---
title: "390_22 Document Management Solutions"
ocid: "ocds-b5fd17-d6c5b102-8c94-4efb-b331-c2293639ecd3"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-d6c5b102-8c94-4efb-b331-c2293639ecd3"
markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-d6c5b102-8c94-4efb-b331-c2293639ecd3.md"
json_url: "https://d3tenders.com/contract/ocds-b5fd17-d6c5b102-8c94-4efb-b331-c2293639ecd3.json"
source: "Contracts Finder"
current_stage: "Award"
buyer: "ESPO"
published: "2023-01-30"
---

# 390_22 Document Management Solutions

Buyer: ESPO  
Current stage: Award  
OCID: ocds-b5fd17-d6c5b102-8c94-4efb-b331-c2293639ecd3

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## Summary

ESPO, a buying organisation based in Leicester, England, has issued a tender titled "390_22 Document Management Solutions" in the services industry category. The procurement stage is currently at the planning phase with a future notice date set for autumn 2022. The tender value is £80,000,000, and the contract period is expected to run from November 1, 2022, to October 31, 2026. Suppliers interested in this opportunity can participate in pre-market engagement sessions to help design the new framework. ESPO aims to engage third sector organisations, charities, and public sector mutual organisations in this procurement process.

This tender by ESPO for document management solutions provides a significant opportunity for businesses offering scanning, storage, and document management services. Small and medium-sized enterprises (SMEs) and voluntary, community, and social enterprise (VCSE) organisations are well-suited to compete for this contract. The planned engagement with suppliers will ensure that the new framework aligns with the needs of both suppliers and public sector customers. Businesses focusing on digital document solutions and archive management are encouraged to express interest in this tender for potential growth opportunities.

## Notice

ESPO is seeking to renew its framework agreement for Document Management Solutions. The frameworks covers a wide range of services linked to the scanning and/or storage of documents: Lot 1 - Electronic Document Scanning and Software Lot 2 - Document Storage and Retrieval Services Lot 3 - Total Document Management Solution Lot 4 - Enhanced Handling and Security Requirements The framework agreement has the option to extend for up to a further 24 months. The total value stated includes the option period. As part of the on-going contract management process, ESPO shall monitor the financial stability of the awarded Service Providers during the period of the Framework Agreement by reference to credit rating agency reports. ESPO shall obtain a credit score for the Service Provider on or before the Framework start date as a base score and where a significant change in the credit score is identified over the life of the Framework Agreement, ESPO reserves the right to investigate the reasons for this significant change. Depending on the severity of the changes, it will be at the sole discretion of ESPO to suspend or even permanently remove the Service Provider from the Framework Agreement. Additional information: As a Central Purchasing Body as defined in the Public Contracts Regulations 2015, the Framework Agreement is open for use by Public Bodies (defined at https://www.espo.org/amfile/file/download/file/9608/) 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; The Corporate Office of the House of Lords, The Corporate Officer of the House of Commons; 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 are available at: https://www.espo.org/legal. ESPO has established a commercial trading company, ESPO Trading Limited, whose target clients are third sector organisations such as national and local charities, public sector mutual organisations and other organisations involved in the delivery of services to or for the public sector. The successful Supplier may be asked to enter into an additional separate framework agreement (the Second Framework) with ESPO Trading Limited on materially similar terms to that found in the tender pack to be entered into by ESPO itself. Any Second Framework agreement will be a purely commercial agreement and will, for the avoidance of doubt, not be governed by the Public Contract Regulations 2015 or other public procurement legislation. ESPO Trading Limited may enter into the second framework agreement with the successful supplier and make it available to third sector clients who themselves are not required to follow the Public Contracts Regulations 2015 or other public procurement legislation. Accordingly, this is provided for bidders information only. An eAuction process may be used to award subsequent call off contracts following the reopening of competition among the parties to the Framework Agreement.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Contracts Finder |
| Latest notice | https://www.contractsfinder.service.gov.uk/Notice/f79d5028-7d0b-4102-97df-bb8d9aa1c379 |
| Notice type | Award Notice |
| Procurement type | Framework |
| Procurement category | Services |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | SME, VCSE |
| Awardee scale | Large, SME |
| All stages | Planning, Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 30 Jan 2023 |
| Submission deadline | 24 Nov 2022 |
| Future notice date | 21 Oct 2022 |
| Award date | 12 Jan 2023 |
| Contract period | 16 Jan 2023 - 15 Jan 2025 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £160,000,000 |
| Lots value | Not specified |
| Awards value | £160,000,000 |
| 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 | 23 |
| Supplier names | ARDINGTON ARCHIVES; CHAFFINCH GREEN LIMITED (T/A CHAFFINCH DOCUMENT; CIVICA; COMPASS MINERALS STORAGE & ARCHIVES LIMITED (TRADING AS  CROWN RECORDS MANAGEMENT; DATATRON DOCUMENT IMAGE ARCHIVING; DOCUMENT OPTIONS; HUGH SYMONS INFORMATION MANAGEMENT; IRON MOUNTAIN (UK; MISL; NEC SOFTWARE SOLUTIONS; OFFSITE ARCHIVE STORAGE AND INTEGRATED SERVICES (UK; ON-SITE SCANNING; PEARL SCAN SOLUTIONS; QUADIENT; RESTORE; RICOH; SCAN HOUSE SOLUTIONS; SHREDALL (EAST MIDLANDS; SPECIALIST COMPUTER CENTRES (SCC; STOR-A-FILE; STORETEC SERVICES; UNISCOPE INTERNATIONAL LIMITED (T/A DOC U SAFE |

