Warehouse File Tracking Software

{
  "id": "058322-2026",
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  "date": "2026-06-22T09:16:42+01:00",
  "ocid": "ocds-h6vhtk-06497a",
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    "id": "GB-PPON-PRLZ-1599-JGTT",
    "name": "NHS Business Services Authority"
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              "description": "See Tender Documents"
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              "type": "quality",
              "description": "See tender documents"
            },
            {
              "name": "Service Management and Support",
              "type": "quality",
              "description": "See tender documents"
            },
            {
              "name": "Change Management and Continuous Improvement",
              "type": "quality",
              "description": "See tender documents"
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            {
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              "type": "quality",
              "description": "See tender documents"
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              "description": "See tender documents"
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              "description": "See tender documents"
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              "description": "See tender documents"
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              "description": "See tender documents"
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    "title": "Warehouse File Tracking Software",
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    "description": "The NHS Business Services Authority (NHSBSA) is seeking to procure a Warehouse File Tracking Solution that enhances visibility, accuracy, and operational control across Warehouse scanning operations\nThe NHSBSA currently has a contract in place for a File Tracking and Scanner Management Information (MI) software solution. This contract began in March 2020 and runs until 30th September 2026. The current solution is used at two NHSBSA sites located at Greenfinch Way (NE15 8NX) and Bridge House (NE1 6SN) and currently supports 42 NHSBSA staff in total, 29 based at Greenfinch Way and 13 based at Bridge House. This is subject to change as per risks detailed below in this Tender Notice. \nThe solution must 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 must 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.\nCurrent activity levels show an average throughput of approximately 19,000 records per month.  The solution must have flexibility to allow for scalability without degradation of service performance or system stability.\nAt present, the current solution tracks 345,647 live records with 1,455,999 archived (as dormant/deleted) records, totalling 1,801,646 records accumulated to date.  This data (i.e. live and dormant records) will need to be migrated to the new solution. \nThe solution must have capability to manage sustained high volume environments, provide clear performance commitments, and support scalability throughout the contract term.\nThe solution will be required to go-live from 1st of October 2026.\nThe estimated contract value covers the full term of the contract, including optional extensions. This is subject to change as per risks detailed below in this Tender Notice.",
    "riskDetails": "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:\n1. Regulatory and compliance changes in applicable law affecting data handling, audit or reporting.\n2. 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.\n3.Operational Process Change to reflect material changes in operational processes, including updates to workflows, file handling procedures, or service delivery models.\n4. Site and Location Changes to support the addition, removal, or relocation of operational sites, including associated configuration, deployment, and user access requirements.\n5. Changes in hardware requirements, including device refresh, replacement, or upgrades necessary to maintain system performance and compatibility",
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      "financialTerms": "Invoices submitted to accountspayable@nhsbsa.nhs.uk\nThe 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.\nA Supplier invoice is only valid if it:\nincludes all appropriate references including this Contract reference number and other details reasonably requested by the Buyer; and\nincludes 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.\nThe 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.\nThe 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.\nThe Supplier has no right of set-off, counterclaim, discount or abatement unless they’re ordered to do so by a court."
