Official UK procurement notice
Warehouse File Tracking Software
Authority: NHS Business Services Authority (Central government)
What is being bought
Published requirement descriptionFollowing the completion of the procurement, the NHS Business Services Authority (NHSBSA) is awarding a contract for a Warehouse File Tracking Solution that enhances visibility, accuracy, and operational control across Warehouse scanning operations.
The solution will 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 will 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.
The Total Contract Value includes the 2 x 12 month extension periods and the Implementation Period.
The contract value over the term my be impacted by the risks called out in the UK04: Tender Notice.
- The authority expects to re-tender this requirement around 1 Apr 2031, 23:59 BST.
CPV: Bar code scanning equipment · Facilities management software development services and software development services suite · Scanning services · Software package and information systems · Warehouse management system
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£175,000
- Economic & financial standing
Legal Terms and Conditions - acceptance of Terms
Legal GDPR: Please note that all personal data stored and processed under the resulting contract must be done so within the UK or EEA. No personal data can be stored, processed or transferred outside of the UK or EEA under the resulting contract.
Financial: Insurance (to be in place for the commencement of the contract)
Financial: Credit Reference Agency Dun & Bradstreet (D&B) credit rating thresholds Risk Indicator ‘1 or 2’.
Turnover Ratio = >1.5x
Operating Margin = >5%
Acid Ratio between = >0.8x
Where a supplier is unable to meet the minimum Financial Metrics it is required to complete the "Financial Viability Risk Assessment" to provide potential mitigations to be evaluated.
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).
- Mobilisation and Implementation Approach: See Tender Documents
- Mobilisation and Implementation Plan: See tender documents
- Service Management and Support: See tender documents
- Change Management and Continuous Improvement: See tender documents
- Non-Mandatory Functional Requirements: See tender documents
- Non-Mandatory Non-Functional Requirements: See tender documents
- Social Value Model Outcome 6: See tender documents
- Social Value Model Outcome 8: See tender documents
- Price: See tender documents
- Economic & financial standing
Legal Terms and Conditions - acceptance of Terms
Legal GDPR: Please note that all personal data stored and processed under the resulting contract must be done so within the UK or EEA. No personal data can be stored, processed or transferred outside of the UK or EEA under the resulting contract.
Financial: Insurance (to be in place for the commencement of the contract)
Financial: Credit Reference Agency Dun & Bradstreet (D&B) credit rating thresholds Risk Indicator ‘1 or 2’.
Turnover Ratio = >1.5x
Operating Margin = >5%
Acid Ratio between = >0.8x
Where a supplier is unable to meet the minimum Financial Metrics it is required to complete the "Financial Viability Risk Assessment" to provide potential mitigations to be evaluated.
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
- Awarded
- 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
- Yes · next expected 1 Apr 2031
- First published
- 5 Feb 2026, 16:46 GMT
- Last source update
- 7 Sept 2026, 11:21 BST
- Award evaluation window
- Submission end – 10 Aug 2026
- Authority reference
C437355- FTS notice number
2026/S 000-058322- Latest notice
- Contract award notice (UK6)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-06497aFind a Tender- Contract terms summary
Invoices submitted to [email protected]
The Buyer must pay the Supplier the Charges within thirty (30) days of receipt by the Buyer of a valid, undisputed invoice, in cleared funds using the payment method and details stated in the invoice or in the Award Form.
A Supplier invoice is only valid if it:
includes all appropriate references including this Contract reference number and other details reasonably requested by the Buyer; and
includes a detailed breakdown of Delivered Deliverables and Milestone(s) (if any). the date of the invoice;
- a unique invoice number;
- valid purchase order number as provided by the Buyer;
- the period to which the Milestone Charges relate to;
- the period to which the Charges relate;
- details of the amount being invoiced;
- the amount of any disbursements properly chargeable to the Buyer under the terms of the Order Form and Schedule 3 (Charges); and any VAT payable in respect of the same.
The Buyer may retain or set-off payment of any amount owed to it by the Supplier under this Contract or any other agreement between the Supplier and the Buyer if notice and reasons are provided.
The Supplier must ensure that all Subcontractors are paid, in full, within thirty (30) days of receipt of a valid, undisputed invoice. If this does not happen, the Buyer can publish the details of the late payment or non-payment.
