WBS-FTS-59249-Provision of a Scanning and Archiving Service for Welsh Blood Service

{
  "buyer": {
    "id": "GB-PPON-PXWV-6492-CGMN",
    "name": "NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust)"
  },
  "date": "2026-02-09T10:23:14Z",
  "id": "011267-2026",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-061392",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "St Asaph",
        "postalCode": "LL17 0JL",
        "region": "UKL13",
        "streetAddress": "Alder house"
      },
      "contactPoint": {
        "email": "connor.lloyd@wales.nhs.uk",
        "name": "Connor Lloyd",
        "telephone": "+442921501054"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          },
          {
            "description": "Welsh devolved regulations apply",
            "id": "GB-WLS",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS"
          }
        ],
        "url": "http://nwssp.nhs.wales/ourservices/procurement-services/"
      },
      "id": "GB-PPON-PXWV-6492-CGMN",
      "identifier": {
        "id": "PXWV-6492-CGMN",
        "scheme": "GB-PPON"
      },
      "name": "NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust)",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tenderUpdate"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-03-20T23:59:59+00:00"
    },
    "contractTerms": {
      "financialTerms": "NHS Ts\u0026Cs apply along with the All Wales No PO No Pay Policy."
    },
    "description": "The Welsh Blood Service (WBS) has a requirement to retain access to documents or document images over extended periods of up to 40 years. The current provision involves scanning images into a cloud-based system held by the archiving company and scanning onto CD-ROMs as a back-up. WBS staff with appropriate authority can access the system to check any documents as and when necessary for the area/department where they work.\nThe Welsh Blood Service manages a large number of paper and electronic records. Some records must be kept accessible for a period of up to 40 years.\nWBS records include special category data; therefore, state-of-the-art cyber security is a paramount requirement.\nIt is a requirement to retain Welsh Blood Service records for a period in line with VUNHST Records Policy (further information can be found within the Invitation to Tender Document).\nThe Welsh Blood service requires a system and service where paper records can be held in secure digital format and be readily accessible by authorised members of staff.\nThe contractor is expected to transport, scan and digitise, store and destroy records after authorisation an approximation of 78,000 files a year.\nThe full details are outlined with the tender documents attached within Bravo. https://etenderwales.bravosolution.co.uk.\nThe tender will be awarded to the most advantageous tender based on 60% quality and 40% cost as detailed in the ITT document.\nPlease note that the tender closing date is 27/02/2026 at midday and any late submissions will not be considered.\nThe etenderwales bravosolution ref:\nproject_59249 and itt_122575\nPlease direct all queries relating to this tender via the messaging function of the Bravo portal.\nMore details can be found at https://etenderwales.bravosolution.co.uk.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2026-02-09T10:23:14Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "011267-2026",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/011267-2026"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2026-02-26T12:00:00+00:00"
    },
    "id": "WBS-FTS-59249",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Archiving services",
            "id": "79995100",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKL"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Assessment of the bidder\u2019s technical capability, methodology, workforce competence, risk management, resource allocation, and delivery of services as detailed in the tender documents.",
              "name": "Technical Quality",
              "numbers": [
                {
                  "number": 40.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Evaluation of total benchmarked contract cost.",
              "name": "Price",
              "numbers": [
                {
                  "number": 60.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2027-03-31T23:59:59+01:00",
          "maxExtentDate": "2029-03-31T23:59:59+01:00",
          "startDate": "2026-04-01T00:00:00+01:00"
        },
        "hasOptions": true,
        "hasRenewal": true,
        "id": "1",
        "options": {
          "description": "The initial contract term is one (1) year. The Contracting Authority reserves the option to extend the contract for two (2) additional period of twelve (12) months, resulting in a maximum potential contract duration of three (3) years.\nThe optional extension period may be exercised subject to satisfactory contractor performance, continued operational need, budget availability, and agreement by both parties. These option allow the Trust to maintain continuity of service and avoid unnecessary procurement activity where continued service delivery is beneficial."
        },
        "renewal": {
          "description": "There is an option to extend the Initial Term of the Agreement by 12 months followed by an option to extend for a further 12 months. It is at the Trust\u2019s discretion to exercise the option to extend. If the Trust wish to exercise their option to extend, the successful bidder will be formally notified."
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "The Supplier MUST comply with BS 10008: 1\u00262 2020 Evidential weight and legal admissibility of electronic information.",
              "type": "economic"
            },
            {
              "description": "The supplier MUST be fully compliant with all industry standard current Cyber Security requirements, and provide evidence against the following security standards: \n\u2022 IGT Level 3 Compliant\n\u2022 Cyber Essential (Plus Certification within 6 months of contract award) \n\u2022 Complies with recognised datacentre standard (for example CSA CCM version 3.0)\n\u2022 Complies with IT Health Check and regular Penetration Testing\n\u2022 All data encrypted in transit and at rest and all physical media encrypted\n\u2022 Data sanitisation processes exist and comply with recognised standard, for example CSA CCM version 3.0 or ISO/IEC 27001\n- BS EN 15713 The Secure Destruction of Confidential Material (or agreed equivalent).\n- ISO14001 Environmental Management.",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "value": {
          "amount": 121488,
          "amountGross": 145786,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure",
    "status": "active",
    "submissionMethodDetails": "The full details are outlined with the tender documents attached within Bravo. https://etenderwales.bravosolution.co.uk.\nPlease direct all queries relating to this tender via the messaging function of the Bravo portal.",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "cy"
      ]
    },
    "tenderPeriod": {
      "endDate": "2026-02-27T12:00:00+00:00"
    },
    "title": "WBS-FTS-59249-Provision of a Scanning and Archiving Service for Welsh Blood Service",
    "value": {
      "amount": 121488,
      "amountGross": 145786,
      "currency": "GBP"
    }
  }
}