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    "submissionMethodDetails": "Interested parties must access the procurement documents via https://health-family.force.com/s/Welcome (search opportunities using system reference C437355).\nFollow the instructions to register an interest and once registered, Suppliers will be able to view and access the full Tender documentation.\nSupplier 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.\nhttps://www.gov.uk/government/publications/procurement-act-2023-short-guides/suppliers-how-to-register-your-organisation-and-first-administrator-on-find-a-tender-in-three-easy-steps-html",
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        "postalCode": "NE15 8NY",
        "countryName": "United Kingdom",
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    "title": "Warehouse File Tracking Software",
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    "description": "The NHS Business Services Authority (NHSBSA) is looking to procure a Warehouse File Tracking Solution that enhances visibility, accuracy, and operational control across key environments.\nThe NHSBSA currently has a contract in place for a File Tracking and Scanner Management Information (MI) software solution. This contract began in March 2020 and runs until 30th September 2026. The current solution is used at two NHSBSA sites located at Greenfinch Way (NE15 8NX) and Bridge House (NE1 6SN) and currently supports 42 NHSBSA staff in total, 29 based at Greenfinch Way and 13 based at Bridge House. This is subject to change as per risks detailed below in this notice. \nThe solution must 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 must enable tracking of files from receipt through scanning, storage, and eventual destruction, while providing performance statistics and management information.\nCurrent activity levels show an average throughput of approximately 19,000 records per month, the solution must have flexibility to allow for scalability without degradation of service performance or system stability.\nAt present, the current solution holds 345,647 live records and 1,455,999 archived (deleted) records, totaling 1,801,646 records accumulated to date, this data will need to be migrated to the new solution. \nThe solution must have capability to manage sustained high volume environments, provide clear performance commitments, and support scalable growth throughout the contract term.\nFurther detailed requirements will be available within the UK04(xxx) and the Tender Documents.",
    "riskDetails": "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:\n1. Regulatory and compliance changes in applicable law affecting data handling, audit or reporting.\n2. Demand and volume changes due to policy change or service expansion where there is a measurable and sustained increase in file volumes or transaction throughput, requiring additional system capacity, licences, or associated services to maintain operational performance.\n3.Operational Process Change to reflect material changes in operational processes, including updates to workflows, file handling procedures, or service delivery models.\n4. Site and Location Changes to support the addition, removal, or relocation of operational sites, including associated configuration, deployment, and user access requirements.\n5. Changes in hardware requirements, including device refresh, replacement, or upgrades necessary to maintain system performance and compatibility",
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{
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  "date": "2026-02-05T16:46:27Z",
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    ],
    "title": "File Tracking and Scanner Procurement",
    "value": {
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      "currency": "GBP",
      "amountGross": 120000
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    "status": "planning",
    "legalBasis": {
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      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
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    "description": "The NHSBSA invites you to participate in an Pre Market Engagement exercise through this Request for Information (RFI) for the provision of a File Tracking and Scanner Procurement.  \nThe NHS Business Services Authority (NHSBSA) is seeking market insight to support the potential procurement of a modern File Tracking Solution that enhances visibility, accuracy, and operational control across key environments. This Request for Information (RFI) aims to understand the range of capabilities, technologies, and approaches available in the market for file tracking.\nThe NHSBSA currently has a contract in place for a File Tracking and Scanner Management Information (MI) software solution. This contract began in March 2020 and runs until September 2026.\nThe current solution is used at two NHSBSA sites located at Greenfinch Way (NE15 8NX) and Bridge House (NE1 6SN) and supports 42 users in total, 29 based at Greenfinch Way and 13 based at Bridge House. \nThe solution supports NHSBSA’s scanning operations, which process approximately 1 billion prescriptions, medical exemption applications, and dental claims each year. These activities are critical to managing confidential records securely and efficiently across multiple sites. The system enables tracking of files from receipt through scanning, storage, and eventual destruction, while providing performance statistics and management information.\nAs part of our forward planning and market engagement under PA23 regulations, NHSBSA is seeking to understand current market capabilities and innovations that could inform future procurement decisions when the existing contract approaches its end. The NHSBSA is particularly interested in suppliers’ solutions for tagging, tracking methodologies, automation features, and security standards that could support the operational needs of the Greenfinch Warehouse and opportunities to improve traceability, efficiency, and overall assurance. Supplier’s feedback will help NHSBSA refine its understanding of available solutions and determine the most suitable direction for any future procurement activity.\nOverview of Requirements:\nThe proposed solution must align with the Authority’s operational objectives by delivering a reliable, accurate, and high performance file tracking capability that supports secure and efficient handling of physical files across NHSBSA sites. The new solution must offer end to end visibility of file movements, real time status updates, and secure audit trails to ensure full traceability throughout the file lifecycle.