The Environment Agency has gone out to tender with a contract for a Strategic File Management System - Common Data Environment (CDE) as part of its Digital Asset Data Information (DADI) programme with an estimated total value of £7.8 million (inc VAT).

The 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, maintain and operate its asset estate in the future.

As part of the DADI programme, the Strategic File Management (SFM) project underpins the Agency’s 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’s 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’s entire lifecycle is effectively managed and can be retrieved and accessed by a wide range of users in a number of formats.

Business objectives of the procurement are as follows:

• Implement a compliant, centralised file management system.
• Create a single source of truth supporting the entire asset lifecycle.
• Enable accurate, trusted Business Intelligence.
• Achieve ISO19650 and ISO55000 compliance.
• Improve file accessibility, storage, sharing, and user experience.
• Enhanced data governance and risk mitigation (e.g., reduced security and legal risks).
• Reduced inefficiencies, such as duplication and process waste.
• Ensure connectivity and interoperability with other Asset Management systems to support efficient sharing and consistency of asset information.
• Support carbon reduction and improved sustainability through streamlined practices.
• Provide the option for other Defra Group Bodies and other UK Paying Agencies to utilise the contract.

The procurement is being carried out by Defra group Commercial on behalf of the Environment Agency. Initial contract term is 5 years with potential extensions options of up to a further 5 years.

The contract value of £7.8 million is an estimate only for the full ten years. Initial 5 year contract term has an estimated value of £3.7 million (ex VAT).

Suppliers can access the tender via the Defra eCommercial Systemportal at https://defra-family.force.com/s/Welcome – this will require signing up to the Atamis system and following the instructions within the Portal.

Current estimated start and end contract dates are 12 October 2026 to 11 October 2031 with further possible extensions up to 14 September 2036.

Deadline for submission of enquiries about the contract is 4:00pm on 5 March 2026 and deadline to submit requests to participate is 4:00pm on 16 March 2026. All submissions must be made using the Defra tender portal.

Estimated contract award decision date is 28 September 2026.

The tender process will be split into the following stages:

Stage One – Pre-Selection Stage to consist of the following sub-stages

1A: Procurement Specific Questionnaire (PSQ), including Conditions of Participation (CoP).

1B: A Mini-Technical Envelope (Scored), which will be used to down-select suppliers.

Stage Two – Invitation to Submit Final Tender (ISFT) Stage to consist of the following sub-stages

2A: Demonstration

2B: Proof-of-Concept (CoP)

2C: Quality Envelope (including Social Value) & Price (Commercial Envelope)

Stage Three – Final Clarification and Negotiation (OPTIONAL)

Click here to download associated tender documents

SFM - Bidder Pack (part one) core requirements

SFM - Bidder Pack (part two) procurement specific requirements