Planning

Electronic Key Management System (EKMS)

NOTTINGHAMSHIRE HEALTHCARE NHS FOUNDATION TRUST

This public procurement record has 2 releases in its history.

PlanningUpdate

10 Apr 2025 at 11:04

UK2 - Preliminary Market Engagement Notice
Planning

03 Apr 2025 at 14:37

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Nottinghamshire Healthcare NHS Foundation Trust is seeking innovative suppliers for an Electronic Key Management System (EKMS) to be implemented across various secure settings within its facilities. This tender, titled "Electronic Key Management System (EKMS)" and classified under the security equipment and electronic security lock industry category, aims to replace the existing system by 2027 due to impending end-of-life issues. The process is currently in the planning stage, with market engagement activities scheduled to conclude by 31 October 2025. The procurement will be conducted using the Competitive Flexible procedure under the Procurement Act 2023, and interested suppliers must register on the new Central Digital Platform. The project involves a substantial investment, with a budget of up to £2.2 million, and delivery is required within the UKF region, specifically Nottingham.

This tender presents significant opportunities for businesses specialising in security equipment, electronic locks, and innovative technology solutions. Suppliers, including SMEs and voluntary, community and social enterprises (VCSEs), are encouraged to participate in market engagement and subsequent tender stages. Companies with expertise in integrating secure access systems, RFID technology, and bespoke software functionalities tailored to different hospital requirements will find this project particularly well-suited. The procurement process includes various stages to ensure compliance and innovation, offering businesses the chance to showcase their capabilities in providing reliable and advanced EKMS solutions. Successful suppliers will contribute to enhancing security and operational efficiency across multiple healthcare facilities, fostering potential long-term partnerships with a central government public authority.

Find more tenders on our Open Data Platform.
How relevant is this notice?

D3 Tenders Premium

Win More Public Sector Contracts

AI-powered tender discovery, pipeline management, and market intelligence — everything you need to grow your public sector business.

Start Free Trial Book a Demo
All Features Pricing

Notice Information

Notice Title

Electronic Key Management System (EKMS)

Notice Description

Support of the existing Electronic Key Management System cabinets (manufactured by TRAKA) will cease in 2027. This system requires replacement due to the impending end of life hardware and software, manufacturer support and spares non-availability.

Planning Information

General Information It is mandatory for any interested suppliers to register on the new CENTRAL DIGITAL PLATFORM which is part of the enhanced Find a Tender Service. This procurement will be progressed using the Competitive Flexible procedure utilising Procurement Act 2023 A major aspect of the procurement will be based on innovative ideas for suitable Electronic Key Management System (EKMS) for multiple Trust locations. Nottinghamshire Healthcare NHS Foundation Trust (NHC) welcomes interest from all suitable suppliers, including SMEs and VCSEs. Outcome Based Specification NHC needs new, innovative EKMS within: 1. High Secure setting. A critical function detailed within the Secretary of State Direction 41 security of keys and locks: High Secure Psychiatric Services (Arrangements for Safety and Security) Directions 2019. 2. Low and Medium Secure Care settings. A critical function detailed within the RCPsych Standards for Forensic Mental Health Services The key strategy depends on a reliable security key management system, fully integrated within the secure access and egress system, that identifies staff able to have allocated home office keys and prohibits any key sets being removed from the secure area. Business Requirements (high level for Preliminary Market Engagement Notice only) • The cabinets a minimum of 50 sets of keys • Dependant on the site, provide a bank of cabinets in the key lobby/reception providing between 200 and 2500 locations for holding set of keys. • Link to remote cabinets within other hospital locations. Example, but not limited to Visitor Collection, Vehicle Lock Search Area etc • Bullet type metal fob (example: ifob) attached to every key set - used to lock key sets into cabinet position. • Receptor strips: Hardware that sits behind each key aperture within the cabinets • RFID readers on each bank • Software: communicates with receptor strips and integrates with 3rd party access system. • Bespoke functionality specific different hospitals requirements. • Existing platform is old and based on 8-bit technology. Stages - Market Engagement: 1) Initial Conditions of Participation to exclude any suppliers who do not meet regulatory financial requirements, are on Debarment List, are not registered on Central Digital Platform. 2) Conflict of Interest declaration. 3) Group supplier event meeting (via Teams). 4) One to One supplier event in person or via Teams. Stages - Tender: 1) NHC may exclude suppliers based on additional Conditions of Participation. 2) NHC may exclude suppliers based on a design and innovation phase. NHC reserves the right to add or remove stages throughout the procurement process

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-04fce0
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/014257-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

35 - Security, fire-fighting, police and defence equipment

44 - Construction structures and materials; auxiliary products to construction (except electric apparatus)

CPV Codes

35121000 - Security equipment

44521120 - Electronic security lock

Notice Value(s)

Tender Value
£2,000,000 £1M-£10M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
10 Apr 202510 months ago
Submission Deadline
Not specified
Future Notice Date
1 Nov 2025Expired
Award Date
Not specified
Contract Period
1 Jan 2027 - 31 Dec 2032 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
NOTTINGHAMSHIRE HEALTHCARE NHS FOUNDATION TRUST
Contact Name
Chris Dwyer
Contact Email
chris.dwyer@nottshc.nhs.uk
Contact Phone
Not specified

Buyer Location

Locality
NOTTINGHAM
Postcode
NG6 9DR
Post Town
Nottingham
Country
England
Major Region (ITL 1)
TLF East Midlands (England)
Basic Region (ITL 2)
TLF1 Derbyshire and Nottinghamshire
Small Region (ITL 3)
TLF14 Nottingham
Delivery Location
TLF East Midlands (England)
Local Authority
Nottingham
Electoral Ward
Bulwell Forest
Westminster Constituency
Nottingham North and Kimberley

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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. 

