---
title: "Electronic Key Management System (EKMS)"
ocid: "ocds-h6vhtk-04fce0"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-04fce0"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-04fce0.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-04fce0.json"
source: "Find A Tender Service"
current_stage: "Planning"
buyer: "NOTTINGHAMSHIRE HEALTHCARE NHS FOUNDATION TRUST"
published: "2025-04-10"
---

# Electronic Key Management System (EKMS)

Buyer: NOTTINGHAMSHIRE HEALTHCARE NHS FOUNDATION TRUST  
Current stage: Planning  
OCID: ocds-h6vhtk-04fce0

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## Summary

Nottinghamshire Healthcare NHS Foundation Trust is seeking innovative suppliers for an Electronic Key Management System (EKMS) to be implemented across various secure settings within its facilities. This tender, titled "Electronic Key Management System (EKMS)" and classified under the security equipment and electronic security lock industry category, aims to replace the existing system by 2027 due to impending end-of-life issues. The process is currently in the planning stage, with market engagement activities scheduled to conclude by 31 October 2025. The procurement will be conducted using the Competitive Flexible procedure under the Procurement Act 2023, and interested suppliers must register on the new Central Digital Platform. The project involves a substantial investment, with a budget of up to £2.2 million, and delivery is required within the UKF region, specifically Nottingham.

This tender presents significant opportunities for businesses specialising in security equipment, electronic locks, and innovative technology solutions. Suppliers, including SMEs and voluntary, community and social enterprises (VCSEs), are encouraged to participate in market engagement and subsequent tender stages. Companies with expertise in integrating secure access systems, RFID technology, and bespoke software functionalities tailored to different hospital requirements will find this project particularly well-suited. The procurement process includes various stages to ensure compliance and innovation, offering businesses the chance to showcase their capabilities in providing reliable and advanced EKMS solutions. Successful suppliers will contribute to enhancing security and operational efficiency across multiple healthcare facilities, fostering potential long-term partnerships with a central government public authority.

## Notice

Support of the existing Electronic Key Management System cabinets (manufactured by TRAKA) will cease in 2027. This system requires replacement due to the impending end of life hardware and software, manufacturer support and spares non-availability.

### Planning Information

General Information
It is mandatory for any interested suppliers to register on the new CENTRAL DIGITAL PLATFORM which is part of the enhanced Find a Tender Service.
This procurement will be progressed using the Competitive Flexible procedure utilising Procurement Act 2023
A major aspect of the procurement will be based on innovative ideas for suitable Electronic Key Management System (EKMS) for multiple Trust locations.
Nottinghamshire Healthcare NHS Foundation Trust (NHC) welcomes interest from all suitable suppliers, including SMEs and VCSEs.
Outcome Based Specification
NHC needs new, innovative EKMS within:
1. High Secure setting. A critical function detailed within the Secretary of State Direction 41 security of keys and locks: High Secure Psychiatric Services (Arrangements for Safety and Security) Directions 2019.
2. Low and Medium Secure Care settings. A critical function detailed within the RCPsych Standards for Forensic Mental Health Services
The key strategy depends on a reliable security key management system, fully integrated within the secure access and egress system, that identifies staff able to have allocated home office keys and prohibits any key sets being removed from the secure area.
Business Requirements (high level for Preliminary Market Engagement Notice only)
• The cabinets a minimum of 50 sets of keys
• Dependant on the site, provide a bank of cabinets in the key lobby/reception providing between 200 and 2500 locations for holding set of keys.
• Link to remote cabinets within other hospital locations. Example, but not limited to Visitor Collection, Vehicle Lock Search Area etc
• Bullet type metal fob (example: ifob) attached to every key set - used to lock key sets into cabinet position.
• Receptor strips: Hardware that sits behind each key aperture within the cabinets
• RFID readers on each bank
• Software: communicates with receptor strips and integrates with 3rd party access system.
• Bespoke functionality specific different hospitals requirements.
• Existing platform is old and based on 8-bit technology.
Stages - Market Engagement:
1) Initial Conditions of Participation to exclude any suppliers who do not meet regulatory financial requirements, are on Debarment List, are not registered on Central Digital Platform.
2) Conflict of Interest declaration.
3) Group supplier event meeting (via Teams).
4) One to One supplier event in person or via Teams.
Stages - Tender:
1) NHC may exclude suppliers based on additional Conditions of Participation.
2) NHC may exclude suppliers based on a design and innovation phase.
NHC reserves the right to add or remove stages throughout the procurement process

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/014257-2025 |
| Notice type | UK2 - Preliminary Market Engagement Notice |
| Procurement type | Standard |
| Procurement category | Goods |
| Procurement method | Not Specified |
| Procurement method details | Not specified |
| Tender suitability | SME, VCSE |
| Awardee scale | Not specified |
| All stages | Planning |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 10 Apr 2025 |
| Submission deadline | Not specified |
| Future notice date | 1 Nov 2025 |
| Award date | Not specified |
| Contract period | 1 Jan 2027 - 31 Dec 2032 |
| Recurrence | Not specified |

## Values

| Field | Value |
| --- | --- |
| Tender value | £2,000,000 |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

| Field | Value |
| --- | --- |
| Tender status | Planning |
| Lots status | Planning |
| Awards status | Not specified |
| Contracts status | Not specified |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | NOTTINGHAMSHIRE HEALTHCARE NHS FOUNDATION TRUST |
| Locality | NOTTINGHAM |
| Post town | Nottingham |
| Postcode | NG6 9DR |
| Country | England |
| ITL 1 | TLF East Midlands (England) |
| ITL 2 | TLF1 Derbyshire and Nottinghamshire |
| ITL 3 | TLF14 Nottingham |
| Local authority | Nottingham |
| Electoral ward | Bulwell Forest |
| Westminster constituency | Nottingham North and Kimberley |
| Delivery location | TLF East Midlands (England) |

## CPV Codes

### Divisions

- 35 - Security, fire-fighting, police and defence equipment
- 44 - Construction structures and materials; auxiliary products to construction (except electric apparatus)

### Codes

- 35121000 - Security equipment
- 44521120 - Electronic security lock

## Release History

- 10 Apr 2025 at 11:04 - PlanningUpdate - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/014257-2025
- 3 Apr 2025 at 14:37 - Planning - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/012882-2025

## Documents

- https://www.find-tender.service.gov.uk/Notice/014257-2025
  10th April 2025 - Preliminary market engagement notice on Find a Tender
- https://www.find-tender.service.gov.uk/Notice/012882-2025
  3rd April 2025 - Preliminary market engagement notice on Find a Tender

## Notice URLs

- https://www.legislation.gov.uk/ukpga/2023/54/contents
- https://www.nottinghamshirehealthcare.nhs.uk/

## 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-04fce0. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-04fce0.json.