DWP Records Management Services – Market Engagement

DWP Records Management Services – Market Engagement

The services required will relate to the management of DWP’s hard copy records only and does not include any electronic records.

United Kingdom-Blackpool: Records management

2020/S 210-514736

Prior information notice

This notice is for prior information only


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Department for Work and Pensions
Postal address: Peel Park: The shell, Brunel Way
Town: Blackpool
Postal code: FY4 5ES
Country: United Kingdom
Contact person: DWP will manage the procurement through our e-procurement solution. All interested parties should register on https://dwp.bravosolution.co.uk/web/login.shtml
E-mail: RecordsManagementHeywood@dwp.gov.uk
Telephone: +44 2045210262
Internet address(es):
Main address: https://www.gov.uk/government/organisations/department-for-work-pensions

I.2)Information about joint procurement

The contract is awarded by a central purchasing body


Additional information can be obtained from the abovementioned address

I.4)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5)Main activity

Social protection

Section II: Object

II.1)Scope of the procurement


DWP Records Management Services


Reference number: project_21617

II.1.2)Main CPV code

79996100 Records management

II.1.3)Type of contract


II.1.4)Short description:


The purpose of this Prior Information Notice (PIN) is to provide prior information for the market regarding its plans to run a procurement.

The Department for Work and Pensions (DWP) is seeking to establish a contract for the provision of a records management service. The services required will relate to the management of DWP’s hard copy records only and does not include any electronic records.

The services will require the supplier to provide the full end?to?end records management service from the DWP single designated location which shall be heywood file store, located at Manchester Road, Heywood, Lancashire OL10 2PZ.

The requirement:

The supplier’s responsibilities shall include, but not be limited to:

• intake of records from the DWP sites,

• management of the storage of records,

• retrieval of records from storage

• preparation of records for return to DWP sites,

• destruction of records.


II.1.5)Estimated total value

Value excluding VAT: 7 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)

48311100 Document management system
63121100 Storage services
72512000 Document management services
79995100 Archiving services
92512100 Archive destruction services

II.2.3)Place of performance

NUTS code: UKD36 Greater Manchester North West
Main site or place of performance:

Heywood Store, Manchester Road, Heywood, Lancashire OL10 2PZ.


II.2.4)Description of the procurement:


The services will require that the successful supplier undertakes a file audit and consolidation exercise over the contract period to validate the DWP record holdings and manage the space effectively within the Heywood Store. This is to ensure that come the end of the contract term, the boxes DWP plans to transfer to an off-site facility are at the optimum capacity and contents are validated as accurate.

DWP currently utilise the O’Neills system as it’s Records Management IT system and the successful Supplier is required to fully manage and maintain the system on behalf of DWP.

The supplier will be required to provide a help?desk service to answer DWP User’s enquiries in relation to the Records Management IT system and other general service enquiries related to the provision of the services.

Full details of these requirements will be provided in due course in any future notice or competition documentation.

Security requirements

DWP will require the following security certification of or compliance with the following security requirements:

• Cyber Essentials Plus Certification or equivalent


• ISO14001 (Environmental Management) or equivalent Standard

• BS 7858:2012 (Security Screening of Individuals Employed in a Security Environment) or equivalent Standard

• ISO27001 (Information Security Management) or equivalent Standard

• ISO/IEC 27002 (Information Security Management Code of practice) or equivalent Standard

• RM System Compliance with ISO 9241?171:2008 (Ergonomics of human?system Interface or equivalent)

• compliance with WCAG V2 to ‘AA’ Standard on RM System

• HMG Baseline Personnel Security Standards

Subject to the finalising of scope and specification of the requirement, it is anticipated that the tendering exercise will begin in December 2020, with the relevant contract notice to be published in OJEU in mid-December 2020. Tenderers will be required to provide their tender response electronically using the DWP Bravo application, which utilises a web-based portal. Further details about the e-Sourcing system can be found in the following link:


This procurement and the resulting contract for services will form part of the long term strategy that DWP is currently developing, which includes, but is not limited to, the move away from an on-site solution for records management to a suppliers site-based solution. Further information regarding the next stage of DWP’s long term procurement strategy will be made available at a future date.

With regards to the services set out in this PIN; Suppliers should note that, in accordance with the UK Government’s policies on transparency DWP intends to publish the Invitation to Tender (ITT) document and the text of any contract awarded, subject to possible redactions at the discretion of DWP. Further information about transparency can be found at:


DWP expressly reserves the right:

(i) not to award any contract as a result of the procurement process commenced by publication of this notice; and

(ii) to make whatever changes it may see fit to the content and structure of the tendering competition; and in no circumstances will the DWP be liable for any costs incurred by the candidates.

Any expenditure, work or effort undertaken prior to contract award is accordingly a matter solely for the commercial judgement of Suppliers.


II.2.14)Additional information


Note: This PIN and any subsequent expressions of interest are to be used for communication purposes between the DWP and the supply market only. The value provided in section II.2.1) is only an estimate.

DWP does not provide any guarantee in respect of the levels or aggregate value of the services which the contracting authority shall require the supplier to provide during the contract period.


II.3)Estimated date of publication of contract notice:


Section IV: Procedure


IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes

Section VI: Complementary information

VI.3)Additional information:


Suppliers Instructions:

How to Express Interest in this Tender:

1) Register on the eSourcing portal (this is only required once):

https://dwp.bravosolution.co.uk and click the link to register

— accept the terms and conditions and click ‘Continue’;

— enter your correct business and user details;

— note your chosen username and click ‘Save’. You will receive an email with your password (keep this secure).

2) Express an Interest in the tender

— login to the portal with the username/password;

— click the ‘PQQs/ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier);

— click on the relevant exercise to access the content;

— click the ‘Express Interest’ button at the top of the page;

— this will move the PQQ/ITT into your ‘My PQQs/My ITTs’ page. (A secure area reserved for your projects only);

— you can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ITT Details’ box.

3) Responding to the tender

— click ‘My Response’ under ‘PQQ/ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining);

— you can now use the ‘Messages’ function to communicate with the buyer and seek any clarification;

— note the deadline for completion. Follow the onscreen instructions to complete the PQQ/ ITT;

— there may be a mixture of online and offline actions to complete (detailed online help available). To submit your reply use the ‘Submit Response’ button (top of the page).

For further assistance please consult the online help, or the eTendering help desk.

DWP expressly reserves the rights:

(i) to use a reverse auction;

(ii) to cancel this procurement at any stage;

(iii) to not award any contract as a result of the procurement process commenced by publication of this notice;

(iv) and in no circumstances will DWP be liable for any costs incurred by potential suppliers.


VI.5)Date of dispatch of this notice: