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Primary Care Support Services: GP Patient Medical Records

NHS England

This public procurement record has 5 releases in its history.

Planning

09 Oct 2026 at 16:26

UK3 - Planned Procurement Notice
PlanningUpdate

29 Jun 2026 at 13:37

UK2 - Preliminary Market Engagement Notice
Planning

22 Jun 2026 at 16:38

UK2 - Preliminary Market Engagement Notice
Planning

22 May 2025 at 14:08

UK2 - Preliminary Market Engagement Notice
Planning

22 May 2025 at 11:50

UK1 - Pipeline Notice
Summary of the contracting process

NHS England intends to procure end-to-end management of high-volume GP patient medical records across England. The service supports GP practices and authorised parties needing records for continuity of care, patient registration, operational processing or legally authorised access. It covers secure transport and exchange between practices, storage facilities and authorised recipients; processing registration transactions and manual requests; tracking record movements; and maintaining complete records across paper and digital formats. The supplier will retrieve, reconcile, digitise, quality-check, index and upload records to the National Document Repository when required, as well as provide secure digital exchange in exceptional cases when that repository cannot be used. Work also includes archive storage, secure destruction, disclosure support, customer contact, reporting, service technology, handling urgent or problematic requests, and transition from the incumbent. Delivery is required across the United Kingdom.

This is at planning stage: NHS England has set out its intention to procure, but the invitation to tender has not yet been issued. The buyer expects a competitive flexible procedure, with a procurement-specific questionnaire and tender response assessed against participation conditions and then evaluated for quality and price; it may add a further tender stage. A future procurement notice is expected on 26 October 2026. The planned tender submission deadline is 8 December 2026 at 13:00, with award expected by 27 April 2027. The single planned lot is valued at £243 million excluding VAT (£291.6 million including VAT), including extensions and optional services. The stated estimate is £193 million excluding VAT including extension options, plus optional services of up to £50 million excluding VAT. The planned contract runs from 1 June 2027 to 31 August 2035, with a possible three-year extension, in whole or part.

This service is suited to records-management, secure logistics and digitisation providers able to manage a high-volume, nationally distributed operation. Suppliers will need to combine secure chain-of-custody transport with reliable inventory control, retrieval, reconciliation and tracking across paper and digital records. Relevant capability includes high-volume scanning and digitisation, quality assurance, indexing and uploading to an established document repository; secure archiving and destruction; customer support; and the technology, reporting and service management needed to oversee performance end to end. The supplier must also handle urgent, missing, incomplete or misdirected records, support authorised disclosures, and maintain continuity while taking over from an incumbent, including mobilisation and transfer of records and operational responsibility. NHS England identifies the lot as suitable for SMEs and voluntary, community and social enterprises, so capable organisations in those sectors may also consider preparing to participate.

How relevant is this notice?

Notice Information

Notice Title

Primary Care Support Services: GP Patient Medical Records

Notice Description

The GP Patient Medical Records Service covers the end-to-end management of high-volume GP Patient medical records. The Service supports GP practices and authorised parties that require records for continuity of care, patient registration, operational processing or legally mandated access. The Supplier will be responsible for: Providing secure transportation and exchanging of GP Patient medical records between GP practices, storage facilities and authorised recipients. Receiving registration transactions generated through patient registration activity and authorised manual requests. Creating GP Patient medical record movement requests from those registration transactions. Managing GP Patient medical record movements associated with patient registration and authorised manual requests. Providing transparent end-to-end status, location, chain-of-custody and audit information. Identifying, retrieving, reconciling and maintaining the integrity of the complete GP Patient medical record across paper and digital formats. Digitising, quality assuring, indexing and uploading records to the National Document Repository when required. Providing secure digital exchange where the National Document Repository is unavailable in exceptional circumstances or inaccessible to the intended recipient. The supplier is not required to build a separate repository. Maintaining archive storage and undertaking secure destruction in accordance with approved retention and destruction arrangements. Operating the supporting technology, customer contact, tracking, reporting and service-management capabilities. Supporting authorised disclosure processes by retrieving and making complete GP Patient medical records available to the Authority's authorised service. Managing non-routine requests, including missing, incomplete, misdirected and urgent GP Patient medical records. Providing customer contact, service support, management information and a supporting technology platform. Supporting transition from the incumbent supplier and maintaining continuity of service throughout Implementation. Mobilising the service and transfer relevant records, inventory data and operational responsibility within the agreed arrangements. The estimated contract value is PS193,000,000 inclusive of the extension options (plus optional services of up to PS50,000,000) excluding VAT.

Lot Information

Lot 1

Options: Optional Services related to high volume digitisation and destruction of paper GP Patient Medical Records. The Total Contract Value (Estimated Figure) in this Notice includes provisional value for Optional Services

Renewal: Continued provision of the Services through a 3-year optional extension to be taken in part or full by the Authority.

Planning Information

NHS England is undertaking pre-market engagement in accordance with the Procurement Act 2023, which enables contracting authorities to engage with the market to inform and prepare for upcoming procurements. At this stage, interested suppliers are invited to register their interest by submitting a signed Non-Disclosure Agreement (NDA), available within the project documents. Registration will close at 12:00 hours on the 6th July 2026. The completed NDA must be uploaded and submitted electronically via the Health Family eCommercial System by the stated deadline. Engagement Approach Following receipt of a signed NDA, suppliers will be eligible to participate in market engagement activities. These are expected to include: • A Request for Information (RFI) process • Potential one-to-one supplier engagement sessions • A supplier information session, where NHS England will provide further detail on the proposed procurement approach and timelines. Please note that the sequencing of these activities is still to be confirmed. NHS England will ensure that all suppliers who have signed a NDA are kept informed of all engagement opportunities and relevant updates throughout the process. RFI documentation and further instructions will be issued to all eligible suppliers following the close of the registration period. Please refer to Appendix A for further details.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-051d26
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/095813-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK3 - Planned Procurement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

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

CPV Codes

79996100 - Records management

Notice Value(s)

Tender Value
£243,000,000 £100M-£1B
Lots Value
£243,000,000 £100M-£1B
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
9 Oct 20263 days ago
Submission Deadline
Not specified
Future Notice Date
26 Oct 20262 weeks to go
Award Date
Not specified
Contract Period
1 Jun 2027 - 31 Aug 2035 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Planned
Lots Status
Planned
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
NHS England
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LONDON
Postcode
SE1 8UG
Postcode Area
South East London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI4 Inner London - East
Small Region (ITL 3)
TLI45 Lambeth
Delivery Location
Not specified
Local Authority
Lambeth
Electoral Ward
Waterloo & South Bank
Westminster Constituency
Vauxhall and Camberwell Green

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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