---
title: "Warehouse File Tracking Software"
ocid: "ocds-h6vhtk-06497a"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-06497a"
markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-06497a.md"
json_url: "https://d3tenders.com/contract/ocds-h6vhtk-06497a.json"
source: "Find A Tender Service"
current_stage: "Tender"
buyer: "NHS BUSINESS SERVICES AUTHORITY"
published: "2026-06-22"
---

# Warehouse File Tracking Software

Buyer: NHS BUSINESS SERVICES AUTHORITY  
Current stage: Tender  
OCID: ocds-h6vhtk-06497a

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## Summary

The NHS Business Services Authority (NHSBSA) is seeking to procure a robust Warehouse File Tracking Software to enhance operational control, visibility, and accuracy across its scanning operations. The tender process is at the "tender" stage, with a submission deadline of 17th July 2026. This procurement is being conducted through an open procedure and is valued at £175,000, with an estimated gross amount of £210,000. The contract is set to commence on 1st October 2026 and will run until 30th September 2031, with a potential extension to 2033. The solutions will be implemented at the NHSBSA sites in Newcastle upon Tyne, UK, specifically addressing the scanning of prescriptions, medical exemption applications, and dental claims.

This procurement presents a significant opportunity for businesses specializing in software package and information systems, scanning services, and warehouse management systems. Companies that offer innovative barcode scanning equipment or facilities management software development services may find this tender particularly suited to their expertise. Small and medium-sized enterprises (SMEs) are encouraged to participate, as the NHSBSA seeks solutions that ensure scalability, performance reliability, and efficient handling of high-volume environments. Engaging in this tender could not only provide substantial business growth but also align with the NHS's technological enhancement strategies, fostering long-term partnerships and innovation in public healthcare services.

## Notice

The NHS Business Services Authority (NHSBSA) is seeking to procure a Warehouse File Tracking Solution that enhances visibility, accuracy, and operational control across Warehouse scanning operations The NHSBSA currently has a contract in place for a File Tracking and Scanner Management Information (MI) software solution. This contract began in March 2020 and runs until 30th September 2026. The current solution is used at two NHSBSA sites located at Greenfinch Way (NE15 8NX) and Bridge House (NE1 6SN) and currently supports 42 NHSBSA staff in total, 29 based at Greenfinch Way and 13 based at Bridge House. This is subject to change as per risks detailed below in this Tender Notice. The solution must support NHSBSA's scanning operations, which process prescriptions, medical exemption applications, and dental claims. These activities are critical to managing confidential records securely and efficiently across multiple sites. The system must enable tracking of files from receipt through scanning, storage, and eventual destruction, while providing performance statistics and management information for each stage of the operational process. Current activity levels show an average throughput of approximately 19,000 records per month. The solution must have flexibility to allow for scalability without degradation of service performance or system stability. At present, the current solution tracks 345,647 live records with 1,455,999 archived (as dormant/deleted) records, totalling 1,801,646 records accumulated to date. This data (i.e. live and dormant records) will need to be migrated to the new solution. The solution must have capability to manage sustained high volume environments, provide clear performance commitments, and support scalability throughout the contract term. The solution will be required to go-live from 1st of October 2026. The estimated contract value covers the full term of the contract, including optional extensions. This is subject to change as per risks detailed below in this Tender Notice.

