390_27 Document Management Solutions

What the buyer is asking for

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 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 opportunity 390_27 (via "View Opportunities" from the EastMidsTenders Portal, or alternatively via searching on https://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.

How this is scored

Published by the buyer. A winning response is written to these weightings, not to the question.

• 50%pricePrice
• 50%qualityNon-Price

What you must already have

Conditions of participation. These are pass or fail, so check them before writing anything.

• economic

  Refer to the tender documents for conditions of participation.

• technical

  Refer to the tender documents for conditions of participation.

7 lots

You can usually bid for one lot without bidding for all of them.

• Electronic Document Scanning and Software£83m

  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.

• Document Storage and Retrieval Services£83m

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

• Total Document Management Solution£83m

  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.

• Enhanced Handling and Security Requirements£83m

  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.

• Confidential On-Site Shredding£83m

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

• Confidential Off-Site Shredding£83m

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

• On-Site and Off-Site High Security Shredding to NPSA Standards£83m

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

How contested is this?

Buyers publish how many bids they received. Across 19 comparable procurements we can tell you the typical field size, how often one of these goes uncontested, and whether the buyer awards on price or on quality.

Timeline

4 published dates · Europe/London

1. Tender notice publishedyesterday

   23 Sept 2026, 09:37 BST
2. Clarification questions bytomorrow

   25 Sept 2026, 17:00 BST
3. Submission deadlinein 20 days

   14 Oct 2026, 12:00 BST
4. Award decision expected byin 84 days

   16 Dec 2026, 23:59 GMT

Commercial outcome and contract awards

Nothing awarded yet

Notice history

5 events · 5 releases on Find a Tender

1. Pipeline or early engagement notice15 May 2026, 10:01 BST044785-2026
2. Notice published15 May 2026, 10:33 BST044799-2026
3. Notice published12 Jun 2026, 15:54 BST055839-2026
4. Tender notice9 Sept 2026, 10:53 BST085271-2026
5. Tender updated23 Sept 2026, 09:37 BST089934-2026

Documents

• To 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 opportunity 390_27 (via "View Opportunities" from the EastMidsTenders Portal, or alternatively via searching on https://procontract.due-north.com/Opportunities/Index); (d) Express an interest; (e) Download the tender documents (from the ProContract Activity summary screen).
• Please refer to the tender documents (see above for further details including summary instructions on how to access these).
• Tender notice on Find a Tender