Official UK procurement notice
Primary Care Support Services: GP Patient Medical Records
Authority: NHS England (Central government)
What is being bought
Published requirement descriptionThe GP Patient Medical Records Service covers the end-to-end management of high-volume GP Patient medical records. The Service supports GP practices and authorised parties that require records for continuity of care, patient registration, operational processing or legally mandated access.
The Supplier will be responsible for:
Providing secure transportation and exchanging of GP Patient medical records between GP practices, storage facilities and authorised recipients.
Receiving registration transactions generated through patient registration activity and authorised manual requests.
Creating GP Patient medical record movement requests from those registration transactions.
Managing GP Patient medical record movements associated with patient registration and authorised manual requests.
Providing transparent end-to-end status, location, chain-of-custody and audit information.
Identifying, retrieving, reconciling and maintaining the integrity of the complete GP Patient medical record across paper and digital formats.
Digitising, quality assuring, indexing and uploading records to the National Document Repository when required.
Providing secure digital exchange where the National Document Repository is unavailable in exceptional circumstances or inaccessible to the intended recipient. The supplier is not required to build a separate repository.
Maintaining archive storage and undertaking secure destruction in accordance with approved retention and destruction arrangements.
Operating the supporting technology, customer contact, tracking, reporting and service-management capabilities.
Supporting authorised disclosure processes by retrieving and making complete GP Patient medical records available to the Authority’s authorised service.
Managing non-routine requests, including missing, incomplete, misdirected and urgent GP Patient medical records.
Providing customer contact, service support, management information and a supporting technology platform.
Supporting transition from the incumbent supplier and maintaining continuity of service throughout Implementation.
Mobilising the service and transfer relevant records, inventory data and operational responsibility within the agreed arrangements.
The estimated contract value is £193,000,000 inclusive of the extension options (plus optional services of up to £50,000,000) excluding VAT.
- How the procedure runs: The stages of this Procurement are as follows Stage 1: Pre Tender- Stage 1 requires all suppliers to sign and submit a Non-Disclosure Agreement ("NDA"), a Conflicts of Interest ("COI") declaration and an Ethical Wall Agreement to the Contracting Authority. This must be completed ahead of PSQ and ITT documentation release. Tenderers will be required to return these once the Tender Notice has been issued, but to ensure early sight and preparation of these, they have been attached to the Planned Procurement Notice. Stage 2: Procurement Specific Questionnaire ("PSQ") and Invitation to Tender ("ITT") – The Contracting Authority will issue the PSQ (including Conditions of Participation) and ITT documentation. This documentation contains instructions regarding the response and completion of the PSQ and instructions for the submission of Tenders. It also includes the Specification, the Draft Contract and other information regarding the Procurement Process. Tenderers must submit their completed PSQ and Tender response at the same time in accordance with this ITT. PSQs shall be assessed first against the Authority’s Conditions of Participation and the other elements of the Tenders including quality and commercial questionnaires shall then be evaluated in accordance with the Award Criteria set out in this ITT. Stage 3: Revised Tender Submissions – The Authority reserves the right, at its sole discretion, to introduce an additional stage to this Procurement process following completion of the Stage 2 evaluation and moderation.
CPV: Records management
The lotProcurement structure
single lot · value publishedLot #1PlannedRenewalPublished value£243,000,000
What it takes to wini
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 morei
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).
Published sub-criteria (3)
- Technical: 60%
- Commercial (Price): 30%
- Social Value: 10%
Published award criteria (3)
- Technical
- Social Value
- Commercial (Price)
- Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Pipeline intelligence · planning stage: how this market runs before the tender is published
How NHS England buys Miscellaneous business-related services (CPV 7999), and who usually turns up
NHS England’s published record next to the market for the same work. Frameworks and DPS are left out: they draw different bid counts. Whole-market view: Miscellaneous business-related services (CPV 7999) →
How the contest usually goes
Winner shares use published awards; bid and price charts use contested lots.
i
How often small and medium firms win.
Share of awards where the winner’s size is known.
The counts under this question show how many awards have a known supplier size.
Small firms have won here. Neither number says whether you qualify; it describes who has been winning.
i
How often local firms win similar work.
Winners with a registered address in the delivery region, out of awards with a known address.
Local means the winner is registered in the region where that award was delivered.
A local branch does not count if the registered address is elsewhere.
Most of this buyer’s recorded winners were registered in the region where that award was delivered.
i
How long buyers here take to decide after bids close.
