---
title: "390_18 Document Management Solutions"
ocid: "ocds-b5fd17-3101bceb-6c9b-49bd-aaea-4e18735ad5d3"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-3101bceb-6c9b-49bd-aaea-4e18735ad5d3"
markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-3101bceb-6c9b-49bd-aaea-4e18735ad5d3.md"
json_url: "https://d3tenders.com/contract/ocds-b5fd17-3101bceb-6c9b-49bd-aaea-4e18735ad5d3.json"
source: "Contracts Finder"
current_stage: "Award"
buyer: "ESPO"
published: "2018-11-15"
---

# 390_18 Document Management Solutions

Buyer: ESPO  
Current stage: Award  
OCID: ocds-b5fd17-3101bceb-6c9b-49bd-aaea-4e18735ad5d3

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## Summary

ESPO (East Midlands Shared Services) is conducting a procurement process titled "390_18 Document Management Solutions" aimed at establishing a framework agreement for various document management services. The procurement is classified under the industry category of document management systems, with an estimated total value of £60 million GBP. This open procurement method is currently in the award stage, with the framework agreement's contract period beginning on 1st October 2018 and running until 30th September 2020. Notably, there is an optional extension period of up to 24 months. The tender submission deadline was set for midday on 15th August 2018.

This procurement presents substantial opportunities for businesses specialising in document management, scanning, storage, and retrieval services. Companies sizes ranging from small to large, particularly those with expertise in electronic document solutions and records management, will find this tender suitable for engagement. The framework's structure, divided into distinct lots, allows suppliers to compete based on the specific services they can offer, thus promoting competition and innovation. Businesses that can provide secure handling and enhanced document technology will be well-positioned to benefit from this substantial public sector contract.

## Notice

ESPO is seeking to establish a framework agreement with a number of suppliers for the provision of scanning, storage, retrieval and associated services. The key aim of the framework will be to promote efficiencies and cost savings. An eAuction process may be used to award subsequent call off contracts following the reopening of competition among the parties to the Framework Agreement. To reflect the different types of document management services required, the framework will be divided into following lots: * Lot 1 - Electronic document scanning services and software solutions * Lot 2 - Document storage, retrieval and associated services * Lot 3 - Total document management solutions * Lot 4 - Enhanced handling and security requirements The framework agreement has the option to extend for up to a further 24 months. The total estimated value stated includes the option period. As a Central Purchasing Body as defined by the EU Procurement Directive 2014/24/EU, the Framework Agreement is open for use by Public Bodies (defined https://www.espo.org/ESPO/media/Documents/FAQs/ESPO-s_powers_to_trade__website_-2016-12-22.pdf) that also fall into one of the following classifications of user throughout all administrative regions of the UK: Local Authorities; Educational Establishments (including Academies); Central Government Departments and Agencies; Police, Fire & Rescue and Coastguard Emergency Services; NHS and HSC Bodies, including Ambulance Services; Registered Charities; Registered Social Landlords; or any public body established by or under the Scotland Act 1998 or any Act of the Scottish Parliament. Details of the classification of end user establishments and geographical areas is available on: http://www.espo.org/About-us-%281%29/FAQs/Legal

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Contracts Finder |
| Latest notice | https://www.contractsfinder.service.gov.uk/Notice/054fd246-eb07-44ca-9299-8f5bc4e220b7 |
| Notice type | Award Notice |
| Procurement type | Framework |
| Procurement category | Services |
| Procurement method | Open |
| Procurement method details | Open procedure (above threshold) |
| Tender suitability | SME, VCSE |
| Awardee scale | Large, SME |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 15 Nov 2018 |
| Submission deadline | 15 Aug 2018 |
| Future notice date | Not specified |
| Award date | 22 Oct 2018 |
| Contract period | 1 Nov 2018 - 31 Oct 2020 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £60,000,000 |
| Lots value | Not specified |
| Awards value | £60,000,000 |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Not specified |
| Awards status | Active |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | ESPO |
| Locality | LEICESTER |
| Post town | Leicester |
| Postcode | LE19 1ES |
| Country | England |
| ITL 1 | TLF East Midlands (England) |
| ITL 2 | TLF2 Leicestershire, Rutland and Northamptonshire |
| ITL 3 | TLF22 Leicestershire CC and Rutland |
| Local authority | Blaby |
| Electoral ward | Enderby |
| Westminster constituency | South Leicestershire |
| Delivery location | Not specified |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 16 |
| Supplier names | BOX-IT; CIVICA; CRISP DOCUMENTS; CROWN RECORDS MANAGEMENT; DATASPACE (UK; DOCUMENT OPTIONS; EDM GROUP; HUGH SYMONS INFORMATION MANAGEMENT; IRON MOUNTAIN (UK; MISL; NORTHGATE PUBLIC SERVICES (UK; RESTORE; SHREDALL (EAST MIDLANDS; STOR-A-FILE; STORETEC SERVICES; SWISS POST SOLUTIONS |

## CPV Codes

### Divisions

- 48 - Software package and information systems
- 63 - Supporting and auxiliary transport services; travel agencies services
- 72 - IT services: consulting, software development, Internet and support
- 79 - Business services: law, marketing, consulting, recruitment, printing and security
- 92 - Recreational, cultural and sporting services

### Codes

- 48311100 - Document management system
- 63121000 - Storage and retrieval services
- 72300000 - Data services
- 72512000 - Document management services
- 79995100 - Archiving services
- 79996100 - Records management
- 79999100 - Scanning services
- 92512100 - Archive destruction services

## Release History

- 15 Nov 2018 at 10:32 - Award - Award Notice - https://www.contractsfinder.service.gov.uk/Notice/054fd246-eb07-44ca-9299-8f5bc4e220b7
- 18 Jul 2018 at 07:14 - Tender - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/f9385ff4-01ca-406c-9e4b-fb950272e7f8

## Documents

- https://www.contractsfinder.service.gov.uk/Notice/054fd246-eb07-44ca-9299-8f5bc4e220b7
  15th November 2018 - Awarded contract notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/f9385ff4-01ca-406c-9e4b-fb950272e7f8
  18th July 2018 - Opportunity notice on Contracts Finder
- http://www.eastmidstenders.org
  East Mids Tenders

## Notice URLs

- http://www.espo.org
- http://www.espo.org/About-us-%281%29/FAQs/Legal
- https://www.espo.org/ESPO/media/Documents/FAQs/ESPO-s_powers_to_trade__website_-2016-12-22.pdf

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-b5fd17-3101bceb-6c9b-49bd-aaea-4e18735ad5d3. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-3101bceb-6c9b-49bd-aaea-4e18735ad5d3.json.