---
title: "390_22 Document Management Solutions"
ocid: "ocds-h6vhtk-033e25"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-033e25"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-033e25.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-033e25.json"
source: "Find A Tender Service"
current_stage: "Award"
buyer: "ESPO"
published: "2023-01-30"
---

# 390_22 Document Management Solutions

Buyer: ESPO  
Current stage: Award  
OCID: ocds-h6vhtk-033e25

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## Summary

The ESPO Central Purchasing Body has issued a tender for Document Management Solutions under a framework agreement. The tender covers services such as electronic document scanning, software, document storage and retrieval, and total document management solutions. The procurement stage is at the award stage, with a total value of £160 million GBP. The deadline for the eAuction process is specified for subsequent call-off contracts under this agreement.

This tender presents a significant business opportunity for suppliers in the document management services industry. Businesses providing scanning services, document storage, retrieval, and consultancy services will find this tender suitable. ESPO, the buying organisation, is a Central Purchasing Body open to public bodies across the UK. The procurement process is open, following the Public Contracts Regulations 2015, with a focus on quality criteria, social value, and pricing factors in the evaluation process.

## 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

### Lot Information

Lot 1 - Electronic Document Scanning and Software

This Lot requires Suppliers to provide a full end-to-end scanning solution including preparation, scanning, indexing, encryption, electronic storage, transportation and secure disposal of documents. To include the supply, implementation and maintenance of EDRM (Electronic Document & Records Management Software), associated Project management and training.

Options: The framework agreement has the option to extend for up to a further 24 months. The total estimated value stated in Section II.1.7 includes the option period.

Lot 2 - Document Storage and Retrieval Services

This Lot requires Suppliers to provide preparation, collection, storage, retrieval and the secure disposal of documents plus any associated services.

Options: The framework agreement has the option to extend for up to a further 24 months. The total estimated value stated in Section II.1.7 includes the option period.

Lot 3 - Total Document Management Solution

This Lot requires Suppliers to provide a full end-to end solution for all scanning, storage and consultancy requirements. This includes scanning, indexing, encryption, electronic storage, transportation and secure disposal of documents, storage, retrieval and associated training. Suppliers will also be required to provide a consultancy Service designed to scope and shape a full document management solution to help customers manage all their documents.

Options: The framework agreement has the option to extend for up to a further 24 months. The total estimated value stated in Section II.1.7 includes the option period.

Lot 4 - Enhanced Handling and Security Requirements

This Lot requires Suppliers to provide enhanced safe and secure document management solutions for all scanning, storage and consultancy requirements. This includes secure handling of documents, scanning, indexing, encryption, electronic storage, transportation and secure disposal of documents, storage, retrieval and associated and training.

Options: The framework agreement has the option to extend for up to a further 24 months. The total estimated value stated in Section II.1.7 includes the option period.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/002768-2023 |
| Notice type | Planning Notice |
| Procurement type | Framework |
| Procurement category | Services |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | Not specified |
| Awardee scale | Large, SME |
| All stages | Planning, Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 30 Jan 2023 |
| Submission deadline | 18 Nov 2022 |
| Future notice date | 10 Jul 2022 |
| Award date | 12 Jan 2023 |
| Contract period | 1 Jan 2023 - 31 Dec 2024 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £160,000,000 |
| Lots value | £160,000,000 |
| Awards value | Not specified |
| Contracts value | £80,000,000 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Cancelled |
| Awards status | Active |
| Contracts status | Active |

## 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 ‘DEEPSTORE; 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 12:04 - Award - Award Notice - https://www.find-tender.service.gov.uk/Notice/002768-2023
- 7 Nov 2022 at 12:05 - TenderUpdate - Tender Notice - https://www.find-tender.service.gov.uk/Notice/031395-2022
- 14 Oct 2022 at 11:39 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/029004-2022
- 24 May 2022 at 10:23 - Planning - Planning Notice - https://www.find-tender.service.gov.uk/Notice/014208-2022

## Notice URLs

- https://procontract.due-north.com/Advert?advertId=e0952512-44db-ec11-8114-005056b64545
- 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-h6vhtk-033e25. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-033e25.json.