Public procurement notice: Prior Information Notice Without Call For Competition
Published: 2020-10-30
Buyer: Department for Work and Pensions
Country: UK
Contract type: Services
CPV classification: 48311100 | 63121100 | 72512000: Document management services | 79995100 | 79996100
Estimated value: 9500000 GBP

Technical requirements: 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 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.
DWP will require the following security certification of or compliance with the following security requirements:
• BS 7858:2012 (Security Screening of Individuals Employed in a Security Environment) or equivalent Standard;
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 eSourcing system can be found in the following link: www.dwp.bravosolutions.co.uk
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: http://ccs.cabinetoffice.gov.uk/aboutgovernmentprocurementservice/transparencyandaccountability/transparencyprocurement
(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.
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.


Award value: 9500000