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Published 12 May 2025, 16:34 BST

Official UK procurement notice

390_27 Document Management Solutions

Official notice

Authority: Leicestershire County Council, trading as ESPO (Local council)

Framework agreement7 lotsServicesOpen procedureAbove thresholdSME suitable
Sectors: Software Packages & ERP (48)Supporting and auxiliary transport services; travel agencies services (63)IT Services & Software (72)
+3 moreBusiness Services & Consultancy (79)Cleaning & Environmental Services (90)Recreational, cultural and sporting services (92)
 Delivery: UK
Framework ceiling (notional)£83,333,333total for 7 lots · framework ceiling, not attributable revenue · 2 value updates
Submissions closed 14 Oct 2026
Lots 7see the lot list below
Framework period 2 yrsends 15 Jan 2029 · up to 15 Jan 2031 with extensions · starts 16 Jan 2027

What is being bought7 lots · detail below

Published requirement description

ESPO is a public sector-owned professional buying organisation that provides a comprehensive range of procurement services, including access to over 100 free-to-access framework solutions designed to support public sector organisations.

We are establishing a framework to cover the provision document management solutions including digitisation, off-site storage, and confidential shredding of documents.

The Framework is divided into 7 lots.

Please refer to the tender documents for any further details (including further details on each of the lots) - the closing date for submission of Tenders has been extended to 12:00 (12 noon / 12pm) on 14 October 2026.

To tender (please proceed to step (e) if an expression of interest has already been completed):

(a) Go to www.eastmidstenders.org ↗ (b) Register (if not already registered on ProContract e.g., via procontract.due-north.com/Register ↗); (c) Search for tender opportunity 390_27 (via "View Opportunities" from the EastMidsTenders Portal, or alternatively via searching on procontract.due-north.com/Opportunities/Index ↗); (d) Express an interest; (e) Download the tender documents (from the ProContract Activity summary screen).

Any questions or clarifications relating to this tender opportunity should be submitted to ESPO as a message on the eProcurement Portal, once an Expression of interest has been completed.

CPV: Archive destruction services · Archiving services · Data services · Document management services · Document management system · Records management · Refuse and waste related services · Scanning services · Storage and retrieval services

How this framework works

From the published notice
Type
Open framework
Call-offs
call-offs may be awarded directly or by further competition
Framework period
2 yrs · up to 4 yrs from 16 Jan 2027
Buyer regions
UK
Supplier levy on call-offs (max %)

1% of call-off value · As a public body, ESPO have a statutory obligation to recover the costs incurred in the management of this Framework. This obligation is met by means of a Framework Fee which will be payable by the Suppliers to ESPO based on the total turnover of business conducted by them under the Framework.

For further details, please refer to the tender documents.

Who may buy through it

As a Centralised procurement authority as defined in the Procurement Act 2023, the Framework is open for use by Public Bodies (defined at www.espo.org/amfile/file/download… ↗) 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 on general classification of end user establishments and geographical areas are available at: www.espo.org/legal ↗

Published description of the framework

It should be noted that the Framework could be used in a number of ways where document management solutions are required. Customers wishing to buy Goods and/or Services via the Framework will do so in the following way(s) in accordance with section 45 of the Procurement Act 2023 (and any subsequent amendment or re-enactment thereof):

Call-off without competition

'Calling-off' Goods and/or Services from a Supplier identified who is: a) included in the Framework; b) featured on the required Lot(s); c) suitable for meeting the Customer's specific needs; d) delivers to the geographical region of the Customer, and; d) identified as offering the most advantageous solution to the Customer's requirements, based on the Framework pricing and the additional benefits offered by each Supplier.

Call-off with competition (Further Competitive Selection Process - applicable to all Lots)

'Calling-off' by conducting a further competitive selection process amongst those Suppliers identified in the Framework as being able to supply the required Goods/provide the required Services. Customers will assess the suppliers as set out in the terms and conditions of the Framework.

