Strategic File Management System - Common Data Environment (CDE)

{
  "buyer": {
    "id": "GB-PPON-PNWW-1475-NYLN",
    "name": "ENVIRONMENT AGENCY"
  },
  "date": "2026-02-23T15:29:06Z",
  "id": "016175-2026",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-056090",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "London",
        "postalCode": "SW1P 4DF",
        "region": "UKI32",
        "streetAddress": "Seacole Building, 2 Marsham Street"
      },
      "contactPoint": {
        "email": "procurement@defra.gov.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://defra-family.force.com/s/Welcome"
      },
      "id": "GB-PPON-PNWW-1475-NYLN",
      "identifier": {
        "id": "PNWW-1475-NYLN",
        "scheme": "GB-PPON"
      },
      "name": "ENVIRONMENT AGENCY",
      "roles": [
        "buyer"
      ]
    },
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "London",
        "postalCode": "SW1P 4DF",
        "region": "UKI32",
        "streetAddress": "Seacole Building, 2 Marsham Street"
      },
      "contactPoint": {
        "email": "procurement@defra.gov.uk"
      },
      "details": {
        "url": "https://defra-family.force.com/s/Welcome"
      },
      "id": "GB-PPON-PNBD-3289-CDGX",
      "identifier": {
        "id": "PNBD-3289-CDGX",
        "scheme": "GB-PPON"
      },
      "name": "DEPARTMENT FOR ENVIRONMENT, FOOD AND RURAL AFFAIRS",
      "roleDetails": "Procurement facilitated via Defra group Commercial",
      "roles": [
        "procuringEntity"
      ]
    }
  ],
  "tag": [
    "tenderUpdate"
  ],
  "tender": {
    "aboveThreshold": true,
    "amendments": [
      {
        "description": "As per the last amendment note, the updated Supplier Engagement Event details in the Bidder Pack (part two) document on page 6 reads as follows:\nTenderers will be invited to a Supplier Engagement Event via Microsoft Teams so that we may present the opportunity in more detail. Further details on the agenda and how to confirm attendance to the Event will be communicated via Atamis with all potential Tenders on (TBC \u2013 w/c 23.02.26). Tenderers are responsible for ensuring the availability of their nominated attendees. It is essential that potential Tenderers manage their internal scheduling to accommodate the pre-scheduled event.\nThe Supplier Engagement Day will not form part of the tender stages for response and will not be evaluated. The event is for information only.",
        "id": "016175-2026"
      }
    ],
    "awardPeriod": {
      "endDate": "2026-09-28T23:59:59+01:00"
    },
    "contractTerms": {
      "financialTerms": "Additional details can be found in the following parts of the Mid-Tier Contract documentation:\n\u2022 Core Terms (under Pricing and Payments section)\n\u2022 Award Form (under Payment Method section)\n\u2022 Schedule 3 Charges"
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "The Digital Asset Data Information (DADI) programme is a digital programme of work within the overarching Asset Management Improvement Portfolio, with a whole life focus on how the Environment Agency as an owner-operator will digitally create,\u202fmaintain\u202fand operate its asset estate in the future.\u202f  \nAs part of the DADI programme, the Strategic File Management (SFM) project underpins the Agency\u2019s ambition to be recognised as a world-class Asset Management (AM) organisation. The SFM goal is to deliver a solution for the management of the Environment Agency\u2019s AM files which will be based on standardised and governed processes and include the supporting technological capability to carry out these processes. The desired solution will ensure that documentation relevant to an asset\u2019s entire lifecycle is effectively managed and can be retrieved and accessed by a wide range of users in a number of formats. \nThe business objectives of this procurement are as follows: \n\u2022 Implement a compliant, centralised file management system. \n\u2022 Create a single source of truth supporting the entire asset lifecycle. \n\u2022 Enable accurate, trusted Business Intelligence. \n\u2022 Achieve ISO19650 and ISO55000 compliance. \n\u2022 Improve file accessibility, storage, sharing, and user experience. \n\u2022 Enhanced data governance and risk mitigation (e.g., reduced security and legal risks). \n\u2022 Reduced inefficiencies, such as duplication and process waste. \n\u2022 Ensure connectivity and interoperability with other Asset Management systems to support efficient sharing and consistency of asset information.\n\u2022 Support carbon reduction and improved sustainability through streamlined practices. \n\u2022 Provide the option for other Defra Group Bodies (https://www.gov.uk/government/organisations#department-for-environment-food-rural-affairs) and other UK \"Paying Agencies\" to utilise the contract.\nThe purpose of this notice is for DEFRA (on behalf of the EA) to make known that a Further Competition is being conducted via a Competitive Flexible procedure for Procurement of Enterprise Asset Management Common Data Environment (CDE). \nAdditional Information:\nThe budget for the initial term (five (5) years) is at a total of \u00a33.7m (ex VAT) with the total contract value expected to be up to a total cost of \u00a36.5m (ex VAT) during the overall maximum 10-year term (5+2+2+1), which includes the cost of implementation, delivery of the Service, and Exit and Transition. The contract value is an estimate only. The contract value estimate will be dependent upon whether an extension (in part or in whole) is enacted, whether any optional services (in part or in whole) are enacted, the extent of any contract changes, and the indices used to index prices.\nSuppliers can access this by visiting\u202fhttps://defra-family.force.com/s/Welcome \u2013 this will require signing up to the Atamis system and following the instructions within the Portal.",
    "documents": [
      {
        "description": "This Bidder Pack is issued in accordance with the provisions of the Procurement Act 2023. All procurement activities and contractual obligations arising from this Bidder Pack will be governed by the regulations and guidelines set forth in the Procurement Act 2023. Bidders are required to comply with the Act\u2019s stipulations, ensuring transparency, fairness, and integrity throughout the procurement process.\nThe Bidder Pack comes in two parts.  \nThis first part, The Core Requirements, provides details of the General Requirements, Government Transparency Agenda and Government Priorities.",
        "documentType": "biddingDocuments",
        "format": "application/pdf",
