Find a TenderAwarded

Published 10 Jun 2021, 15:50 BST

Official UK procurement notice

Back Scanning of Patient Records

Authority: NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust) (Central government)·Consortium: 6 public authorities

Framework agreementServicesRestricted procedureSME suitable

Sectors: Business Services & Consultancy (79) Delivery: UKLondon (UKI44)South East (UKJ46)

+1 more

Wales (UKL22)

Framework ceiling (notional)£5,000,000,000framework ceiling, not attributable revenue

Submissions closed 26 Jul 2021awarded 16 Jun 2026

What is being bought

Published requirement description

Back scanning of patient records onto the newly procured EDMS, to assist the Trust in the transition to a paper-light approach, supporting the adoption of the digitalisation of physical records.

CPV: Scanning services

How this framework works

From the published notice

Bids received: 47 bids received · 48 suppliers appointed

The lotProcurement structure

single lot · value published

Lot #1The procurement of scanning services to assist the Trust in digitisation of paper…AwardedPublished value£5,000,000,000

The procurement of scanning services to assist the Trust in digitisation of paper based patient records. This contract was awarded following a mini-competition using the London Procurement Partnership's Digital Documents Solutions Framework (DDS) framework, using the Scanning lot.

Delivery: UK, London, South East, Wales · Darent Valley Hospital

Variant bids: not allowed

79999100 Scanning services

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

Quality: 40%Price: 60%

Published sub-criteria (2)

Technical: 40%
Price: 60%

Published award criteria (2)

Technical: 40
Price: 60

What this means for your bid

Price carries 60 of 100 points: a 10% discount moves about 6 points. This one is won on the number: sharpen the price before polishing the prose.
“Back Scanning of Patient Records” is a framework: the contest is a place on its panel, not a single contract.

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

Procedure terms & legal framework

From the official record · publisher note attached

Procedure method: Restricted procedure
Legal basis: CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category: Services
Notice status: Awarded
Procurement threshold: Unspecified in notice
Regulatory regime: Standard
Commercial structure: Framework agreement
Who may use this agreement: Not stated in the notice; call-off rights may be limited to the establishing authority
Competition type: Competitive procedure
GPA / WTO covered: Yes (GPA)
Recurring procurement: No (one-off requirement)
First published: 10 Jun 2021, 15:50 BST
Last source update: 18 Jun 2026, 16:12 BST
Award evaluation window: 11 Jun 2021 – …
Authority reference: VEL-MIN-61971
FTS notice number: 2026/S 000-057734
Classification (CPV): Scanning services
Delivery area: UKLondon (UKI44)South East (UKJ46)Wales (UKL22)
Official registry OCID: ocds-h6vhtk-02ba8e Find a Tender

Why no open competition

The procurement falls outside the scope of application of the directive

Published justification

The extension is being implemented in accordance with the variation mechanism set out in Schedule 7 (Framework Agreement Variation Procedure) of the DDS Framework Agreement and is assessed as compliant with Regulation 72(1)(a) of the Public Contracts Regulations 2015 (PCR 2015), as the review clause permitting extension was clear, precise and unequivocal in the original procurement documentation. The decision to extend has been taken due to exceptional and justifiable operational circumstances, including:

The DDS Framework supports the procurement and delivery of complex digital and IT transformation programmes across the integrated health economy, many of which are multi-phase, business-critical initiatives involving significant system integration, data migration, and interoperability requirements.
Additional complex digital and IT procurements have been formally planned and approved within business cases, with mobilisation timelines aligned to the continued availability of the framework.
Allowing the framework to expire at this stage would result in the cancellation, delay, or re-procurement of these requirements, causing duplication of procurement activity, additional cost to contracting authorities and suppliers, potential disruption to transformation programmes, and risk to delivery of anticipated savings and service improvements. The proposed six-month extension does not alter the scope, nature or economic balance of the framework and not considered a substantial modification under Regulation 72(8) of PCR 2015. The extension is considered necessary to ensure continuity of procurement, protect value for money, and enable the orderly completion and mobilisation of complex digital programmes already in progress or formally planned. The Framework Agreement currently expires on 30 September 2026. This variation extends the expiry date to 31 March 2027 on the previously agreed Terms and Conditions.

