Warehouse File Tracking Software

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-06497a-2026-06-22T09:16:42+01:00",
    "date": "2026-06-22T09:16:42+01:00",
    "ocid": "ocds-h6vhtk-06497a",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PRLZ-1599-JGTT",
            "name": "NHS Business Services Authority",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PRLZ-1599-JGTT"
            },
            "address": {
                "streetAddress": "Stella House, Goldcrest Way, Newburn Riverside",
                "locality": "Newcastle upon Tyne",
                "postalCode": "NE15 8NY",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKC22"
            },
            "contactPoint": {
                "email": "nhsbsa.commercialservicesteam@nhsbsa.nhs.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.nhsbsa.nhs.uk/",
                "classifications": [
                    {
                        "id": "publicAuthorityCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PRLZ-1599-JGTT",
        "name": "NHS Business Services Authority"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "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.",
                "dueDate": "2026-03-03T23:59:59Z",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "010697-2026",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/010697-2026",
                "datePublished": "2026-02-05T16:46:27Z",
                "format": "text/html"
            },
            {
                "id": "044241-2026",
                "documentType": "plannedProcurementNotice",
                "noticeType": "UK3",
                "description": "Planned procurement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/044241-2026",
                "datePublished": "2026-05-14T10:07:43+01:00",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "C437355",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Warehouse File Tracking Software",
        "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.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    },
                    {
                        "scheme": "CPV",
                        "id": "79999100",
                        "description": "Scanning services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "42965100",
                        "description": "Warehouse management system"
                    },
                    {
                        "scheme": "CPV",
                        "id": "35126000",
                        "description": "Bar code scanning equipment"
                    },
                    {
                        "scheme": "CPV",
                        "id": "72212420",
                        "description": "Facilities management software development services and software development services suite"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKC",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UK",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 210000,
            "amount": 175000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-10-01T00:00:00+01:00",
                    "endDate": "2031-09-30T23:59:59+01:00",
                    "maxExtentDate": "2033-09-30T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "active",
                "value": {
                    "amountGross": 210000,
                    "amount": 175000,
                    "currency": "GBP"
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "The final requirements will be set out in the Tender Notice(UK04) and Tender Documents when published (estimated 22nd May 2026). These may include: Legal Terms and Conditions - acceptance of Terms Legal GDPR: Please note that all personal data stored and processed under the resulting contract must be done so within the UK or EEA. No personal data can be stored, processed or transferred outside of the UK or EEA under the resulting contract. Financial: Insurance (to be in place for the commencement of the contract) Financial: Credit Reference Agency Dun & Bradstreet (D&B) credit rating thresholds Risk Indicator '1 or 2'. Turnover Ratio = >1.5x Operating Margin = >5% Acid Ratio between = >0.8x"
                        },
                        {
                            "type": "technical",
                            "description": "The final requirements will be set out in the Tender Notice(UK04) and Tender Documents when published (estimated 22nd May 2026). These may include: Contract Examples Standards"
                        },
                        {
                            "type": "economic",
                            "description": "Legal Terms and Conditions - acceptance of Terms Legal GDPR: Please note that all personal data stored and processed under the resulting contract must be done so within the UK or EEA. No personal data can be stored, processed or transferred outside of the UK or EEA under the resulting contract. Financial: Insurance (to be in place for the commencement of the contract) Financial: Credit Reference Agency Dun & Bradstreet (D&B) credit rating thresholds Risk Indicator '1 or 2'. Turnover Ratio = >1.5x Operating Margin = >5% Acid Ratio between = >0.8x Where a supplier is unable to meet the minimum Financial Metrics it is required to complete the \"Financial Viability Risk Assessment\" to provide potential mitigations to be evaluated."
