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Warehouse File Tracking Software

NHS Business Services Authority

This public procurement record has 3 releases in its history.

Tender

22 Jun 2026 at 09:16

UK4 - Tender Notice
Planning

14 May 2026 at 10:07

UK3 - Planned Procurement Notice
Planning

05 Feb 2026 at 16:46

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

The NHS Business Services Authority (NHSBSA) is seeking to procure a robust Warehouse File Tracking Software to enhance operational control, visibility, and accuracy across its scanning operations. The tender process is at the "tender" stage, with a submission deadline of 17th July 2026. This procurement is being conducted through an open procedure and is valued at £175,000, with an estimated gross amount of £210,000. The contract is set to commence on 1st October 2026 and will run until 30th September 2031, with a potential extension to 2033. The solutions will be implemented at the NHSBSA sites in Newcastle upon Tyne, UK, specifically addressing the scanning of prescriptions, medical exemption applications, and dental claims.

This procurement presents a significant opportunity for businesses specializing in software package and information systems, scanning services, and warehouse management systems. Companies that offer innovative barcode scanning equipment or facilities management software development services may find this tender particularly suited to their expertise. Small and medium-sized enterprises (SMEs) are encouraged to participate, as the NHSBSA seeks solutions that ensure scalability, performance reliability, and efficient handling of high-volume environments. Engaging in this tender could not only provide substantial business growth but also align with the NHS's technological enhancement strategies, fostering long-term partnerships and innovation in public healthcare services.

How relevant is this notice?

Notice Information

Notice Title

Warehouse File Tracking Software

Notice Description

The NHS Business Services Authority (NHSBSA) is seeking to procure a Warehouse File Tracking Solution that enhances visibility, accuracy, and operational control across Warehouse scanning operations The NHSBSA currently has a contract in place for a File Tracking and Scanner Management Information (MI) software solution. This contract began in March 2020 and runs until 30th September 2026. The current solution is used at two NHSBSA sites located at Greenfinch Way (NE15 8NX) and Bridge House (NE1 6SN) and currently supports 42 NHSBSA staff in total, 29 based at Greenfinch Way and 13 based at Bridge House. This is subject to change as per risks detailed below in this Tender Notice. The solution must support NHSBSA's scanning operations, which process prescriptions, medical exemption applications, and dental claims. These activities are critical to managing confidential records securely and efficiently across multiple sites. The system must enable tracking of files from receipt through scanning, storage, and eventual destruction, while providing performance statistics and management information for each stage of the operational process. Current activity levels show an average throughput of approximately 19,000 records per month. The solution must have flexibility to allow for scalability without degradation of service performance or system stability. At present, the current solution tracks 345,647 live records with 1,455,999 archived (as dormant/deleted) records, totalling 1,801,646 records accumulated to date. This data (i.e. live and dormant records) will need to be migrated to the new solution. The solution must have capability to manage sustained high volume environments, provide clear performance commitments, and support scalability throughout the contract term. The solution will be required to go-live from 1st of October 2026. The estimated contract value covers the full term of the contract, including optional extensions. This is subject to change as per risks detailed below in this Tender Notice.

Planning Information

With this invitation, the NHSBSA invites you to respond to this RFI in relation to the delivery of the solution to address business objectives and requirements outlined in Appendix 1 (High-Level Requirements). Your organisation’s involvement with our RFI is an invaluable way of us ensuring that, with your input, we have the best support and guidance to inform any subsequent procurement. At this stage we are seeking high-level input via completion of Appendix 2 (NHSBSA Supplier RFI Response Document) to enable us to assess the market and to inform any future procurement process. Your response to this RFI will be used by the NHSBSA and its Stakeholders to: • understand supplier/market capability, capacity and service offering • understand lead times for the implementation and the delivery of the solution/services • identify any innovative solutions proposed by suppliers • inform the scope of the future requirements • understand supplier side issues in delivering the solution/services • understand commercial/pricing models • inform a future procurement strategy • whether a contract could be broken down into Lots • determine the route to market • understand what Social Value can be delivered through this contract Dates of Engagement: UK02: Preliminary Market Engagement Notice published and suppliers able to register on Health Family Portal. - 05/02/2026 RFI Documents made available to registered suppliers on Health Family Portal - 05/02/2026 Supplier clarification question deadline - 25/02/2026 at 12 Noon- Supplier response deadline - 03/03/2026 at 4pm NHSBSA to provide summary report of RFI findings in early March 2026. It is anticipated that a UK04: Tender Notice will be published at the end of March 2026. Interested parties must access the RFI documents via https://health-family.force.com/s/Welcome (search opportunities using system reference C419390.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06497a
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/058322-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

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

Common Procurement Vocabulary (CPV)

CPV Divisions

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

42 - Industrial machinery

48 - Software package and information systems

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

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

CPV Codes

35126000 - Bar code scanning equipment

42965100 - Warehouse management system

48000000 - Software package and information systems

72212420 - Facilities management software development services and software development services suite

79999100 - Scanning services

Notice Value(s)

Tender Value
£175,000 £100K-£500K
Lots Value
£175,000 £100K-£500K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
22 Jun 20262 months ago
Submission Deadline
17 Jul 2026Expired
Future Notice Date
22 May 2026Expired
Award Date
Not specified
Contract Period
1 Oct 2026 - 30 Sep 2031 Over 5 years
Recurrence
2031-04-01

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
NHS Business Services Authority
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
NEWCASTLE UPON TYNE
Postcode
NE15 8NY
Postcode Area
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)

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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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