--- title: "Electronic Key Management System (EKMS) Replacement" ocid: "ocds-h6vhtk-077594" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-077594" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-077594.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-077594.json" source: "Find A Tender Service" current_stage: "Planning" buyer: "Pennine Care NHS Foundation Trust" published: "2026-09-18" --- # Electronic Key Management System (EKMS) Replacement Buyer: Pennine Care NHS Foundation Trust Current stage: Planning OCID: ocds-h6vhtk-077594 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-077594) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-077594.json) ## Summary Pennine Care NHS Foundation Trust intends to replace and support its electronic key management system across inpatient mental health sites in Greater Manchester. The requirement covers 16 end-of-life electronic key cabinets, with two further cabinets either replaced or brought into the same managed environment, plus seven existing ward door access control pods. The system must retain existing physical keys, locks and master suites, with re-keying excluded. It will include biometric and non-biometric key release, controlled ward entrances and exits, readers, controllers, software and interfaces. A central web-based platform must provide administration, audit trails, scheduled reports, alarms and overdue-key escalation, while cabinets continue operating during outages. The scope also includes installation, commissioning, migration, training, equipment removal, support and maintenance. This is a combined security equipment, electronic locking and access-control service requirement. This procurement is at the planning stage and this announcement is for preliminary market engagement, not an invitation to tender. The Trust currently expects to run a further competition under the Pagabo Small Works Dynamic Purchasing System, restricted to suppliers admitted to that DPS when invited. The competition is expected to launch in mid-October 2026, with the next notice date indicated as 19 October 2026. The planned contract period is 1 January 2027 to 31 December 2031. The procurement is above the applicable threshold and is planned as one lot, identified as suitable for SMEs. Pennine Care expects market engagement to continue until 9 October 2026. The full specification, pricing schedule, evaluation criteria and contract terms will be issued through the future procurement. The requirement should suit suppliers of electronic key management, access-control and electronic security systems that can deliver both equipment and long-term managed services. Relevant capability includes designing and integrating centralised web-based systems, biometric and alternative authentication, controlled-door interlocks, readers, controllers, alarms, reporting and audit functions. Suppliers will need to manage installation, commissioning, migration from existing cabinets, user training, removal of replaced equipment and ongoing maintenance. Experience of resilient systems that operate during network or power outages will be relevant, as will the ability to work safely in inpatient mental health environments. The successful provider must accommodate the Trust’s existing physical keys, locks and master suites without re-keying, and support a single centrally managed environment across multiple sites. SMEs are expressly identified as suitable, while preparation should include checking eligibility for the Pagabo Small Works DPS. ## Notice Background Pennine Care NHS Foundation Trust has undertaken preliminary market engagement to inform the development of its requirements and procurement strategy for the provision of an electronic key management system. The engagement was conducted to help shape the specification, understand market capability and inform the proposed procurement approach. The Trust currently intends to procure the requirement through a further competition under the Pagabo Small Works Dynamic Purchasing System (DPS). Suppliers with an interest in the opportunity are encouraged to review the Pagabo Small Works DPS arrangements and ensure they are appropriately positioned to participate in any future competition. For further information please contact Lee Pontin, Pagabo Small Works DPS Manager, leon.pontin@pagabo.co.uk. Questions about the EKMS opportunity should be directed to the Trust procurement contact listed below. The further competition is expected to launch in mid-October 2026 and will be open to suppliers admitted to the DPS at the date of invitation. Publication of this notice is intended to promote transparency and market awareness. Any information necessary for participation in the procurement will be made available equally to all bidders as part of the procurement process. Description Pennine Care NHS Foundation Trust provides mental health and learning disability services across Greater Manchester. The Trust operates 18 electronic key management cabinets and seven associated ward door access control pods across its inpatient sites. Manufacturer support for 16 of the cabinets ends on 31 May 2027. The Trust intends to procure a replacement system, installed and supported, with all cabinets managed in a single central environment. This notice informs the market of the forthcoming requirement and the intended route to award. It is not an invitation to tender. The full specification, pricing schedule, evaluation criteria and contract terms will be issued through the procurement. Requirement (high level; full detail will follow in the procurement) * Replacement of 16 end-of-life cabinets, with the remaining two either replaced or fully managed within the same environment. * Retention of the Trust's existing physical keys, locks and master suites. Re-keying is out of scope. * Biometric release with a non-biometric alternative, at cabinets and at the controlled door points. * Ward entrance and exit control at the existing airlock locations, where a person still holding relevant keys cannot leave through the normal exit until the keys are returned, including all readers, controllers, software and interfaces. * Central web-based administration, audit, scheduled reporting, alarms and overdue-key escalation; standalone operation during outages. * Installation, commissioning, migration, training, removal of replaced equipment and ongoing support and maintenance, in inpatient mental health settings. ### Planning Information This notice is being published to ensure transparency and to make the market aware of the forthcoming procurement opportunity, enabling interested suppliers to position themselves appropriately for participation in the forthcoming further competition under the Pagabo Small Works DPS. ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/088756-2026 | | Notice type | UK2 - Preliminary Market Engagement Notice | | Procurement type | Dynamic | | Procurement category | Goods | | Procurement method | Not Specified | | Procurement method details | Not specified | | Tender suitability | SME | | Awardee scale | Not specified | | All stages | Planning | ## Dates | Field | Value | | --- | --- | | Publication date | 18 Sep 2026 | | Submission deadline | Not specified | | Future notice date | 19 Oct 2026 | | Award date | Not specified | | Contract period | 1 Jan 2027 - 31 Dec 2031 | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | Not specified | | 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 | Pennine Care NHS Foundation Trust | | Locality | ASHTON-UNDER-LYNE | | Postcode area | Oldham | | Postcode | OL6 7SR | | Country | England | | ITL 1 | TLD North West (England) | | ITL 2 | TLD3 Greater Manchester | | ITL 3 | TLD35 Greater Manchester South East | | Local authority | Tameside | | Electoral ward | St Peter's | | Westminster constituency | Ashton-under-Lyne | | Delivery location | TLD3 Greater Manchester | ## CPV Codes ### Divisions - 35 - Security, fire-fighting, police and defence equipment - 42 - Industrial machinery - 44 - Construction structures and materials; auxiliary products to construction (except electric apparatus) ### Codes - 35121000 - Security equipment - 42961100 - Access control system - 44521120 - Electronic security lock ## Release History - 18 Sep 2026 at 14:49 - Planning - UK2 - Preliminary Market Engagement Notice - https://www.find-tender.service.gov.uk/Notice/088756-2026 ## Documents - https://www.find-tender.service.gov.uk/Notice/088756-2026 18th September 2026 - Preliminary market engagement notice on Find a Tender ## Notice URLs - https://www.legislation.gov.uk/ukpga/2023/54/contents - https://www.penninecare.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-077594. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-077594.json.