                        }
                    ]
                },
                "renewal": {
                    "description": "2 x up to 12 months"
                },
                "awardCriteria": {
                    "weightingDescription": "Mandatory Requirements: Pass/Fail Mandatory Non-Functional Requirements: Pass/Fail Quality: Technical Envelope: 60% Quality: Social Value Envelope: 10% Commercial Envelope: 30%",
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Mobilisation and Implementation Approach",
                            "description": "See Tender Documents"
                        },
                        {
                            "type": "quality",
                            "name": "Mobilisation and Implementation Plan",
                            "description": "See tender documents"
                        },
                        {
                            "type": "quality",
                            "name": "Service Management and Support",
                            "description": "See tender documents"
                        },
                        {
                            "type": "quality",
                            "name": "Change Management and Continuous Improvement",
                            "description": "See tender documents"
                        },
                        {
                            "type": "quality",
                            "name": "Non-Mandatory Functional Requirements",
                            "description": "See tender documents"
                        },
                        {
                            "type": "quality",
                            "name": "Non-Mandatory Non-Functional Requirements",
                            "description": "See tender documents"
                        },
                        {
                            "type": "quality",
                            "name": "Social Value Model Outcome 6",
                            "description": "See tender documents"
                        },
                        {
                            "type": "quality",
                            "name": "Social Value Model Outcome 8",
                            "description": "See tender documents"
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "See tender documents"
                        }
                    ]
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-05-22T23:59:59+01:00"
        },
        "status": "active",
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "submissionMethodDetails": "Interested parties must access the procurement documents via https://health-family.force.com/s/Welcome (search opportunities using system reference C437355). Follow the instructions to register an interest and once registered, Suppliers will be able to view and access the full Tender documentation. Supplier may also wish to register in the Central Digital Platform (CDP). The CDP is an online portal which will make it easier for suppliers to find and bid for contracts, and for buyers to meet their transparency commitments under the Procurement Act 2023. https://www.gov.uk/government/publications/procurement-act-2023-short-guides/suppliers-how-to-register-your-organisation-and-first-administrator-on-find-a-tender-in-three-easy-steps-html",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-07-17T12:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-08-10T23:59:59+01:00"
        },
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2031-04-01T23:59:59+01:00"
                },
                {
                    "startDate": "2031-04-01T23:59:59+01:00"
                }
            ]
        },
        "contractTerms": {
            "financialTerms": "Invoices submitted to accountspayable@nhsbsa.nhs.uk The Buyer must pay the Supplier the Charges within thirty (30) days of receipt by the Buyer of a valid, undisputed invoice, in cleared funds using the payment method and details stated in the invoice or in the Award Form. A Supplier invoice is only valid if it: includes all appropriate references including this Contract reference number and other details reasonably requested by the Buyer; and includes a detailed breakdown of Delivered Deliverables and Milestone(s) (if any). the date of the invoice; * a unique invoice number; * valid purchase order number as provided by the Buyer; * the period to which the Milestone Charges relate to; * the period to which the Charges relate; * details of the amount being invoiced; * the amount of any disbursements properly chargeable to the Buyer under the terms of the Order Form and Schedule 3 (Charges); and any VAT payable in respect of the same. The Buyer may retain or set-off payment of any amount owed to it by the Supplier under this Contract or any other agreement between the Supplier and the Buyer if notice and reasons are provided. The Supplier must ensure that all Subcontractors are paid, in full, within thirty (30) days of receipt of a valid, undisputed invoice. If this does not happen, the Buyer can publish the details of the late payment or non-payment. The Supplier has no right of set-off, counterclaim, discount or abatement unless they're ordered to do so by a court."
        },
        "riskDetails": "The scope and value of the contract may be directly impacted by a number of risks which may materialise during the term of the contract. These include: 1. Regulatory and compliance changes in applicable law affecting data handling, audit or reporting. 2. Demand and volume changes due to policy change or service expansion/reduction where there is a measurable and sustained change (increase/decrease) in file volumes or transaction throughput, requiring changes to system capacity, licences, or associated services to maintain operational performance. 3.Operational Process Change to reflect material changes in operational processes, including updates to workflows, file handling procedures, or service delivery models. 4. Site and Location Changes to support the addition, removal, or relocation of operational sites, including associated configuration, deployment, and user access requirements. 5. Changes in hardware requirements, including device refresh, replacement, or upgrades necessary to maintain system performance and compatibility",
        "enquiryPeriod": {
            "endDate": "2026-07-17T11:59:00+01:00"
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest"
            },
            {
                "id": "058322-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/058322-2026",
                "datePublished": "2026-06-22T09:16:42+01:00",
                "format": "text/html"
            }
        ]
    },
    "language": "en"
}