Award

Document Scanning Partner

UNITED LINCOLNSHIRE TEACHING HOSPITALS NHS TRUST

This public procurement record has 2 releases in its history.

Award

14 Oct 2025 at 09:18

Award Notice
Award

14 Oct 2025 at 09:16

Award Notice
Summary of the contracting process

The United Lincolnshire Teaching Hospitals NHS Trust has completed the procurement process for a document scanning partner under the title "Document Scanning Partner". This contract, part of the business services industry, specifically focuses on law, marketing, consulting, recruitment, printing, and security, and it will support the Trust's Electronic Document Management System (EDMS) initiative. The contracting process, initiated as a selective tender, was a call-off from a framework agreement via the NHS LPP Digital Document Solutions Framework. The contract, awarded to IRON MOUNTAIN (UK) PLC, is valued at £1,458,338, covering a span from 3rd January 2026 to 2nd January 2031, including the potential for extensions. The procurement aims to digitise clinical records for more efficient access by clinicians. The project is located in the South East of the United Kingdom, with a key milestone being the start of the contract period on 3rd January 2026.

This procurement offers substantial growth opportunities for businesses capable of providing secure and efficient document scanning and records management services. Suitable candidates include small and medium enterprises (SMEs) in the business services sector, as there is an explicit suitability provision for SMEs. Companies specializing in logistics, secure records handling, digital scanning technologies, and data management are well-positioned to leverage such opportunities. The long-term contract offers stability and potential for future collaborations, enabling businesses to strengthen their portfolios in supporting healthcare organisations in their digital transformation efforts.

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Notice Information

Notice Title

Document Scanning Partner

Notice Description

The Authority is introducing an Electronic Document Management System (EDMS) as a tactical solution to bring together existing electronic outputs into a single repository in advance of the delivery of an Electronic Patient Records (EPR) system. Without the introduction of the EDMS the Authority will not achieve its aim to have a full electronic patient record. The EDMS will allow the Authority to become a paper 'lite' organisation with physical clinical records being digitised for more timely access by clinicians. The Authority requires the services of a scanning partner to support on-demand scanning which is driven by outpatient activity. The scanning partner will securely collect records from Authority sites and transfer to their scanning facility, for scanning, quality checking, and re-scanning where necessary. Secure archiving and secure destruction following an agreed document retention period will be provided. The contract will commence on 3rd January 2026 for an initial period of two years with the option to extend by three periods of twelve months each. This is a call-off contract awarded following a further competition via the NHS LPP Digital Document Solutions Framework. The highest contract award value of PS1,458,338 is based on the full 2 years + 1 + 1 + 1 contract duration.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-3f468b59-1fcc-4802-a7dc-a9093e39bf1d
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/37c6b468-14f2-4274-b4e3-19cc6d52bfa1
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Framework
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Call-off from a framework agreement
Tender Suitability
SME
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

79000000 - Business services: law, marketing, consulting, recruitment, printing and security

Notice Value(s)

Tender Value
£1,458,338 £1M-£10M
Lots Value
Not specified
Awards Value
£1,458,338 £1M-£10M
Contracts Value
Not specified

Notice Dates

Publication Date
14 Oct 20254 months ago
Submission Deadline
9 May 2025Expired
Future Notice Date
Not specified
Award Date
7 Oct 20254 months ago
Contract Period
3 Jan 2026 - 2 Jan 2031 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
UNITED LINCOLNSHIRE TEACHING HOSPITALS NHS TRUST
Contact Name
Paul Beales
Contact Email
paul.beales1@nhs.net
Contact Phone
01522512512

Buyer Location

Locality
LINCOLN,
Postcode
LN5 7JH
Post Town
Lincoln
Country
England
Major Region (ITL 1)
TLF East Midlands (England)
Basic Region (ITL 2)
TLF3 Lincolnshire
Small Region (ITL 3)
TLF30 Lincolnshire CC
Delivery Location
TLJ South East (England)
Local Authority
Lincoln
Electoral Ward
Park
Westminster Constituency
Lincoln

Supplier Information

Number of Suppliers
1
Supplier Name

IRON MOUNTAIN (UK

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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