ProcuraAxisBeta
Sign inCreate Free Account
Home / Opportunities / Opportunity
PROCUREMENT OPPORTUNITY

Pan Government Records Management Contract

Ministry of Defence · Preliminary market engagement notice on Find a Tender

Tender information last checkedLast checked 30 Sept 2026, 12:27.

Opportunity overview

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

Classification

  • CPV92512000 — Archive services

Lots

  • Lot 1Value not stated

Documents and notices

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
ocds-h6vhtk-05dcf0
Status
planned
Above Threshold
Yes
Main Procurement Category
services

Legal basis

Id
2023/54
Scheme
UKPGA

Communication

Future Notice Date
7 Nov 2028, 23:59

Lots and requirements

Entry 1
Id
1
Status
planned
Has Renewal
Yes

Suitability

Sme
Yes

Contract period

Ends
6 Dec 2038, 23:59
Starts
7 Dec 2028, 00:00
Max Extent Date
6 Dec 2040, 23:59

Items and delivery

Item 1
Id
1
Related Lot
1

Delivery locations

Entry 1
Region
UK
Country
GB
Country Name
United Kingdom

Additional Classifications

Entry 1
Id
92512000
Scheme
CPV
Description
Archive services

Planning and budget

Documents

Entry 1
Id
072098-2025
Format
text/html
Notice Type
UK2
Description
Preliminary market engagement notice on Find a Tender
Document Type
marketEngagementNotice
Published
7 Nov 2025, 14:55
Entry 2
Id
072844-2025
Format
text/html
Notice Type
UK1
Description
Pipeline notice on Find a Tender
Document Type
plannedProcurementNotice
Published
11 Nov 2025, 14:36

Milestones

Entry 1
Id
engagement
Type
engagement
Status
scheduled
Due
5 Jan 2026, 23:59
Description
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.

Buyer, suppliers and contacts

Organisation 1
Id
GB-PPON-PHVX-4316-ZVGZ
Name
Ministry of Defence

Roles

buyer

Address

Region
UKI32
Country
GB
Locality
London
Postal Code
SW1A2HB
Country Name
United Kingdom
Street Address
Whitehall

Details

Classifications

Entry 1
Id
publicAuthorityCentralGovernment
Scheme
UK_CA_TYPE
Description
Public authority - central government

Identifier

Id
PHVX-4316-ZVGZ
Scheme
GB-PPON

Contact

Recorded locations

  • Buyer location · London · UKI32 · SW1A2HB · United Kingdom
  • Delivery location · UK · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. ocds-h6vhtk-05dcf0-2025-11-11T14:36:03ZPreliminary market engagement notice on Find a Tender ·