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390_27 Document Management Solutions

Leicestershire County Council

This public procurement record has 6 releases in its history.

TenderUpdate

23 Sep 2026 at 09:37

UK4 - Tender Notice
Tender

09 Sep 2026 at 10:53

UK4 - Tender Notice
PlanningUpdate

12 Jun 2026 at 15:54

UK2 - Preliminary Market Engagement Notice
PlanningUpdate

15 May 2026 at 10:33

UK2 - Preliminary Market Engagement Notice
Planning

15 May 2026 at 10:01

UK2 - Preliminary Market Engagement Notice
Planning

12 May 2025 at 16:34

UK1 - Pipeline Notice
Summary of the contracting process

Leicestershire County Council, trading as ESPO, is establishing a UK-wide public sector framework for document management services. It is divided into seven lots: end-to-end document scanning and electronic document and records management software; document storage and retrieval; a complete document management solution including consultancy; enhanced secure document handling and scanning; confidential shredding on site or off site; and high-security shredding to NPSA standards. Depending on the lot, services include document preparation, collection, indexing, encryption, transport, electronic storage, retrieval, secure disposal, software implementation and maintenance, project management and training. The framework is intended for public bodies across the UK, including councils, education, central government, emergency services, health bodies, charities and registered social landlords.

ESPO has invited tenders through an open procedure for a framework agreement, with call-offs possible either directly or through further competition. The enquiry deadline was 25 September 2026 at 17:00, and the tender submission deadline set by the buyer is 14 October 2026 at 12:00. The framework is scheduled to run from 16 January 2027 to 15 January 2029, with an option to extend by up to 24 months. Its estimated overall value is £83,333,333 excluding VAT (£100,000,000 including VAT); the same overall estimate is shown against each lot and is not a separate value for each. Price and non-price quality each carry 50% of the evaluation weighting on every lot. Economic and technical participation conditions apply.

The opportunity suits suppliers able to deliver one or more specialist document-management or secure destruction services; small and medium-sized enterprises are identified as suitable across the lots. Scanning and software suppliers need end-to-end capability spanning document preparation, digitisation, indexing, encryption, electronic storage and secure disposal, with software implementation, maintenance, project management and training where required. Storage providers should be able to collect, store, retrieve and securely dispose of documents. Suppliers competing for the broader solution lot also need consultancy capability to scope how customers manage documents. Shredding specialists can target on-site, off-site or high-security work; the high-security lot requires shredding to NPSA standards. Framework suppliers pay ESPO a fee equal to 1% of award turnover under the framework.

How relevant is this notice?

Notice Information

Notice Title

390_27 Document Management Solutions

Notice Description

ESPO is a public sector-owned professional buying organisation that provides a comprehensive range of procurement services, including access to over 100 free-to-access framework solutions designed to support public sector organisations. We are establishing a framework to cover the provision document management solutions including digitisation, off-site storage, and confidential shredding of documents. The Framework is divided into 7 lots. Please refer to the tender documents for any further details (including further details on each of the lots) - the closing date for submission of Tenders has been extended to 12:00 (12 noon / 12pm) on 14 October 2026. To tender (please proceed to step (e) if an expression of interest has already been completed): (a) Go to https://www.eastmidstenders.org/ (b) Register (if not already registered on ProContract e.g., via https://procontract.due-north.com/Register); (c) Search for tender opportunity 390_27 (via "View Opportunities" from the EastMidsTenders Portal, or alternatively via searching on https://procontract.due-north.com/Opportunities/Index); (d) Express an interest; (e) Download the tender documents (from the ProContract Activity summary screen). Any questions or clarifications relating to this tender opportunity should be submitted to ESPO as a message on the eProcurement Portal, once an Expression of interest has been completed.

Lot Information

Electronic Document Scanning and Software

This Lot requires Suppliers to provide a full end-to-end scanning solution including preparation, scanning, indexing, encryption, electronic storage, transportation and secure disposal of documents. To include the supply, implementation and maintenance of EDRM (Electronic Document & Records Management Software), associated Project management and training.

Options: ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework.

Renewal: The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: * The framework is performing well; * It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).

Document Storage and Retrieval Services

This Lot requires Suppliers to provide preparation, collection, storage, retrieval and the secure disposal of documents plus any associated services.