Middle value in days from the bid deadline to the award date, on competitions that published both.
Only decided tenders count, so slow ones still waiting are not in.
Half of these awards have an award date within 24 days of the bid deadline.
i
How often work is awarded with no recorded rival.
Direct awards and tenders where every published lot count shows one bid.
Both shares are minimums: some awards have no bid count.
Thin markets produce this too; it is not proof of a tailored specification.
Direct awards or one recorded bid are common here. Check the route before spending time on a bid.
How many bids did past lots attract?
i
How many bids past lots received.
Each colour is a bid-count range. Only competed lots with a published count are included.
Past bids do not predict this tender.
1 bid33% / 14%
2–333% / 27%
4–611% / 29%
7+22% / 30%
How did awards compare with estimates?
i
Where winning prices landed against estimates.
Each colour shows awards below, close to or above the published estimate, one lot at a time.
Past prices are a guide, not a bid price.
Below estimate50% / 42%
Within ±2%50% / 35%
Above estimate0% / 22%
Assess each lot i
What past awards tell you about each lot.
See the forecast, this buyer’s earlier suppliers and firms with relevant wins.
No supplier is confirmed as a bidder.
i
What past awards tell you about each lot.
See the forecast, this buyer’s earlier suppliers and firms with relevant wins.
No supplier is confirmed as a bidder.
Open a lot for its forecast, this buyer’s previous supplier and possible competitors, from published award history, not a bid list
Lot #1CPV 7999Published estimate£243m
i
How many bids this lot may attract.
The forecast uses similar past competitions. The bar shows either that forecast or past bid counts; the line below says which.
Each lot shows its own forecast based on its own category; forecasts for different lots of the same notice are not comparative. The bar shows 138 past lots.
A forecast, not a list of bidders.
1 bid14%
2–327%
4–629%
7+30%
i
Where the award price may land.
The forecast uses similar awards and the buyer’s estimate. The band covers the middle half of likely prices.
No comparable awards for this lot yet.
A statistical guide from past awards, not a price to bid.
Who has supplied this buyer on similar work? i
Who has done similar work for this buyer.
Past contracts are matched by buyer, title and type of work.
A past supplier may not bid again.
i
Who has done similar work for this buyer.
Past contracts are matched by buyer, title and type of work.
A past supplier may not bid again.
No earlier contract of this buyer matches this lot on the published record.
Who could compete for this lot? i
Who could compete for this lot?
Firms with relevant past wins. On a framework, we show firms on that agreement.
None is confirmed as a bidder.
i
Who could compete for this lot?
Firms with relevant past wins. On a framework, we show firms on that agreement.
None is confirmed as a bidder.
Candidate suppliers for this notice have not been worked out yet, so this is not a verdict that nobody fits.
About this data
- Source. Official UK public procurement notices (Find a Tender), reused under the Open Government Licence v3.0. New notices arrive through the day; the figures are rebuilt nightly.
- Two views, kept apart. The authority’s own track record and the wider market for the same kind of work sit side by side and are never mixed. Where the local picture is too thin, a figure widens to a broader market and says which one it used.
- Forecasts are labelled. The price forecast and its range, possible competitors and the earlier-work matches are our estimates from past awards: not published facts, not win chances and not price advice. Official notices do not say who is bidding.
- Every figure shows what it rests on. Not every notice publishes a bid count, a value or a delivery region, so each figure carries the number of records behind it, and one built on few records is marked as such. The on a figure explains it; the counting rules are in the methodology. Spotted something wrong? Tell us.
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Planned procurement
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 22 May 2025, 11:50 BST
- Last source update
- 22 Oct 2026, 10:28 BST
- Award evaluation window
- Submission end – 27 Apr 2027
- Authority reference
C381879- FTS notice number
2026/S 000-099822- Latest notice
- Planned procurement notice (UK3)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-051d26Find a Tender
- How it runs
The stages of this Procurement are as follows
Stage 1: Pre Tender- Stage 1 requires all suppliers to sign and submit a Non-Disclosure Agreement ("NDA"), a Conflicts of Interest ("COI") declaration and an Ethical Wall Agreement to the Contracting Authority. This must be completed ahead of PSQ and ITT documentation release. Tenderers will be required to return these once the Tender Notice has been issued, but to ensure early sight and preparation of these, they have been attached to the Planned Procurement Notice.
