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Medical Records Transportation Service (Specialised Patient Record Movement)

Cwm Taf Morgannwg University Health Board

This public procurement record has 3 releases in its history.

AwardUpdate

01 Sep 2026 at 12:18

UK6 - Contract Award Notice
Award

19 Aug 2026 at 09:27

UK6 - Contract Award Notice
Award

01 May 2026 at 15:11

UK5 - Transparency Notice
Summary of the contracting process

Cwm Taf Morgannwg University Health Board is procuring a medical records transportation service for specialised patient record movement. The requirement is for secure, reliable courier transport of physical medical records between clinical locations, supporting diagnosis and treatment and protecting patient safety. The service covers established delivery routes and workflows serving local clinical environments, including hospital sites in Wales. NHS Wales Shared Services Partnership-Procurement Services managed the procurement on behalf of the Health Board. The work is classified as a service and includes courier operations involving sensitive medical information. Suppliers need to understand hospital layouts and record-flow patterns and to provide dependable handling and delivery in a clinical setting where delays could affect care. The requirement also covers continuity with existing operational arrangements and associated workforce and route arrangements.

The procurement has been awarded and is complete. The Health Board awarded the service to Just Wales Ltd on 18 August 2026 through a below-threshold direct award without competition. The award is active and covers one completed lot. Its value is £100,000 excluding VAT and £120,000 including VAT. The contract period runs from 14 September 2026 to 13 September 2027. The direct award was justified under Regulation 42 of the Procurement Act 2023, because the service is necessary to protect life and health, and under Schedule 5 paragraphs 5 and 7, citing no reasonable alternative supplier and additional or repeat services from the existing supplier. The rationale refers to transition risk, technical incompatibility, TUPE implications, workforce disruption and possible delayed or failed deliveries.

This award indicates demand from a Welsh NHS health board for a specialist medical-records courier service where continuity, security and time-critical reliability are central. A credible future competitor would need established experience operating in local clinical environments, familiarity with hospital layouts and record-flow patterns, and the capacity to maintain dependable routes without disrupting existing workflows. Secure handling of confidential medical information is essential, alongside robust safeguarding and delivery controls. The buyer also expects compliance with environmental and sustainable transport requirements, employment and labour law, ethical standards, anti-blacklisting provisions, equality duties and Welsh language standards. Suppliers should be able to manage workforce transition and TUPE implications while preserving service continuity. The requirement is suited to an SME capable of delivering a safety-critical healthcare logistics service with proven operational performance.

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Notice Information

Notice Title

Medical Records Transportation Service (Specialised Patient Record Movement)

Notice Description

Justification for the Use of a Direct Award Procedure NWSSP on behalf of Cwm Taf Morgannwg UHB intends to award a contract for the Medical Records Transportation Service to Just Wales Ltd under the permitted direct award provisions of the Procurement Act 2023. The justification is based on the regulatory grounds below:Regulation 42 - Award necessary to protect life, health, or public order. The service is essential to patient safety. Clinical teams rely on the timely delivery of physical medical records for diagnosis and treatment. Any interruption would delay care and create immediate clinical risk. A direct award is therefore necessary to protect life and health.Schedule 5, Paragraph 5 - No reasonable alternative supplier. The market has been scoped and it has been determined that no reasonable alternative provider is able to deliver the service without introducing substantial risk.The service requires:* Established familiarity with local clinical environments, hospital layouts, and record flow patterns* Proven reliability in time critical deliver* Secure handling of medical information* Compliance with environmental, labour, ethical, equality, and Welsh language duties. Just Wales Ltd already demonstrates full compliance and dependable performance. Transitioning to another supplier would require extensive onboarding and introduce unacceptable risk.Schedule 5, Paragraph 7 - Additional or repeat services from the existing supplier. The service is an extension of existing operational arrangements. A change of supplier at this point would result in:* Incompatibility with established delivery routes and workflows* Disproportionate technical difficulties, including TUPE implications, workforce disruption, and the risk of delayed or failed deliveries* Reduced continuity of service, critical to safe clinical operation. Additional Considerations Just Wales Ltd currently delivers the service in full compliance with environmental and sustainable transport requirements, employment and labour law obligations, ethical standards, anti blacklisting provisions, and safeguarding policies, along with applicable Welsh language standards A change of supplier would risk temporary or sustained non compliance in these areas. NWSSP is satisfied that a direct award to Just Wales Ltd is legally justified under:* Regulation 42 (protection of life and health)* Schedule 5, Paragraph 5 (no reasonable alternatives)* Schedule 5, Paragraph 7 (additional/repeat services with technical incompatibility risks)This approach ensures continuity of a safety critical service, maintains compliance with statutory obligations, and avoids disproportionate operational risks.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06908d
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/082597-2026
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
UK6 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Direct
Procurement Method Details
Below threshold - without competition
Tender Suitability
SME
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

64 - Postal and telecommunications services

CPV Codes

64120000 - Courier services

Notice Value(s)

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

Notice Dates

Publication Date
1 Sep 20262 weeks ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
18 Aug 20264 weeks ago
Contract Period
14 Sep 2026 - 13 Sep 2027 6-12 months
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Cwm Taf Morgannwg University Health Board
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
ABERCYNON, MOUNTAIN ASH
Postcode
CF45 4SN
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
Not specified
Local Authority
Rhondda Cynon Taf
Electoral Ward
Abercynon
Westminster Constituency
Pontypridd

Supplier Information

Number of Suppliers
1
Supplier Name

Just Wales Ltd

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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