ProcuraAxisBeta
Sign inCreate Free Account
Home / Opportunities / Opportunity
PROCUREMENT OPPORTUNITY

390_27 Document Management Solutions

Leicestershire County Council, trading as ESPO · Tender notice on Find a Tender

Tender information last checkedLast checked 23 Sept 2026, 11:06.

Opportunity overview

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.

Classification

  • CPV48311100 — Document management system
  • CPV63121000 — Storage and retrieval services
  • CPV72300000 — Data services
  • CPV72512000 — Document management services
  • CPV79995100 — Archiving services
  • CPV79996100 — Records management
  • CPV79999100 — Scanning services
  • CPV90500000 — Refuse and waste related services
  • CPV92512100 — Archive destruction services

Lots

  • Electronic Document Scanning and Software£83.3m
  • Document Storage and Retrieval Services£83.3m
  • Total Document Management Solution£83.3m
  • Enhanced Handling and Security Requirements£83.3m
  • Confidential On-Site Shredding£83.3m
  • Confidential Off-Site Shredding£83.3m
  • On-Site and Off-Site High Security Shredding to NPSA Standards£83.3m

Documents and notices

  • Tender notice on Find a TenderOpen source ↗
  • 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).Open source ↗
  • Please refer to the tender documents (see above for further details including summary instructions on how to access these).Open source ↗

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
390_27
Status
active
Procurement Method
open
Procurement Method Details
Open procedure
Main Procurement Category
services
Above Threshold
Yes
How to submit
Refer to all instructions captured via https://www.eastmidstenders.org/ (or alternatively by searching for the Opportunity on https://procontract.due-north.com/Opportunities/Index).

Legal basis

Id
2023/54
Scheme
UKPGA

Additional Procurement Categories

goods

Covered By

GPA

Participation Fees

Entry 1
Description
As a public body, ESPO have a statutory obligation to recover the costs incurred in the management of this Framework. This obligation is met by means of a Framework Fee which will be payable by the Suppliers to ESPO based on the total turnover of business conducted by them under the Framework. For further details, please refer to the tender documents.
Id
ocds-h6vhtk-05115b

Type

win

Relative Value

Proportion
0.01
Monetary Value
award

Techniques

Has Framework Agreement
Yes

Framework Agreement

Method
withAndWithoutReopeningCompetition
Type
open
Buyer Categories
As a Centralised procurement authority as defined in the Procurement Act 2023, the Framework is open for use by Public Bodies (defined at https://www.espo.org/amfile/file/download/file/9608/) that also fall into one of the following classifications of user throughout all administrative regions of the UK: Local Authorities; Educational Establishments (including Academies); Central Government Departments and Agencies; Police, Fire & Rescue and Coastguard Emergency Services; NHS and HSC Bodies, including Ambulance Services; Registered Charities; Registered Social Landlords; The Corporate Office of the House of Lords, The Corporate Officer of the House of Commons; or any public body established by or under the Scotland Act 1998 or any Act of the Scottish Parliament. Details on general classification of end user establishments and geographical areas are available at: https://www.espo.org/legal
Description
It should be noted that the Framework could be used in a number of ways where document management solutions are required. Customers wishing to buy Goods and/or Services via the Framework will do so in the following way(s) in accordance with section 45 of the Procurement Act 2023 (and any subsequent amendment or re-enactment thereof): Call-off without competition 'Calling-off' Goods and/or Services from a Supplier identified who is: a) included in the Framework; b) featured on the required Lot(s); c) suitable for meeting the Customer's specific needs; d) delivers to the geographical region of the Customer, and; d) identified as offering the most advantageous solution to the Customer's requirements, based on the Framework pricing and the additional benefits offered by each Supplier. Call-off with competition (Further Competitive Selection Process - applicable to all Lots) 'Calling-off' by conducting a further competitive selection process amongst those Suppliers identified in the Framework as being able to supply the required Goods/provide the required Services. Customers will assess the suppliers as set out in the terms and conditions of the Framework. Please note that once this Framework is established, the right is reserved by the Customer when running a further competitive selection process, to invite the Suppliers to participate in an eAuction. Please refer to the tender documents for any further details.

Buyer Location Restrictions

Entry 1

Gazetteer

Scheme
GB-ITL

Identifiers

UK

Submission terms

Electronic Submission Policy
allowed

Languages

en

Tender Period

Ends
14 Oct 2026, 12:00

Enquiry period

Ends
25 Sept 2026, 17:00

Expected award period

Ends
16 Dec 2026, 23:59

Amendments

Entry 1
Description
The Tender submission deadline has been extended to 14 October 2026, 12:00pm
Id
089934-2026

Lots and requirements

Entry 1
Id
1
Title
Electronic Document Scanning and Software
Description
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.
Status
active
Has Renewal
Yes
Has Options
Yes

Value

Including VAT
100,000,000
Amount
83,333,333
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
price
Name
Price

Numbers

Entry 1
Number
50
Weight
percentageExact
Criterion 2
Type
quality
Name
Non-Price

Numbers

Entry 1
Number
50
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
Type
economic
Description
Refer to the tender documents for conditions of participation.
Criterion 2
Type
technical
Description
Refer to the tender documents for conditions of participation.

Suitability

Sme
Yes

Contract period

Starts
16 Jan 2027, 00:00
Ends
15 Jan 2029, 23:59
Max Extent Date
15 Jan 2031, 23:59

Renewal

Description
The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: • The framework is performing well; • It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).

