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Warehouse File Tracking Software

NHS Business Services Authority

This public procurement record has 4 releases in its history.

Award

07 Sep 2026 at 11:21

UK6 - Contract Award Notice
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 is procuring a warehouse file-tracking software service for its prescription, medical exemption and dental-claims scanning operations. The solution is intended to improve visibility, accuracy and operational control across warehouse scanning sites, tracking confidential files from receipt through scanning and storage to eventual destruction. It must provide performance statistics and management information for each stage. The requirement combines warehouse management software, barcode-scanning capability, scanning services and associated software development or configuration. Delivery covers NHSBSA operations across the United Kingdom. The buying organisation is a central government public authority based in Newcastle upon Tyne. The procurement is classified as a service and is suitable for small and medium-sized enterprises. The requirement may involve changes to system capacity, licences, hardware, workflows, user access and operational locations as NHSBSA’s needs develop.

The procurement has reached the award stage following an open procedure. NHSBSA selected Asset Workflows Limited, with the award dated 7 September 2026; the award is recorded as pending and the standstill period ends on 16 September 2026. The awarded value is £240,219 excluding VAT, or £288,262.80 including VAT. The contract is due to run from 1 October 2026 to 5 January 2032, with options to extend by up to a further two 12-month periods, giving a maximum end date of 5 January 2034. The contract was evaluated on mandatory pass/fail requirements, technical quality worth 60%, social value worth 10% and price worth 30%. Two final-stage bids were received, including one from an SME. The requirement is a single completed lot and is recurrent, with a future procurement date recorded for 1 April 2031.

This award demonstrates demand for suppliers able to deliver and support secure warehouse file-tracking systems within NHS operations. A credible competitor would need an integrated solution covering file receipt, scanning, storage, destruction, barcode capture and management information, with the capacity to support confidential records and multiple operational sites. Strong capability in mobilisation, implementation planning, service management, user support, change management and continuous improvement would be important, alongside the ability to handle changes in file volumes, transaction throughput, workflows, sites, access arrangements and scanning hardware. Suppliers must be able to keep all personal data stored, processed and transferred within the UK or EEA. Financial readiness includes insurance, a Dun & Bradstreet credit rating of 1 or 2, turnover above 1.5 times relevant requirements, operating margin above 5% and an acid ratio above 0.8, or an accepted viability-risk mitigation assessment.

How relevant is this notice?

Notice Information

Notice Title

Warehouse File Tracking Software

Notice Description

Following the completion of the procurement, the NHS Business Services Authority (NHSBSA) is awarding a contract for a Warehouse File Tracking Solution that enhances visibility, accuracy, and operational control across Warehouse scanning operations. The solution will 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 will 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. The Total Contract Value includes the 2 x 12 month extension periods and the Implementation Period. The contract value over the term my be impacted by the risks called out in the UK04: 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/084292-2026
Current Stage
Award
All Stages
Planning, 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
Awardee Scale
SME

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
£240,219 £100K-£500K
Contracts Value
Not specified

Notice Dates

Publication Date
7 Sep 20261 months ago
Submission Deadline
17 Jul 2026Expired
Future Notice Date
22 May 2026Expired
Award Date
7 Sep 20261 months ago
Contract Period
1 Oct 2026 - 5 Jan 2032 Over 5 years
Recurrence
2031-04-01

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Pending
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

Supplier Information

Number of Suppliers
1
Supplier Name

Asset Workflows Limited

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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