The Supplier has no right of set-off, counterclaim, discount or abatement unless they’re ordered to do so by a court.
- Risks
The scope and value of the contract may be directly impacted by a number of risks which may materialise during the term of the contract. These include:
- Regulatory and compliance changes in applicable law affecting data handling, audit or reporting.
- Demand and volume changes due to policy change or service expansion/reduction where there is a measurable and sustained change (increase/decrease) in file volumes or transaction throughput, requiring changes to system capacity, licences, or associated services to maintain operational performance.
3.Operational Process Change to reflect material changes in operational processes, including updates to workflows, file handling procedures, or service delivery models.
- Site and Location Changes to support the addition, removal, or relocation of operational sites, including associated configuration, deployment, and user access requirements.
- Changes in hardware requirements, including device refresh, replacement, or upgrades necessary to maintain system performance and compatibility
How it was run
Official notice- Submission deadline
- 17 Jul 2026, 12:00 BST
- Clarification deadline
- 17 Jul 2026, 11:59 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Interested parties must access the procurement documents via health-family.force.com/s/Welcome ↗ (search opportunities using system reference C437355).
Follow the instructions to register an interest and once registered, Suppliers will be able to view and access the full Tender documentation.
Supplier may also wish to register in the Central Digital Platform (CDP). The CDP is an online portal which will make it easier for suppliers to find and bid for contracts, and for buyers to meet their transparency commitments under the Procurement Act 2023.
Timeline
5 Feb 2026 → 1 Oct 2026 · 11 dates- Planning notice published262 days ago5 Feb 2026, 16:46 GMT
- Market engagement236 days ago3 Mar 2026, 23:59 GMT
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 health-family.force.com/s/Welcome ↗ (search opportunities using system reference C419390.
- Next notice expected156 days ago22 May 2026, 23:59 BST
- Tender notice published125 days ago22 Jun 2026, 09:16 BST
- Clarification questions by100 days ago17 Jul 2026, 11:59 BST
- Submission deadline100 days ago17 Jul 2026, 12:00 BST
- Award decision expected by76 days ago10 Aug 2026, 23:59 BST
- Assessment summaries sent49 days ago7 Sept 2026, 00:00 BST
- Latest notice published48 days ago7 Sept 2026, 11:21 BST
- Standstill ends39 days ago16 Sept 2026, 23:59 BST
- Contract starts25 days ago1 Oct 2026, 00:00 BST
Notice history
13 events · 4 releases on Find a Tender · since 5 Feb 2026- Preliminary market engagement notice published5 Feb 2026, 16:46 GMTUK2
- Planned procurement notice published14 May 2026, 10:07 BSTUK3
- Published value updated to £120,00014 May 2026, 10:07 BSTwas £100,000
- Status changed to planned14 May 2026, 10:07 BST
- Procurement method changed14 May 2026, 10:07 BST
- Deadline published: 16 Jun 2026, 12:00 BST14 May 2026, 10:07 BST
- Tender notice published22 Jun 2026, 09:16 BSTUK4
- Published value updated to £175,00022 Jun 2026, 09:16 BSTwas £120,000
- Status changed to active22 Jun 2026, 09:16 BST
- Deadline moved to 17 Jul 2026, 12:00 BST22 Jun 2026, 09:16 BST+31 days · was 16 Jun 2026, 12:00 BST
- Contract award notice published7 Sept 2026, 11:21 BSTUK6
- Status changed to complete7 Sept 2026, 11:21 BST
- Contract signature expected25 Sept 2026, 23:59 BSTscheduled
Routine re-releases (4)
- 2026-02: 1 release · 5 Feb 2026
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Asset Workflows Limited1 Oct 2026 – 5 Jan 2032 · up to 5 Jan 2034Extensions: The options to extend by up to a maximum of a further 2 x 12 months (max 24 months) | £240,219 | 7 Sept 2026standstill to 16 Sept 2026 | Standstill |
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 2final-stage tenders | 1 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- Asset Workflows LimitedAwarded supplier
Official documents & specifications (4)
Official links; attachments are not copiedNotices published for this procedure
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender 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