Please note that once this Framework is established, the right is reserved by the Customer when running a further competitive selection process, to invite the Suppliers to participate in an eAuction.

Please refer to the tender documents for any further details.

Lots and requirements (7)Procurement structure

7 lots · all with a published value · same conditions of participation on every lot · same evaluation weights on every lot

Every one of these 7 lots carries the same published figure, £83,333,333: it is the framework's maximum for the whole notice, not each lot's own budget, and no share per lot is published. The cards below say ceiling above rather than repeat it.

Lot #1Electronic Document Scanning and SoftwareRenewal 2 yrsSMEceiling above

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.

Contract period: 16 Jan 2027 – 15 Jan 2029 (2 yrs) · up to 15 Jan 2031 with extensions
Delivery: UKEligibility: SME eligible
Extensions: ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework. · The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: • The framework is performing well; • It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).
48311100 Document management system63121000 Storage and retrieval services72300000 Data services72512000 Document management services79995100 Archiving services79996100 Records management
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Refer to the tender documents for conditions of participation.

  • Technical & professional ability

    Refer to the tender documents for conditions of participation.

Lot #2Document Storage and Retrieval ServicesRenewal 2 yrsSMEceiling above

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

Contract period: 16 Jan 2027 – 15 Jan 2029 (2 yrs) · up to 15 Jan 2031 with extensions
Delivery: UKEligibility: SME eligible
Extensions: ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework. · The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: • The framework is performing well; • It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).
48311100 Document management system63121000 Storage and retrieval services72300000 Data services72512000 Document management services79995100 Archiving services79996100 Records management
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Refer to the tender documents for conditions of participation.

  • Technical & professional ability

    Refer to the tender documents for conditions of participation.

Lot #3Total Document Management SolutionRenewal 2 yrsSMEceiling above

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.

Contract period: 16 Jan 2027 – 15 Jan 2029 (2 yrs) · up to 15 Jan 2031 with extensions
Delivery: UKEligibility: SME eligible
Extensions: ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework. · The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: • The framework is performing well; • It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).
48311100 Document management system63121000 Storage and retrieval services72300000 Data services72512000 Document management services79995100 Archiving services79996100 Records management
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Refer to the tender documents for conditions of participation.

  • Technical & professional ability

    Refer to the tender documents for conditions of participation.

Lot #4Enhanced Handling and Security RequirementsRenewal 2 yrsSMEceiling above

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.

Contract period: 16 Jan 2027 – 15 Jan 2029 (2 yrs) · up to 15 Jan 2031 with extensions
Delivery: UKEligibility: SME eligible
Extensions: ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework. · The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: • The framework is performing well; • It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).
48311100 Document management system63121000 Storage and retrieval services72300000 Data services72512000 Document management services79995100 Archiving services79996100 Records management
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Refer to the tender documents for conditions of participation.

  • Technical & professional ability

    Refer to the tender documents for conditions of participation.

Lot #5Confidential On-Site ShreddingRenewal 2 yrsSMEceiling above

This Lot requires suppliers to provide on-site confidential shredding services.

Contract period: 16 Jan 2027 – 15 Jan 2029 (2 yrs) · up to 15 Jan 2031 with extensions
Delivery: UKEligibility: SME eligible
Extensions: ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework. · The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: • The framework is performing well; • It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).
90500000 Refuse and waste related services92512100 Archive destruction services
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Refer to the tender documents for conditions of participation.

  • Technical & professional ability

    Refer to the tender documents for conditions of participation.

Lot #6Confidential Off-Site ShreddingRenewal 2 yrsSMEceiling above

This Lot requires suppliers to provide off-site confidential shredding services.

Contract period: 16 Jan 2027 – 15 Jan 2029 (2 yrs) · up to 15 Jan 2031 with extensions
Delivery: UKEligibility: SME eligible
Extensions: ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework. · The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: • The framework is performing well; • It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).
90500000 Refuse and waste related services92512100 Archive destruction services
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Refer to the tender documents for conditions of participation.