\nTo maintain continuity of service within the NHSBSA Warehouse and other operational areas, suppliers must provide a solution that is fully operational, resilient, and capable of supporting consistent, high volume activity without disruption. The system should minimise manual intervention, reduce the risk of misfiled or unaccounted for items, and enable staff to locate, track, and process materials quickly and confidently. \nThe solution must be intuitive and user friendly, enabling staff to perform routine tasks, such as scanning, updating locations, allocating files, and verifying records with minimal training. Reliability, accuracy, and real time performance are essential to ensure business continuity across critical NHSBSA services reliant on timely and precise file movement and tracking.\nThe NHSBSA has a requirement for tracking software to manage the receipt, storage and movement of departmental records, patient records and miscellaneous equipment. The software must be able to manage records at any level in the following hierarchy: site level, departmental locations level, box level and file level. It must also log a history of movements of each item, have the ability to manage records by pre-determined retention periods and allow operators to produce MI reports. A brief list of requirements are shown below, with more detailed requirements included at Appendix 1 (High-Level Requirements).   \nHigh level requirements:\n• Track records at file, box, location and site level.\n• Data for records to include the following attributes at a minimum:\n       • Client name\n       • Department name\n       • Date relating to the records ‘Birth Date’\n       • Date the record was registered with the tracker\n       • Record type\n       • Record ID number (for file level records)\n       • Box ID Number (for box level records)\n       • Description of record\n       • Destruction date of record\n       • Ability to flag record for extended retention period\n• Additional data – system needs to be flexible to accommodate data requirements for different record types and different clients\n• Ability to run simple reports for operators to confirm the accuracy of their inputs\n• Ability to load file data from imported spreadsheets\n• Ability to add a file using the barcode scanner if an extra file needs to be added to a box\n• Ability to amend any record detail via another device e.g. desktop/laptop\n• Maintain a full movement history for each record.\n• Provide reporting and MI capabilities, including destruction schedules and audit trails.\n• Ability to establish Users and Superusers that have different access rights\n• Ability to set up new users\nThe NHS Business Services Authority (NHSBSA) is publishing this Preliminary Market Engagement Notice under Section 17 of the Procurement Act 2023, which sets out the requirement to publish a notice where preliminary market engagement has taken place or is planned.\nThis engagement is being carried out in line with Section 16 of the Procurement Act 2023, which permits contracting authorities to engage with the market for purposes such as understanding supplier capability, shaping the requirement, and supporting the design of the procurement approach.\nIn conducting this engagement, we will meet our overarching duties under the Act. This includes acting in a way that supports the procurement objectives, ensuring non‑discrimination between suppliers, and managing any actual or potential conflicts of interest. These duties apply to all preliminary market engagement activities and underpin how information is shared with suppliers to avoid any unfair advantage.\nInterested parties must access the RFI documents via https://health-family.force.com/s/Welcome (search opportunities using system reference C419390",
    "communication": {
      "futureNoticeDate": "2026-03-31T23:59:59+01:00"
    },
    "aboveThreshold": true,
    "mainProcurementCategory": "services"
  },
  "parties": [
    {
      "id": "GB-PPON-PRLZ-1599-JGTT",
      "name": "NHS Business Services Authority",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKC22",
        "country": "GB",
        "locality": "Newcastle upon Tyne",
        "postalCode": "NE15 8NY",
        "countryName": "United Kingdom",
        "streetAddress": "Stella House, Goldcrest Way, Newburn Riverside"
      },
      "details": {
        "url": "https://www.nhsbsa.nhs.uk/",
        "classifications": [
          {
            "id": "publicAuthorityCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - central government"
          }
        ]
      },
      "identifier": {
        "id": "PRLZ-1599-JGTT",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "email": "nhsbsa.commercialservicesteam@nhsbsa.nhs.uk"
      }
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "010697-2026",
        "url": "https://www.find-tender.service.gov.uk/Notice/010697-2026",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2026-02-05T16:46:27Z"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2026-03-03T23:59:59Z",
        "description": "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.  \nAt 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.\nYour response to this RFI will be used by the NHSBSA and its Stakeholders to:\n• understand supplier/market capability, capacity and service offering\n• understand lead times for the implementation and the delivery of the solution/services\n• identify any innovative solutions proposed by suppliers\n• inform the scope of the future requirements \n• understand supplier side issues in delivering the solution/services\n• understand commercial/pricing models\n• inform a future procurement strategy\n      • whether a contract could be broken down into Lots\n      • determine the route to market\n      • understand what Social Value can be delivered through this contract\nDates of Engagement:\nUK02: Preliminary Market Engagement Notice published and suppliers able to register on Health Family Portal. - 05/02/2026\nRFI Documents made available to registered suppliers on Health Family Portal - 05/02/2026\nSupplier clarification question deadline - 25/02/2026 at 12 Noon-\nSupplier response deadline - 03/03/2026 at 4pm\nNHSBSA to provide summary report of RFI findings in early March 2026.\nIt is anticipated that a UK04: Tender Notice will be published at the end of March 2026.\nInterested parties must access the RFI documents via https://health-family.force.com/s/Welcome (search opportunities using system reference C419390."
      }
    ]
  },
  "initiationType": "tender"
}