Publisher note: (WA Ref:166743)

How it was run

Official notice

Run through: Atamis (Health Family) · Who buys & how to bid on Atamis

Supplier login requiredLanguage: EN

Access & registration note: Free · one account PER buying organisation portal · password resets come "from Salesforce.com" (check spam)

Tender documents are also served through a separate tool: http://health.atamis.co.uk ↗

Appointment period ends: 26 Jul 2021, 12:00 BST
Submission channel: {"electronicSubmission","written"}
Accepted languages: en
Bid validity: 180 days from the deadline
Bids opened: 11 Jun 2021, 08:00 BST

Detailed submission instructions & authority contactsFrom official release

health.atamis.co.uk ↗

Timeline

11 Jun 2021 → 18 Jun 2026 · 3 dates

Bids opened
11 Jun 2021, 08:00 BST
Admission / appointment period endsperiod end, not a bid countdown
26 Jul 2021, 12:00 BST
Notice published128 days ago
18 Jun 2026, 16:12 BST

Notice history

11 events · 7 releases on Find a Tender · since 16 Nov 2021

Status changed to complete
16 Nov 2021, 13:51 GMT
Buyer details updated
16 Nov 2021, 13:51 GMT
Buyer details updated
18 Oct 2022, 15:45 BST
Procurement method changed
9 Dec 2024, 11:32 GMT
Buyer details updated
9 Dec 2024, 11:32 GMT
Procurement method changed
29 Oct 2025, 15:10 GMT
Buyer details updated
29 Oct 2025, 15:10 GMT
Procurement method changed
30 Mar 2026, 12:12 BST
Buyer details updated
30 Mar 2026, 12:12 BST
Procurement method changed
18 Jun 2026, 16:12 BST
Buyer details updated
18 Jun 2026, 16:12 BST

Routine re-releases (7)

2024-12: 1 release · 9 Dec 2024
2022-10: 1 release · 18 Oct 2022
2021-11: 1 release · 16 Nov 2021
2021-06: 1 release · 10 Jun 2021

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Suppliers appointed 48admitted to the panel · see the list ↓

Bids received 471 from SMEs

Contracts signed 20latest 16 Jun 2026

143 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.

Contracts

Contract 057734-2026-VEL-MIN-61971-1
Signed
16 Jun 2026
Value
£120,000
Status
active
Contract 069454-2025-1
Signed
29 Oct 2025
Value
—
Status
active
Contract 029339-2022-DN618071-1
Signed
1 Oct 2022
Value
£700,000
Status
active
Contract 028597-2021-1
Signed
28 Oct 2021
Value
—
Status
active
Contract 028597-2021-10
Signed
28 Oct 2021
Value
—
Status
active
Contract 028597-2021-11
Signed
28 Oct 2021
Value
—
Status
active
Contract 028597-2021-12
Signed
28 Oct 2021
Value
—
Status
active
Contract 028597-2021-13
Signed
28 Oct 2021
Value
—
Status
active
Contract 028597-2021-14
Signed
28 Oct 2021
Value
—
Status
active
Contract 028597-2021-15
Signed
28 Oct 2021
Value
—
Status
active
Contract 028597-2021-16
Signed
28 Oct 2021
Value
—
Status
active
Contract 028597-2021-17
Signed
28 Oct 2021
Value
—
Status
active
Contract 028597-2021-18
Signed
28 Oct 2021
Value
—
Status
active
Contract 028597-2021-19
Signed
28 Oct 2021
Value
—
Status
active
Contract 028597-2021-2
Signed
28 Oct 2021
Value
—
Status
active
Contract 028597-2021-20
Signed
28 Oct 2021
Value
—
Status
active
Contract 028597-2021-21
Signed
28 Oct 2021
Value
—
Status
active
Contract 028597-2021-22
Signed
28 Oct 2021
Value
—
Status
active
Contract 028597-2021-23
Signed
28 Oct 2021
Value
—
Status
active
Contract 028597-2021-24
Signed
28 Oct 2021
Value
—
Status
active

Bid statistics published by the authority

Lot	Bids	SME	VCSE	Valid bid range
The procurement of scanning services to assist the Trust in digitisation of paper…	47bids · 5 electronic · 1 from abroad	1	—	£787,000 – £5,000,000,000
Whole notice	—	—	—	£787,000 – £787,001

Contracting authority & participating public bodies

6 public bodies on the notice

NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust)

Contracting authorityCentral GovernmentBody governed by public lawHealth 4-5 Charnwood Court,, Heol Billingsley, Parc Nantgarw, Cardiff, UK, CF15 7QZContact name, email, phone