  • Technical & professional ability

    Refer to the tender documents for conditions of participation.

Lot #7On-Site and Off-Site High Security Shredding to NPSA StandardsRenewal 2 yrsSMEceiling above

This Lot requires suppliers to provide high security shredding services to NPSA standards.

Contract period: 16 Jan 2027 – 15 Jan 2029 (2 yrs) · up to 15 Jan 2031 with extensions
Delivery: UKEligibility: SME eligible
Extensions: ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework. · The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: • The framework is performing well; • It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).
90500000 Refuse and waste related services92512100 Archive destruction services
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    Refer to the tender documents for conditions of participation.

  • Technical & professional ability

    Refer to the tender documents for conditions of participation.

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored · same split on all 7 lots
Quality: 50%Price: 50%
Published sub-criteria (2)
  • Non-Price: 50%
  • Price: 50%
Published award criteria (2)
  • Price
  • Non-Price
Conditions of participation · identical on every lot2
  • Economic & financial standing

    Refer to the tender documents for conditions of participation.

  • Technical & professional ability

    Refer to the tender documents for conditions of participation.

What this means for your bid
  • Price carries 50 of 100 points: a 10% discount moves about 5 points. This one is won on the number: sharpen the price before polishing the prose.
  • “390_27 Document Management Solutions” is a framework: the contest is a place on its panel, not a single contract: call-offs may be direct or by further competition.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record
Procedure method
Open procedure
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Services
Notice status
Closed
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Standard
Commercial structure
Framework agreement
Who may use this agreement
As a Centralised procurement authority as defined in the Procurement Act 2023, the Framework 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 on general classification of end user establishments and geographical areas are available at: https://www.espo.org/legal
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement
Unspecified in notice
First published
12 May 2025, 16:34 BST
Last source update
23 Sept 2026, 09:37 BST
Award evaluation window
Submission end – 16 Dec 2026
Authority reference
390_27
FTS notice number
2026/S 000-085271
Latest notice
Tender notice (UK4)
Classification (CPV)
Archive destruction servicesArchiving servicesData servicesDocument management servicesDocument management systemRecords managementRefuse and waste related servicesScanning servicesStorage and retrieval services
Delivery area
UK
Official registry OCID
ocds-h6vhtk-05115b Find a Tender

How it was run

Official notice
Run through: East Midlands Tendering
Supplier login requiredElectronic submission allowedLanguage: EN
Access & registration note: Free regional portal
Appointment period ends
14 Oct 2026, 12:00 BST
Clarification deadline
25 Sept 2026, 17:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Supplier levy on call-offs (max %)

call-off levy · 1% of call-off value · As a public body, ESPO have a statutory obligation to recover the costs incurred in the management of this Framework. This obligation is met by means of a Framework Fee which will be payable by the Suppliers to ESPO based on the total turnover of business conducted by them under the Framework.

For further details, please refer to the tender documents.

Detailed submission instructions & authority contactsFrom official release

Refer to all instructions captured via www.eastmidstenders.org ↗ (or alternatively by searching for the Opportunity on procontract.due-north.com/Opportunities/Index ↗).

Timeline

12 May 2025 → 16 Jan 2027 · 9 dates
  1. Planning notice published
    12 May 2025, 16:34 BST
  2. Market engagement96 days ago
    17 Jul 2026, 23:59 BST

    Suppliers are required to register and complete the relevant stages on the Central Digital Platform if they wish to participate in or bid for this framework.

    REQUEST FOR INFORMATION

    Engagement is being undertaken via a Request for Information (RFI) questionnaire hosted on the EastMidsTenders eProcurement Portal (www.eastmidstenders.org ↗). The deadline for responding to the RFI has been extended to 17:00 (5pm) on 16 June 2026.

