Records management

Tender 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. 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 https://www.gov.uk/government/publications/cyber‑essentials‑scheme‑overview • ISO1 4001 (Environmental Management) or equivalent Standard; • BS 7858:2012 (Security Screening of Individuals Employed in a Security Environment) or equivalent Standard; • ISO 27001 (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 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 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.