Stage 2: Procurement Specific Questionnaire ("PSQ") and Invitation to Tender ("ITT") – The Contracting Authority will issue the PSQ (including Conditions of Participation) and ITT documentation. This documentation contains instructions regarding the response and completion of the PSQ and instructions for the submission of Tenders. It also includes the Specification, the Draft Contract and other information regarding the Procurement Process. Tenderers must submit their completed PSQ and Tender response at the same time in accordance with this ITT. PSQs shall be assessed first against the Authority’s Conditions of Participation and the other elements of the Tenders including quality and commercial questionnaires shall then be evaluated in accordance with the Award Criteria set out in this ITT.
Stage 3: Revised Tender Submissions – The Authority reserves the right, at its sole discretion, to introduce an additional stage to this Procurement process following completion of the Stage 2 evaluation and moderation.
How it was run
Official notice- Submission deadline
- 8 Dec 2026, 13:00 GMT
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
22 May 2025 → 1 Jun 2027 · 7 dates- Planning notice published22 May 2025, 11:50 BST
- Market engagement110 days ago6 Jul 2026, 23:59 BST
NHS England is undertaking pre-market engagement in accordance with the Procurement Act 2023, which enables contracting authorities to engage with the market to inform and prepare for upcoming procurements.
At this stage, interested suppliers are invited to register their interest by submitting a signed Non-Disclosure Agreement (NDA), available within the project documents.
Registration will close at 12:00 hours on the 6th July 2026.
The completed NDA must be uploaded and submitted electronically via the Health Family eCommercial System by the stated deadline.
Engagement Approach
Following receipt of a signed NDA, suppliers will be eligible to participate in market engagement activities. These are expected to include:
- A Request for Information (RFI) process
- Potential one-to-one supplier engagement sessions
- A supplier information session, where NHS England will provide further detail on the proposed procurement approach and timelines.
Please note that the sequencing of these activities is still to be confirmed. NHS England will ensure that all suppliers who have signed a NDA are kept informed of all engagement opportunities and relevant updates throughout the process.
RFI documentation and further instructions will be issued to all eligible suppliers following the close of the registration period. Please refer to Appendix A for further details.
- Latest notice published3 days ago22 Oct 2026, 10:28 BST
- Today25 Oct 2026
- Tender notice expectedin 2 days26 Oct 2026, 23:59 GMT
- Submission deadlinein 44 days8 Dec 2026, 13:00 GMT
- Award decision expected byin 185 days27 Apr 2027, 23:59 BST
- Contract startsin 219 days1 Jun 2027, 00:00 BST
Notice history
10 events · 6 releases on Find a Tender · since 22 May 2025- Pipeline notice published22 May 2025, 11:50 BSTUK1
- Preliminary market engagement notice published22 May 2025, 14:08 BSTUK2
- Preliminary market engagement notice published22 Jun 2026, 16:38 BSTUK2
- Published value updated to £193,671,00022 Jun 2026, 16:38 BSTwas £385,000,000
- Preliminary market engagement notice published29 Jun 2026, 13:37 BSTUK2
- Planned procurement notice published9 Oct 2026, 16:26 BSTUK3
- Published value updated to £243,000,0009 Oct 2026, 16:26 BSTwas £193,671,000
- Procurement method changed9 Oct 2026, 16:26 BST
- Deadline published: 8 Dec 2026, 13:00 GMT9 Oct 2026, 16:26 BST
- Planned procurement notice published22 Oct 2026, 10:28 BSTUK3
Published amendments (2)
wrong contract ref
Update notice to include Ethical Wall Agreement - https://atamis-1928.my.salesforce.com/sfc/p/#0O000000rwim/a/Pz00000N4nZZ/LmcJKqJTijj.CXXl7LfrC6yZMaipGwPKpBkmEXy2iDA
Routine re-releases (6)
- 2026-06: 1 release · 22 Jun 2026
- 2025-05: 2 releases · 22 May 2025, 22 May 2025
Commercial outcome & contract awards
Pipeline notice- Awards (0)
- No award published
- Contracts (0)
- No contract published
- Bid statistics
- No aggregate bid statistics published
Contracting authority & participating public bodies
Official documents & specifications (9)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications Conflict of Interest declaration - For information only
- Bidding documents and specifications Non-Disclosure Agreement - for information only
- Bidding documents and specificationsAccess: Through Atamis, the Authority's eTendering Portal.
Notices published for this procedure
- Planned procurement notice Planned procurement notice on Find a Tender
- Planned procurement notice Planned procurement notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Pipeline notice Pipeline notice on Find a Tender