    Suppliers wishing to participate in the engagement process must first express an interest as follows:

    (a) Go to www.eastmidstenders.org ↗; (b) Register (if not already registered on ProContract); (c) Search for opportunity '390_27' (via "View Opportunities" from the EastMidsTenders Portal); d) Express an interest.

    Suppliers can then access the RFI questionnaire in the Messages section via the Activity dashboard once an expression of interest has been registered. Responses to the RFI as well as any questions or clarifications should be submitted to ESPO as a message on the eProcurement Portal.

    ESPO may contact suppliers to seek clarification or understanding of the information provided in their RFI response or to discuss their RFI responses in further detail. A second RFI may also be issued if required. At ESPO's discretion, site visits to supplier premises may be carried out as a part of the process.

    Potential bidders will not be prejudiced by any participation or failure to participate to this preliminary market engagement exercise and should note that a response to this preliminary market engagement exercise does not guarantee an invitation to participate in this or any future procurement that ESPO may conduct.

  3. Next notice expected82 days ago
    31 Jul 2026, 23:59 BST
  4. Tender notice published43 days ago
    9 Sept 2026, 10:53 BST
  5. Latest notice published29 days ago
    23 Sept 2026, 09:37 BST
  6. Clarification questions by27 days ago
    25 Sept 2026, 17:00 BST
  7. Admission / appointment period ends8 days ago · period end, not a bid countdown
    14 Oct 2026, 12:00 BST
  8. Today
    22 Oct 2026
  9. Award decision expected byin 56 days
    16 Dec 2026, 23:59 GMT
  10. Contract startsin 86 days
    16 Jan 2027

Notice history

12 events · 6 releases on Find a Tender · since 12 May 2025
  1. Pipeline notice published
    12 May 2025, 16:34 BST
    UK1
  2. Preliminary market engagement notice published
    15 May 2026, 10:01 BST
    UK2
  3. Published value published: £1
    15 May 2026, 10:01 BST
  4. Preliminary market engagement notice published
    15 May 2026, 10:33 BST
    UK2
  5. Preliminary market engagement notice published
    12 Jun 2026, 15:54 BST
    UK2
  6. Tender notice published
    9 Sept 2026, 10:53 BST
    UK4
  7. Published value updated to £83,333,333
    9 Sept 2026, 10:53 BST
    was £1
  8. Status changed to active
    9 Sept 2026, 10:53 BST
  9. Procurement method changed
    9 Sept 2026, 10:53 BST
  10. Deadline published: 12 Oct 2026, 12:00 BST
    9 Sept 2026, 10:53 BST
  11. Tender notice published
    23 Sept 2026, 09:37 BST
    UK4
  12. Deadline moved to 14 Oct 2026, 12:00 BST
    23 Sept 2026, 09:37 BST
    +2 days · was 12 Oct 2026, 12:00 BST
Published amendments (3)

The estimated Engagement deadline has been revised

The RFI response deadline has been extended to 17:00 on Tuesday 16th June 2026.

The Tender submission deadline has been extended to 14 October 2026, 12:00pm

Routine re-releases (6)
  • 2026-05: 2 releases · 15 May 2026, 15 May 2026
  • 2025-05: 1 release · 12 May 2025

Contracting authority & participating public bodies

Leicestershire County Council, trading as ESPO

Contracting authorityPublic authority - sub-central government GB-PPON: PYDD-1122-TCVN Barnsdale Way, Grove Park, Enderby, Leicester, East Midlands, LE19 1ESContact name, email

Official documents & specifications (8)

Official links; attachments are not copied

Tender pack and attachments

  • Technical specifications tenderTechnical specificationsPlease refer to the tender documents (see above for further details including summary instructions on how to access these).
  • Bidding documents and specifications tenderBidding documents and specificationsTo tender (please proceed to step (e) if an expression of interest has already been completed): (a) Go to https://www.eastmidstenders.org/ (b) Register (if not already registered on ProContract e.g., via https://procontract.due-north.com/Register); (c) Search for tender opportuni…

Notices published for this procedure