## 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

- 30 Jan 2023 at 12:12 - Award - Award Notice - https://www.contractsfinder.service.gov.uk/Notice/f79d5028-7d0b-4102-97df-bb8d9aa1c379
- 7 Nov 2022 at 12:08 - Tender - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/e0e177e3-96db-415b-98be-c5f521b6147a
- 14 Oct 2022 at 11:49 - Tender - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/f3fb3051-e988-446c-9ac2-dfab969cc4d7
- 7 Oct 2022 at 10:51 - Planning - Planned Procurement Notice - https://www.contractsfinder.service.gov.uk/Notice/b9c62271-a2c4-49d9-83cb-4cdb7dcca7d6
- 9 Sep 2022 at 10:08 - Planning - Planned Procurement Notice - https://www.contractsfinder.service.gov.uk/Notice/c79d8c97-0165-4a7e-9a8e-8b4c8f7c03aa
- 19 Aug 2022 at 09:47 - Planning - Planned Procurement Notice - https://www.contractsfinder.service.gov.uk/Notice/bb8f5706-b90c-4ae3-8590-46f8240e6894
- 29 Jul 2022 at 09:02 - Planning - Planned Procurement Notice - https://www.contractsfinder.service.gov.uk/Notice/0b79f6a2-53ae-4c27-9f0d-2cd3f568bf1a
- 12 Jul 2022 at 11:42 - Planning - Planned Procurement Notice - https://www.contractsfinder.service.gov.uk/Notice/3a2623d4-29c4-4a9a-996a-ab419bd95995
- 24 May 2022 at 10:34 - Planning - Planned Procurement Notice - https://www.contractsfinder.service.gov.uk/Notice/c518f608-5d76-4cdc-9365-18c02b9b5eb7

## Documents

- https://www.contractsfinder.service.gov.uk/Notice/f79d5028-7d0b-4102-97df-bb8d9aa1c379
  30th January 2023 - Awarded contract notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/e0e177e3-96db-415b-98be-c5f521b6147a
  7th November 2022 - Opportunity notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/f3fb3051-e988-446c-9ac2-dfab969cc4d7
  14th October 2022 - Opportunity notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/b9c62271-a2c4-49d9-83cb-4cdb7dcca7d6
  7th October 2022 - Future opportunity notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/c79d8c97-0165-4a7e-9a8e-8b4c8f7c03aa
  9th September 2022 - Future opportunity notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/bb8f5706-b90c-4ae3-8590-46f8240e6894
  19th August 2022 - Future opportunity notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/0b79f6a2-53ae-4c27-9f0d-2cd3f568bf1a
  29th July 2022 - Future opportunity notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/3a2623d4-29c4-4a9a-996a-ab419bd95995
  12th July 2022 - Future opportunity notice on Contracts Finder
- https://www.contractsfinder.service.gov.uk/Notice/c518f608-5d76-4cdc-9365-18c02b9b5eb7
  24th May 2022 - Future opportunity notice on Contracts Finder
- https://www.eastmidstenders.org/
  EastMidsTenders Procurement Portal
- https://procontract.due-north.com/Advert?advertId=e0952512-44db-ec11-8114-005056b64545
  Advert

## Notice URLs

- http://www.espo.org/
- https://www.espo.org/
- https://www.espo.org/amfile/file/download/file/9608/
- https://www.espo.org/legal

## 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-d6c5b102-8c94-4efb-b331-c2293639ecd3. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-d6c5b102-8c94-4efb-b331-c2293639ecd3.json.