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-04fce0-2025-04-10T12:04:13+01:00",
    "date": "2025-04-10T12:04:13+01:00",
    "ocid": "ocds-h6vhtk-04fce0",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-NHS-RHA",
            "name": "NOTTINGHAMSHIRE HEALTHCARE NHS FOUNDATION TRUST",
            "identifier": {
                "scheme": "GB-NHS",
                "id": "RHA"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PJTT-4587-BLBM"
                }
            ],
            "address": {
                "streetAddress": "Trust HQ, Highbury Hospital, Highbury Road",
                "locality": "Nottingham",
                "postalCode": "NG6 9DR",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKF14"
            },
            "contactPoint": {
                "name": "Chris Dwyer",
                "email": "chris.dwyer@nottshc.nhs.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.nottinghamshirehealthcare.nhs.uk/",
                "classifications": [
                    {
                        "scheme": "UK_CA_TYPE",
                        "id": "publicAuthorityCentralGovernment",
                        "description": "Public authority - central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-NHS-RHA",
        "name": "NOTTINGHAMSHIRE HEALTHCARE NHS FOUNDATION TRUST"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "General Information It is mandatory for any interested suppliers to register on the new CENTRAL DIGITAL PLATFORM which is part of the enhanced Find a Tender Service. This procurement will be progressed using the Competitive Flexible procedure utilising Procurement Act 2023 A major aspect of the procurement will be based on innovative ideas for suitable Electronic Key Management System (EKMS) for multiple Trust locations. Nottinghamshire Healthcare NHS Foundation Trust (NHC) welcomes interest from all suitable suppliers, including SMEs and VCSEs. Outcome Based Specification NHC needs new, innovative EKMS within: 1. High Secure setting. A critical function detailed within the Secretary of State Direction 41 security of keys and locks: High Secure Psychiatric Services (Arrangements for Safety and Security) Directions 2019. 2. Low and Medium Secure Care settings. A critical function detailed within the RCPsych Standards for Forensic Mental Health Services The key strategy depends on a reliable security key management system, fully integrated within the secure access and egress system, that identifies staff able to have allocated home office keys and prohibits any key sets being removed from the secure area. Business Requirements (high level for Preliminary Market Engagement Notice only) * The cabinets a minimum of 50 sets of keys * Dependant on the site, provide a bank of cabinets in the key lobby/reception providing between 200 and 2500 locations for holding set of keys. * Link to remote cabinets within other hospital locations. Example, but not limited to Visitor Collection, Vehicle Lock Search Area etc * Bullet type metal fob (example: ifob) attached to every key set - used to lock key sets into cabinet position. * Receptor strips: Hardware that sits behind each key aperture within the cabinets * RFID readers on each bank * Software: communicates with receptor strips and integrates with 3rd party access system. * Bespoke functionality specific different hospitals requirements. * Existing platform is old and based on 8-bit technology. Stages - Market Engagement: 1) Initial Conditions of Participation to exclude any suppliers who do not meet regulatory financial requirements, are on Debarment List, are not registered on Central Digital Platform. 2) Conflict of Interest declaration. 3) Group supplier event meeting (via Teams). 4) One to One supplier event in person or via Teams. Stages - Tender: 1) NHC may exclude suppliers based on additional Conditions of Participation. 2) NHC may exclude suppliers based on a design and innovation phase. NHC reserves the right to add or remove stages throughout the procurement process",
                "dueDate": "2025-10-31T23:59:59Z",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "012882-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/012882-2025",
                "datePublished": "2025-04-03T15:37:53+01:00",
                "format": "text/html"
            },
            {
                "id": "014257-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/014257-2025",
                "datePublished": "2025-04-10T12:04:13+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "W181014",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Electronic Key Management System (EKMS)",
        "description": "Support of the existing Electronic Key Management System cabinets (manufactured by TRAKA) will cease in 2027. This system requires replacement due to the impending end of life hardware and software, manufacturer support and spares non-availability.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "35121000",
                        "description": "Security equipment"
                    },
                    {
                        "scheme": "CPV",
                        "id": "44521120",
                        "description": "Electronic security lock"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKF",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKF",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 2200000,
            "amount": 2000000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "goods",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2027-01-01T00:00:00Z",
                    "endDate": "2032-12-31T23:59:59Z",
                    "maxExtentDate": "2034-12-31T23:59:59Z"
                },
                "hasRenewal": true,
                "status": "planning"
            }
        ],
        "communication": {
            "futureNoticeDate": "2025-11-01T23:59:59Z"
        },
        "status": "planning",
        "amendments": [
            {
                "id": "014257-2025",
                "description": "The original Notice suggested a project value (ex vat) of PS200,000 this should have been PS2,000,000 (PS2,200,000 inc VAT) amended 10th April 2025. Appreciate Expressions of Interest (EOI) to chris.dwyer@nottshc.nhs.uk"
            }
        ]
    },
    "language": "en"
}