Consortium members and other public bodies

Cornwall CouncilContracting authorityRegional or local authorityGeneral public services Truro, UKContact name, email, phone
Dartford and Gravesham NHS TrustContracting authorityMinistry or any other national or federal authority, including their regional or local subdivisionsHealth Dartford, LondonContact name, email, phone
Guy's and St Thomas' NHS Foundation TrustContracting authorityBody governed by public lawHealth London, LondonContact name, email
London Procurement PartnershipContracting authorityCentral purchasing bodyBody governed by public lawHealth London, LondonContact name, email Published organisation website ↗
NHS London Procurement Partnership (Hosted by Guy's and St Thomas' NHS FT)Contracting authorityBody governed by public lawHealth London, LondonContact email

Framework contractors & participating bidders

53 commercial parties on the notice · 50 awarded

The first 50 of 53 commercial parties (by name); the JSON mirror lists them all.

3M MModalFramework contractor Loughborough, Loughborough, UK
ASLFramework contractor Cambridge, Cambridge, UK
AcademiaFramework contractor Enfield, Enfield, UK
Altodigital Networks LtdFramework contractor Kingswinford, Kingswinford, UK
Apogee Corporation LtdFramework contractor Maidstone, Maidstone, UK
Ardington Archives LLPFramework contractor Faringdon, UK
Ardington Archives LLPFramework contractor Faringdon, UK, SN7 8NY
Bluewire TechnologiesFramework contractor Bristol, Bristol, UK
Bramble Hub LimitedFramework contractor London, London, UK
CFH DOCMAIL LIMITEDFramework contractor Radstock, Radstock, UK

Show 40 more suppliers

CSP LTDFramework contractor Maidstone, Maidstone, UK
Canon (UK) limitedFramework contractor Uxbridge, Uxbridge, UK
Capita Business Services LimitedFramework contractor Mansfield, Mansfield, UK
Civica UK LimitedFramework contractor 8th Floor South Bank Central, 30 Stamford Street, London, London, North East
Civica UK LimitedFramework contractor London, London, UK
Cleardata UK LtdFramework contractor Blyth, Blyth, UK
ConduentFramework contractor London, London, UK
Continuous Dataprint (UK) LtdFramework contractor Liverpool, Liverpool, UK
Corona Corporate SolutionsFramework contractor London, London, UK
Corporate Document Services LtdFramework contractor Leeds, Leeds, UK
Crown Records ManagementFramework contractor Fareham, Fareham, UK
Crown Records Management LimitedFramework contractor Fareham, Fareham, UK
Exela Technologies LimitedFramework contractor Egham, Egham, UK
FlowFormaFramework contractor Dublin, Dublin, IE
G2 Speech UK LtdFramework contractor London, London, UK
Gateway Bureau Services LtdFramework contractor Crewkerne, Crewkerne, UK
HARLOW PRINTING LIMITEDFramework contractor South Shields, South Shields, UK
HH GlobalFramework contractor Leatherhead, Leatherhead, UK
HPFramework contractor Reading, Reading, UK
Hugh Symons Information ManagementFramework contractor Poole, Poole, UK
Hugh Symons Information Management LtdFramework contractor Alder Hills Park, 16 Alder Hills, Poole, UK, BH124AR
Hyland Software UK LtdFramework contractor London, London, UK
IMMJ Systems LtdFramework contractor Chelmsford, Chelmsford, UK
Iron Mountain UK plcFramework contractor London, London, UK
KYOCERA Document Solutions (UK) LimitedFramework contractor Reading, Reading, UK
Konica Minolta Business Solutions (UK) LimitedFramework contractor Basildon, Basildon, UK
LGDavisFramework contractor Kings Heath, Kings Heath, UK
Landscape Printing LimitedFramework contractor Wokingham, Wokingham, UK
MBA Group LimitedFramework contractor London, London, UK
NHS Business Services AuthorityFramework contractor Newcastle, Newcastle, UK
Nuance Communications Ireland LimitedFramework contractor Dublin, Dublin, IE
OITUK Limited trading as CCube SolutionsFramework contractor Milton Keynes, Milton Keynes, UK
PSL Print ManagementFramework contractor Preston, Preston, UK
Print Search LtdFramework contractor Manchester, Manchester, UK
Ratcliff and Roper (Printers) LtdFramework contractor Sheffield, Sheffield, UK
RestoreFramework contractor Manchester, Manchester, UK
Ricoh UK LtdFramework contractor Northampton, UK
Ricoh UK LtdFramework contractor Northampton, Northampton, UK
Swisspost Solutions LtdFramework contractor Richmond, Richmond, UK
Synertec LtdFramework contractor Wellington, Wellington, UK

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.