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Electronic Key Management System (EKMS) Replacement

Pennine Care NHS Foundation Trust

This public procurement record has 1 release in its history.

Planning

18 Sep 2026 at 14:49

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Pennine Care NHS Foundation Trust intends to replace and support its electronic key management system across inpatient mental health sites in Greater Manchester. The requirement covers 16 end-of-life electronic key cabinets, with two further cabinets either replaced or brought into the same managed environment, plus seven existing ward door access control pods. The system must retain existing physical keys, locks and master suites, with re-keying excluded. It will include biometric and non-biometric key release, controlled ward entrances and exits, readers, controllers, software and interfaces. A central web-based platform must provide administration, audit trails, scheduled reports, alarms and overdue-key escalation, while cabinets continue operating during outages. The scope also includes installation, commissioning, migration, training, equipment removal, support and maintenance. This is a combined security equipment, electronic locking and access-control service requirement.

This procurement is at the planning stage and this announcement is for preliminary market engagement, not an invitation to tender. The Trust currently expects to run a further competition under the Pagabo Small Works Dynamic Purchasing System, restricted to suppliers admitted to that DPS when invited. The competition is expected to launch in mid-October 2026, with the next notice date indicated as 19 October 2026. The planned contract period is 1 January 2027 to 31 December 2031. The procurement is above the applicable threshold and is planned as one lot, identified as suitable for SMEs. Pennine Care expects market engagement to continue until 9 October 2026. The full specification, pricing schedule, evaluation criteria and contract terms will be issued through the future procurement.

The requirement should suit suppliers of electronic key management, access-control and electronic security systems that can deliver both equipment and long-term managed services. Relevant capability includes designing and integrating centralised web-based systems, biometric and alternative authentication, controlled-door interlocks, readers, controllers, alarms, reporting and audit functions. Suppliers will need to manage installation, commissioning, migration from existing cabinets, user training, removal of replaced equipment and ongoing maintenance. Experience of resilient systems that operate during network or power outages will be relevant, as will the ability to work safely in inpatient mental health environments. The successful provider must accommodate the Trust’s existing physical keys, locks and master suites without re-keying, and support a single centrally managed environment across multiple sites. SMEs are expressly identified as suitable, while preparation should include checking eligibility for the Pagabo Small Works DPS.

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Notice Information

Notice Title

Electronic Key Management System (EKMS) Replacement

Notice Description

Background Pennine Care NHS Foundation Trust has undertaken preliminary market engagement to inform the development of its requirements and procurement strategy for the provision of an electronic key management system. The engagement was conducted to help shape the specification, understand market capability and inform the proposed procurement approach. The Trust currently intends to procure the requirement through a further competition under the Pagabo Small Works Dynamic Purchasing System (DPS). Suppliers with an interest in the opportunity are encouraged to review the Pagabo Small Works DPS arrangements and ensure they are appropriately positioned to participate in any future competition. For further information please contact Lee Pontin, Pagabo Small Works DPS Manager, leon.pontin@pagabo.co.uk. Questions about the EKMS opportunity should be directed to the Trust procurement contact listed below. The further competition is expected to launch in mid-October 2026 and will be open to suppliers admitted to the DPS at the date of invitation. Publication of this notice is intended to promote transparency and market awareness. Any information necessary for participation in the procurement will be made available equally to all bidders as part of the procurement process. Description Pennine Care NHS Foundation Trust provides mental health and learning disability services across Greater Manchester. The Trust operates 18 electronic key management cabinets and seven associated ward door access control pods across its inpatient sites. Manufacturer support for 16 of the cabinets ends on 31 May 2027. The Trust intends to procure a replacement system, installed and supported, with all cabinets managed in a single central environment. This notice informs the market of the forthcoming requirement and the intended route to award. It is not an invitation to tender. The full specification, pricing schedule, evaluation criteria and contract terms will be issued through the procurement. Requirement (high level; full detail will follow in the procurement) * Replacement of 16 end-of-life cabinets, with the remaining two either replaced or fully managed within the same environment. * Retention of the Trust's existing physical keys, locks and master suites. Re-keying is out of scope. * Biometric release with a non-biometric alternative, at cabinets and at the controlled door points. * Ward entrance and exit control at the existing airlock locations, where a person still holding relevant keys cannot leave through the normal exit until the keys are returned, including all readers, controllers, software and interfaces. * Central web-based administration, audit, scheduled reporting, alarms and overdue-key escalation; standalone operation during outages. * Installation, commissioning, migration, training, removal of replaced equipment and ongoing support and maintenance, in inpatient mental health settings.

Planning Information

This notice is being published to ensure transparency and to make the market aware of the forthcoming procurement opportunity, enabling interested suppliers to position themselves appropriately for participation in the forthcoming further competition under the Pagabo Small Works DPS.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-077594
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/088756-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Dynamic
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

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

42 - Industrial machinery

44 - Construction structures and materials; auxiliary products to construction (except electric apparatus)

CPV Codes

35121000 - Security equipment

42961100 - Access control system

44521120 - Electronic security lock

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
18 Sep 20263 days ago
Submission Deadline
Not specified
Future Notice Date
19 Oct 20264 weeks to go
Award Date
Not specified
Contract Period
1 Jan 2027 - 31 Dec 2031 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Pennine Care NHS Foundation Trust
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
ASHTON-UNDER-LYNE
Postcode
OL6 7SR
Postcode Area
Oldham
Country
England
Major Region (ITL 1)
TLD North West (England)
Basic Region (ITL 2)
TLD3 Greater Manchester
Small Region (ITL 3)
TLD35 Greater Manchester South East
Delivery Location
TLD3 Greater Manchester
Local Authority
Tameside
Electoral Ward
St Peter's
Westminster Constituency
Ashton-under-Lyne

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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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