- | --- | | Publication date | 2 Feb 2024 | | Submission deadline | 1 Mar 2024 | | Future notice date | Not specified | | Award date | Not specified | | Contract period | 31 Mar 2024 - 31 Mar 2028 | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £85,000 | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Active | | Lots status | Active | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | HISTORIC ENGLAND | | Locality | SWINDON | | Post town | Swindon | | Postcode | SN2 2EH | | Country | England | | ITL 1 | TLK South West (England) | | ITL 2 | TLK7 Gloucestershire and Wiltshire | | ITL 3 | TLK71 Swindon | | Local authority | Swindon | | Electoral ward | Mannington and Western | | Westminster constituency | Swindon South | | Delivery location | Not specified | ## CPV Codes ### Divisions - 48 - Software package and information systems - 72 - IT services: consulting, software development, Internet and support ### Codes - 48612000 - Database-management system - 72300000 - Data services - 72310000 - Data-processing services - 72312000 - Data entry services - 72313000 - Data capture services - 72317000 - Data storage services - 72320000 - Database services ## Release History - 2 Feb 2024 at 15:23 - TenderUpdate - Tender Notice - https://www.find-tender.service.gov.uk/Notice/003569-2024 - 2 Feb 2024 at 13:45 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/003541-2024 ## Notice URLs - https://historicengland.org.uk/ - https://in-tendhost.co.uk/historicengland/aspx/Home ## 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-0436d0. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-0436d0.json.