Options: ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework.

Renewal: The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: * The framework is performing well; * It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).

Total Document Management Solution

This Lot requires Suppliers to provide a full end-to end solution for all scanning, storage and consultancy requirements. This includes scanning, indexing, encryption, electronic storage, transportation and secure disposal of documents, storage, retrieval and associated training. Suppliers will also be required to provide a consultancy Service designed to scope and shape a full document management solution to help customers manage all their documents.

Options: ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework.

Renewal: The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: * The framework is performing well; * It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).

Enhanced Handling and Security Requirements

This Lot requires Suppliers to provide enhanced safe and secure document management solutions for all scanning, storage and consultancy requirements. This includes secure handling of documents, scanning, indexing, encryption, electronic storage, transportation and secure disposal of documents, storage, retrieval and associated and training.

Options: ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework.

Renewal: The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: * The framework is performing well; * It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).

Confidential On-Site Shredding

This Lot requires suppliers to provide on-site confidential shredding services.

Options: ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework.

Renewal: The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: * The framework is performing well; * It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).

Confidential Off-Site Shredding

This Lot requires suppliers to provide off-site confidential shredding services.

Options: ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework.

Renewal: The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: * The framework is performing well; * It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).

On-Site and Off-Site High Security Shredding to NPSA Standards

This Lot requires suppliers to provide high security shredding services to NPSA standards.

Options: ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework.

Renewal: The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: * The framework is performing well; * It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).

Planning Information

Suppliers are required to register and complete the relevant stages on the Central Digital Platform if they wish to participate in or bid for this framework. REQUEST FOR INFORMATION Engagement is being undertaken via a Request for Information (RFI) questionnaire hosted on the EastMidsTenders eProcurement Portal (www.eastmidstenders.org). The deadline for responding to the RFI has been extended to 17:00 (5pm) on 16 June 2026. Suppliers wishing to participate in the engagement process must first express an interest as follows: (a) Go to https://www.eastmidstenders.org/; (b) Register (if not already registered on ProContract); (c) Search for opportunity '390_27' (via "View Opportunities" from the EastMidsTenders Portal); d) Express an interest. Suppliers can then access the RFI questionnaire in the Messages section via the Activity dashboard once an expression of interest has been registered. Responses to the RFI as well as any questions or clarifications should be submitted to ESPO as a message on the eProcurement Portal. ESPO may contact suppliers to seek clarification or understanding of the information provided in their RFI response or to discuss their RFI responses in further detail. A second RFI may also be issued if required. At ESPO's discretion, site visits to supplier premises may be carried out as a part of the process. Potential bidders will not be prejudiced by any participation or failure to participate to this preliminary market engagement exercise and should note that a response to this preliminary market engagement exercise does not guarantee an invitation to participate in this or any future procurement that ESPO may conduct.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05115b
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/089934-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Framework
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

63 - Supporting and auxiliary transport services; travel agencies services

72 - IT services: consulting, software development, Internet and support

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

90 - Sewage, refuse, cleaning and environmental services

92 - Recreational, cultural and sporting services

CPV Codes

48311100 - Document management system

63121000 - Storage and retrieval services

72300000 - Data services

72512000 - Document management services

79995100 - Archiving services

79996100 - Records management

79999100 - Scanning services

90500000 - Refuse and waste related services

92512100 - Archive destruction services

Notice Value(s)

Tender Value
£83,333,333 £10M-£100M
Lots Value
£83,333,333 £10M-£100M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
23 Sep 20261 weeks ago
Submission Deadline
14 Oct 20261 weeks to go
Future Notice Date
31 Jul 2026Expired
Award Date
Not specified
Contract Period
16 Jan 2027 - 15 Jan 2029 2-3 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Leicestershire County Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LEICESTER
Postcode
LE19 1ES
Postcode Area
Leicester
Country
England
Major Region (ITL 1)
TLF East Midlands (England)
Basic Region (ITL 2)
TLF2 Leicestershire, Rutland and Northamptonshire
Small Region (ITL 3)
TLF22 Leicestershire CC and Rutland
Delivery Location
Not specified
Local Authority
Blaby
Electoral Ward
Enderby
Westminster Constituency
South Leicestershire

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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