        "id": "A-12301",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-12301"
      },
      {
        "description": "This procurement is being carried out by Defra group Commercial in accordance with the Competitive Tendering Procedure as set out in the Procurement Act 2023 on behalf of the Environment Agency (EA). \nAll procurement activities and contractual obligations arising from this Bidder Pack will be governed by the Procurement Act 2023. Bidders are required to comply with the Act\u2019s stipulations, ensuring transparency, fairness, and integrity throughout the procurement process.\nThe Bidder Pack comes in two parts.  \nThis, the second part, the Procurement Specific Requirements, provides details of the Specification Requirements, Terms and Conditions of Contract, Evaluation Methodology, Procurement Timetable and Definitions.",
        "documentType": "biddingDocuments",
        "format": "application/pdf",
        "id": "A-12445",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-12445"
      },
      {
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2026-02-23T15:29:06Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "016175-2026",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/016175-2026"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2026-03-05T16:00:00Z"
    },
    "expressionOfInterestDeadline": "2026-03-16T16:00:00Z",
    "hasRecurrence": true,
    "id": "C33060",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Data management services",
            "id": "72322000",
            "scheme": "CPV"
          },
          {
            "description": "Data storage services",
            "id": "72317000",
            "scheme": "CPV"
          },
          {
            "description": "IT services: consulting, software development, Internet and support",
            "id": "72000000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UK"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "2A: Demonstration (8%)\n2B: Proof-of-Concept (12%)\n2C: Quality (40%) + Social Value (10%)",
              "name": "Quality",
              "numbers": [
                {
                  "number": 70.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Commercial Envelope",
              "name": "Price",
              "numbers": [
                {
                  "number": 30.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2031-10-11T23:59:59+01:00",
          "maxExtentDate": "2036-09-14T23:59:59+01:00",
          "startDate": "2026-10-12T00:00:00+01:00"
        },
        "hasOptions": true,
        "hasRenewal": true,
        "id": "1",
        "options": {
          "description": "It should be noted that these optional years of contract extension can be executed in smaller increments if required. These will be to continue the Service for a longer duration but may introduce options to scale the service or widen the contract scope."
        },
        "renewal": {
          "description": "The contract term will consist of an initial 5 year term (inclusive of a break clause at the third year), with the option to extend for a further 5 years in the following increments: 2+2+1 (subject to further approvals)."
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "1) Conditions for participation\n1.2) Economic and financial standing\n\u2022 Selection criteria as stated in the procurement documents\n2) Conditions related to the contract\n2.1) Information about staff responsible for the performance of the contract\n\u2022 Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract",
              "type": "economic"
            },
            {
              "description": "Selection criteria as stated in the procurement documents",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "value": {
          "amount": 6500000.0,
          "amountGross": 7800000.0,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "This procurement is being conducted as a Competitive Flexible Procedure in accordance with the Procurement Act 2023.\nThe Tender will be split into the following high-level stages:\nStage One \u2013 Pre-Selection Stage. This will consist of the following sub-stages:\n\u2022 1A: Procurement Specific Questionnaire (PSQ), including Conditions of Participation (CoP).\n\u2022 1B: A Mini-Technical Envelope (Scored), which will be used to down-select suppliers. \nStage Two \u2013 Invitation to Submit Final Tender (ISFT) Stage. This will consist of the following sub-stages:\n\u2022 2A: Demonstration\n\u2022 2B: Proof-of-Concept (CoP)\n\u2022 2C: Quality Envelope (including Social Value) \u0026 Price (Commercial Envelope)\n(OPTIONAL) Stage Three \u2013 Final Clarification and Negotiation \nFull details of the Procurement Process, Evaluation Methodology and Response Instructions for each stage will be detailed in the Bidder Pack Documents and Supporting Documentation.\nPlease note: The Authority may update or amend this Tender Notice or the associated tender documents during the procurement. Any modifications will be made in accordance with Section\u202f31 of the Procurement Act 2023, and all bidders will be notified at the same time\nCommunication:\nThe procurement documents are available for unrestricted and full direct access, free of charge, at\nhttps://defra-family.force.com/s/Welcome\nAdditional information can be obtained from the above-mentioned address.\nTenders or requests to participate must be submitted to the above-mentioned address\nElectronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at https://defra-family.force.com/s/Welcome."
    },
    "procurementMethod": "selective",
    "procurementMethodDetails": "Competitive flexible procedure",
    "recurrence": {
      "dates": [
        {
          "startDate": "2026-10-08T23:59:59+01:00"
        }
      ]
    },
    "status": "active",
    "submissionMethodDetails": "All submissions must be made using the Defra tender portal (Atamis system).\nSuppliers can access this ITT opportunity by visiting https://defra-family.force.com/s/Welcome \u2013 this will require signing up to the Atamis system and following the instructions within the Portal.\nTenderers must also be registered on the Central Digital Platform (CDF). Details of how to register can be found at https://www.gov.uk/government/publications/procurement-act-2023-short-guides/suppliers-how-to-register-your-organisation-and-first-administrator-on-find-a-tender-in-three-easy-steps-html",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "title": "Strategic File Management System - Common Data Environment (CDE)",
    "value": {
      "amount": 6500000.0,
      "amountGross": 7800000.0,
      "currency": "GBP"
    }
  }
}