Planning

Board Paper Management System

NHS BUSINESS SERVICES AUTHORITY

This public procurement record has 1 release in its history.

Planning

08 Jan 2026 at 17:58

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

The NHS Business Services Authority has initiated a planning process for procuring a Board Paper Management System. This procurement is currently in the planning stage, with a market engagement notice published on 8th January 2026, and an RFI due by 26th January 2026. The primary industry category is software and information systems, focusing on document management. The project is located in the UK, specifically in Newcastle upon Tyne. The planned contract period will span from 2nd May 2026 to 1st May 2028, with the possibility of renewal. The procurement process follows the legal framework of UKPGA 2023/54 and aims to implement a cloud-based SaaS solution supporting secure document creation, management, and distribution for the NHSBSA's governance needs.

This tender provides a valuable opportunity for businesses specializing in cloud-based document management and software services to engage with the NHS. Suppliers who can offer a robust, secure, and user-friendly system will find this an excellent chance to grow their business within the public sector. Companies that excel in providing application services and content management solutions, particularly those with experience in government and healthcare sectors, would be well-suited to participate in this opportunity. The procurement seeks innovative solutions to enhance the efficiency and security of NHSBSA's board and committee operations, allowing the chosen provider to form a key partnership with a central government authority.

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Notice Information

Notice Title

Board Paper Management System

Notice Description

NHSBSA require support for the Board Paper Management System. The NHSBSA Corporate Secretary Team, working with the Chief Executive's Office and Executive Assistant Team, manages the administration of Board and senior governance meetings, including the NHSBSA Board, the Audit and Risk Management Committee (ARC), the Remuneration and Nominations Committee (RemCo), and other senior management forums. This includes agenda management, minute taking, decision recording, action tracking, and the quality control, distribution, and archiving of meeting papers. Meeting papers are confidential and are distributed via a Board Paper Management System, which controls access and enables members to review, analyse, and annotate documents in advance. The requirement is to procure A cloud-based document/board management system delivered as SaaS, which aligns well with UK public sector and NHS procurement practice. Which supports secure creation, management, distribution, and archiving of meeting papers, with features such as workflows, version control, approvals, agenda generation, access controls, and reporting. The system must support secretariat functions while also providing Board and Committee members with an intuitive, effective way to review and analyse meeting information. To access the RFI documentation, please register an account on ATAMIS, the NHSBSA Health Family Single eCommercial System, as per the link below. https://atamis-1928.my.site.com/s/Welcome The opportunity will appear on the live opportunities page. The title and reference will be 'W218941 [Pre-Proc/RFI] Board Paper Management System' Reference number is W218941 All communication will be managed using the Messaging system via Atamis. If there are any service issues, please speak to the Atamis service desk in the first instance. Otherwise please contact our team: commercialservicesteam@nhsbsa.nhs.uk

Planning Information

RFI to inform requirements, market health and suitable procurement route.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06024d
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/001646-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

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

CPV Codes

48000000 - Software package and information systems

48311000 - Document management software package

48780000 - System, storage and content management software package

72416000 - Application service providers

Notice Value(s)

Tender Value
£45,000 Under £100K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
8 Jan 20261 months ago
Submission Deadline
Not specified
Future Notice Date
26 Jan 2026Expired
Award Date
Not specified
Contract Period
1 May 2026 - 1 May 2028 2-3 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
NHS BUSINESS SERVICES AUTHORITY
Contact Name
Rob Welch
Contact Email
rob.welch@nhsbsa.nhs.uk
Contact Phone
Not specified

Buyer Location

Locality
NEWCASTLE UPON TYNE
Postcode
NE15 8NY
Post Town
Newcastle upon Tyne
Country
England
Major Region (ITL 1)
TLC North East (England)
Basic Region (ITL 2)
TLC4 Northumberland, Durham and Tyne & Wear
Small Region (ITL 3)
TLC43 Tyneside
Delivery Location
Not specified
Local Authority
Newcastle upon Tyne
Electoral Ward
Lemington
Westminster Constituency
Newcastle upon Tyne Central and West

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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