---
title: "Pan Government Records Management Contract"
ocid: "ocds-h6vhtk-05dcf0"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-05dcf0"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-05dcf0.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-05dcf0.json"
source: "Find A Tender Service"
current_stage: "Planning"
buyer: "MINISTRY OF DEFENCE"
published: "2025-11-11"
---

# Pan Government Records Management Contract

Buyer: MINISTRY OF DEFENCE  
Current stage: Planning  
OCID: ocds-h6vhtk-05dcf0

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## Summary

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.

## Notice

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.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/072844-2025 |
| 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 |
| All stages | Planning |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 11 Nov 2025 |
| Submission deadline | Not specified |
| Future notice date | 7 Nov 2028 |
| Award date | Not specified |
| Contract period | 7 Dec 2028 - 6 Dec 2038 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £250,000,000 |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Planned |
| Lots status | Planned |
| Awards status | Not specified |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | MINISTRY OF DEFENCE |
| Locality | LONDON |
| Post town | South West London |
| Postcode | SW1A 2HB |
| Country | England |
| ITL 1 | TLI London |
| ITL 2 | TLI3 Inner London - West |
| ITL 3 | TLI35 Westminster and City of London |
| Local authority | Westminster |
| Electoral ward | St James's |
| Westminster constituency | Cities of London and Westminster |
| Delivery location | Not specified |

## CPV Codes

### Divisions

- 92 - Recreational, cultural and sporting services

### Codes

- 92512000 - Archive services

## Release History

- 11 Nov 2025 at 14:36 - Planning - UK1 - Pipeline Notice - https://www.find-tender.service.gov.uk/Notice/072844-2025
- 7 Nov 2025 at 14:55 - Planning - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/072098-2025

## Documents

- https://www.find-tender.service.gov.uk/Notice/072844-2025
  11th November 2025 - Pipeline notice on Find a Tender
- https://www.find-tender.service.gov.uk/Notice/072098-2025
  7th November 2025 - Preliminary market engagement notice on Find a Tender

## Notice URLs

- https://www.gov.uk/government/organisations/ministry-of-defence
- https://www.legislation.gov.uk/ukpga/2023/54/contents

## 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-05dcf0. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-05dcf0.json.