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WBS-FTS-59249-Provision of a Scanning and Archiving Service for Welsh Blood Service

Velindre University NHS Trust

This public procurement record has 3 releases in its history.

Award

05 Oct 2026 at 10:53

UK6 - Contract Award Notice
TenderUpdate

09 Feb 2026 at 10:23

UK4 - Tender Notice
Tender

30 Jan 2026 at 19:02

UK4 - Tender Notice
Summary of the contracting process

Velindre University NHS Trust, through the Welsh Blood Service, is buying a scanning, digitisation and archiving service for its paper and electronic records. The contractor is expected to transport records, scan and digitise them, store them securely, and destroy them only after authorisation. The service must let authorised staff retrieve document images when needed and preserve records in line with the Trust’s records policy. Some records must remain accessible for up to 40 years, and the requirement includes an approximate throughput of 78,000 files a year. Records include special category data, making information security central to delivery. The service is for the Welsh Blood Service in Wales. The work is records management and archiving services (CPV 79995100).

The procurement is complete and Pearl Scan was selected as supplier; the award is recorded as pending. The award date was 2 October 2026, with a standstill period ending 14 October 2026. The award value is £44,939.16 excluding VAT (£53,926.99 including VAT). The awarded contract period runs from 1 November 2026 to 31 October 2027, with two optional 12-month extensions, potentially to 31 October 2029. This was a single-lot open procedure. The evaluation weighted price at 60% and technical quality at 40%; technical assessment covered capability, method, staff competence, risk management, resourcing and service delivery. One bid was received. The tender submission deadline was 27 February 2026, and the stated maximum potential contract duration was three years.

A credible competitor for this buyer’s next scanning and archiving requirement would need to handle a substantial, recurring flow of records securely, with dependable transport, digitisation, long-term storage, retrieval and authorised destruction processes. The work calls for capacity to manage paper and electronic files at the stated annual throughput, while maintaining access over long retention periods. Because the records include sensitive health-related information, a strong information-security operation is essential: evidence of IGT Level 3 compliance, Cyber Essentials (with Cyber Essentials Plus required within six months of award), recognised data-centre controls, IT health checks and regular penetration testing, encryption of data and physical media, and compliant data sanitisation. Suppliers also need BS 10008:2020 compliance for evidential weight and legal admissibility, secure destruction to BS EN 15713 or an agreed equivalent, and ISO 14001 environmental management. SME and VCSE participation was considered suitable.

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Notice Information

Notice Title

WBS-FTS-59249-Provision of a Scanning and Archiving Service for Welsh Blood Service

Notice Description

The Welsh Blood Service (WBS) has a requirement to retain access to documents or document images over extended periods of up to 40 years. The current provision involves scanning images into a cloud-based system held by the archiving company and scanning onto CD-ROMs as a back-up. WBS staff with appropriate authority can access the system to check any documents as and when necessary for the area/department where they work. The Welsh Blood Service manages a large number of paper and electronic records. Some records must be kept accessible for a period of up to 40 years. WBS records include special category data; therefore, state-of-the-art cyber security is a paramount requirement. It is a requirement to retain Welsh Blood Service records for a period in line with VUNHST Records Policy (further information can be found within the Invitation to Tender Document). The Welsh Blood service requires a system and service where paper records can be held in secure digital format and be readily accessible by authorised members of staff. The contractor is expected to transport, scan and digitise, store and destroy records after authorisation an approximation of 78,000 files a year.

Lot Information

Lot 1

Options: The initial contract term is one (1) year. The Contracting Authority reserves the option to extend the contract for two (2) additional period of twelve (12) months, resulting in a maximum potential contract duration of three (3) years. The optional extension period may be exercised subject to satisfactory contractor performance, continued operational need, budget availability, and agreement by both parties. These option allow the Trust to maintain continuity of service and avoid unnecessary procurement activity where continued service delivery is beneficial.

Renewal: There is an option to extend the Initial Term of the Agreement by 12 months followed by an option to extend for a further 12 months. It is at the Trust's discretion to exercise the option to extend. If the Trust wish to exercise their option to extend, the successful bidder will be formally notified.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-061392
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/093691-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
UK6 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME, VCSE
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

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

CPV Codes

79995100 - Archiving services

Notice Value(s)

Tender Value
£121,488 £100K-£500K
Lots Value
£121,488 £100K-£500K
Awards Value
£44,939 Under £100K
Contracts Value
Not specified

Notice Dates

Publication Date
5 Oct 2026Yesterday
Submission Deadline
27 Feb 2026Expired
Future Notice Date
Not specified
Award Date
2 Oct 20265 days ago
Contract Period
1 Nov 2026 - 31 Oct 2027 6-12 months
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Velindre University NHS Trust
Additional Buyers

NHS Wales Shared Services Partnership-Procurement Services

Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
CARDIFF
Postcode
CF15 7QZ
Postcode Area
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL51 Central Valleys and Bridgend
Delivery Location
TLL Wales
Local Authority
Rhondda Cynon Taf
Electoral Ward
Taff's Well
Westminster Constituency
Cardiff North

Supplier Information

Number of Suppliers
1
Supplier Name

Pearl Scan

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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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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