### Planning Information

With this invitation, the NHSBSA invites you to respond to this RFI in relation to the delivery of the solution to address business objectives and requirements outlined in Appendix 1 (High-Level Requirements). Your organisation’s involvement with our RFI is an invaluable way of us ensuring that, with your input, we have the best support and guidance to inform any subsequent procurement. 
At this stage we are seeking high-level input via completion of Appendix 2 (NHSBSA Supplier RFI Response Document) to enable us to assess the market and to inform any future procurement process.
Your response to this RFI will be used by the NHSBSA and its Stakeholders to:
• understand supplier/market capability, capacity and service offering
• understand lead times for the implementation and the delivery of the solution/services
• identify any innovative solutions proposed by suppliers
• inform the scope of the future requirements 
• understand supplier side issues in delivering the solution/services
• understand commercial/pricing models
• inform a future procurement strategy
• whether a contract could be broken down into Lots
• determine the route to market
• understand what Social Value can be delivered through this contract
Dates of Engagement:
UK02: Preliminary Market Engagement Notice published and suppliers able to register on Health Family Portal. - 05/02/2026
RFI Documents made available to registered suppliers on Health Family Portal - 05/02/2026
Supplier clarification question deadline - 25/02/2026 at 12 Noon-
Supplier response deadline - 03/03/2026 at 4pm
NHSBSA to provide summary report of RFI findings in early March 2026.
It is anticipated that a UK04: Tender Notice will be published at the end of March 2026.
Interested parties must access the RFI documents via https://health-family.force.com/s/Welcome (search opportunities using system reference C419390.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Find A Tender Service |
| Latest notice | https://www.find-tender.service.gov.uk/Notice/058322-2026 |
| Notice type | UK4 - Tender Notice |
| Procurement type | Standard |
| Procurement category | Services |
| Procurement method | Open |
| Procurement method details | Open procedure |
| Tender suitability | SME |
| Awardee scale | Not specified |
| All stages | Planning, Tender |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 22 Jun 2026 |
| Submission deadline | 17 Jul 2026 |
| Future notice date | 22 May 2026 |
| Award date | Not specified |
| Contract period | 30 Sep 2026 - 30 Sep 2031 |
| Recurrence | 2031-04-01 |

## Values

| Field | Value |
| --- | --- |
| Tender value | £175,000 |
| Lots value | £175,000 |
| Awards value | Not specified |
| Contracts value | Not specified |

## Status

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

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | NHS BUSINESS SERVICES AUTHORITY |
| Locality | NEWCASTLE UPON TYNE |
| Post town | Newcastle upon Tyne |
| Postcode | NE15 8NY |
| Country | England |
| ITL 1 | TLC North East (England) |
| ITL 2 | TLC4 Northumberland, Durham and Tyne & Wear |
| ITL 3 | TLC43 Tyneside |
| Local authority | Newcastle upon Tyne |
| Electoral ward | Lemington |
| Westminster constituency | Newcastle upon Tyne Central and West |
| Delivery location | TLC North East (England) |

## CPV Codes

### Divisions

- 35 - Security, fire-fighting, police and defence equipment
- 42 - Industrial machinery
- 48 - Software package and information systems
- 72 - IT services: consulting, software development, Internet and support
- 79 - Business services: law, marketing, consulting, recruitment, printing and security

### Codes

- 35126000 - Bar code scanning equipment
- 42965100 - Warehouse management system
- 48000000 - Software package and information systems
- 72212420 - Facilities management software development services and software development services suite
- 79999100 - Scanning services

## Release History

- 22 Jun 2026 at 08:16 - Tender - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/058322-2026
- 14 May 2026 at 09:07 - Planning - UK3 - Planned Procurement Notice - https://www.find-tender.service.gov.uk/Notice/044241-2026
- 5 Feb 2026 at 16:46 - Planning - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/010697-2026

## Documents

- https://www.find-tender.service.gov.uk/Notice/058322-2026
  22nd June 2026 - Tender notice on Find a Tender
- https://www.find-tender.service.gov.uk/Notice/044241-2026
  14th May 2026 - Planned procurement notice on Find a Tender
- https://www.find-tender.service.gov.uk/Notice/010697-2026
  5th February 2026 - Preliminary market engagement notice on Find a Tender

## Notice URLs

- https://health-family.force.com/s/Welcome
- https://www.gov.uk/government/publications/procurement-act-2023-short-guides/suppliers-how-to-register-your-organisation-and-first-administrator-on-find-a-tender-in-three-easy-steps-html
- https://www.legislation.gov.uk/ukpga/2023/54/contents
- https://www.nhsbsa.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-06497a. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-06497a.json.