Options

Description
ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework.
Entry 2
Id
2
Title
Document Storage and Retrieval Services
Description
This Lot requires Suppliers to provide preparation, collection, storage, retrieval and the secure disposal of documents plus any associated services.
Status
active
Has Renewal
Yes
Has Options
Yes

Value

Including VAT
100,000,000
Amount
83,333,333
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
price
Name
Price

Numbers

Entry 1
Number
50
Weight
percentageExact
Criterion 2
Type
quality
Name
Non-Price

Numbers

Entry 1
Number
50
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
Type
economic
Description
Refer to the tender documents for conditions of participation.
Criterion 2
Type
technical
Description
Refer to the tender documents for conditions of participation.

Suitability

Sme
Yes

Contract period

Starts
16 Jan 2027, 00:00
Ends
15 Jan 2029, 23:59
Max Extent Date
15 Jan 2031, 23:59

Renewal

Description
The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: • The framework is performing well; • It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).

Options

Description
ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework.
Entry 3
Id
3
Title
Total Document Management Solution
Description
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.
Status
active
Has Renewal
Yes
Has Options
Yes

Value

Including VAT
100,000,000
Amount
83,333,333
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
price
Name
Price

Numbers

Entry 1
Number
50
Weight
percentageExact
Criterion 2
Type
quality
Name
Non-Price

Numbers

Entry 1
Number
50
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
Type
economic
Description
Refer to the tender documents for conditions of participation.
Criterion 2
Type
technical
Description
Refer to the tender documents for conditions of participation.

Suitability

Sme
Yes

Contract period

Starts
16 Jan 2027, 00:00
Ends
15 Jan 2029, 23:59
Max Extent Date
15 Jan 2031, 23:59

Renewal

Description
The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: • The framework is performing well; • It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).

Options

Description
ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework.
Entry 4
Id
4
Title
Enhanced Handling and Security Requirements
Description
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.
Status
active
Has Renewal
Yes
Has Options
Yes

Value

Including VAT
100,000,000
Amount
83,333,333
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
price
Name
Price

Numbers

Entry 1
Number
50
Weight
percentageExact
Criterion 2
Type
quality
Name
Non-Price

Numbers

Entry 1
Number
50
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
Type
economic
Description
Refer to the tender documents for conditions of participation.
Criterion 2
Type
technical
Description
Refer to the tender documents for conditions of participation.

Suitability

Sme
Yes

Contract period

Starts
16 Jan 2027, 00:00
Ends
15 Jan 2029, 23:59
Max Extent Date
15 Jan 2031, 23:59

Renewal

Description
The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: • The framework is performing well; • It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).

Options

Description
ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework.
Entry 5
Id
5
Title
Confidential On-Site Shredding
Description
This Lot requires suppliers to provide on-site confidential shredding services.
Status
active
Has Renewal
Yes
Has Options
Yes

Value

Including VAT
100,000,000
Amount
83,333,333
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
price
Name
Price

Numbers

Entry 1
Number
50
Weight
percentageExact
Criterion 2
Type
quality
Name
Non-Price

Numbers

Entry 1
Number
50
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
Type
economic
Description
Refer to the tender documents for conditions of participation.
Criterion 2
Type
technical
Description
Refer to the tender documents for conditions of participation.

Suitability

Sme
Yes

Contract period

Starts
16 Jan 2027, 00:00
Ends
15 Jan 2029, 23:59
Max Extent Date
15 Jan 2031, 23:59

Renewal

Description
The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: • The framework is performing well; • It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).

Options

Description
ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework.
Entry 6
Id
6
Title
Confidential Off-Site Shredding
Description
This Lot requires suppliers to provide off-site confidential shredding services.
Status
active
Has Renewal
Yes
Has Options
Yes

Value

Including VAT
100,000,000
Amount
83,333,333
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
price
Name
Price

Numbers

Entry 1
Number
50
Weight
percentageExact
Criterion 2
Type
quality
Name
Non-Price

Numbers

Entry 1
Number
50
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
Type
economic
Description
Refer to the tender documents for conditions of participation.
Criterion 2
Type
technical
Description
Refer to the tender documents for conditions of participation.

Suitability

Sme
Yes

Contract period

Starts
16 Jan 2027, 00:00
Ends
15 Jan 2029, 23:59
Max Extent Date
15 Jan 2031, 23:59

Renewal

Description
The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: • The framework is performing well; • It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).

Options

Description
ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework.
Entry 7
Id
7
Title
On-Site and Off-Site High Security Shredding to NPSA Standards
Description
This Lot requires suppliers to provide high security shredding services to NPSA standards.
Status
active
Has Renewal
Yes
Has Options
Yes

Value

Including VAT
100,000,000
Amount
83,333,333
Currency
GBP

Award criteria

Criteria

Criterion 1
Type
price
Name
Price

Numbers

Entry 1
Number
50
Weight
percentageExact
Criterion 2
Type
quality
Name
Non-Price

Numbers

Entry 1
Number
50
Weight
percentageExact

Selection criteria

Criteria

Criterion 1
Type
economic
Description
Refer to the tender documents for conditions of participation.
Criterion 2
Type
technical
Description
Refer to the tender documents for conditions of participation.

Suitability

Sme
Yes

Contract period

Starts
16 Jan 2027, 00:00
Ends
15 Jan 2029, 23:59
Max Extent Date
15 Jan 2031, 23:59

Renewal

Description
The framework agreement has the option to extend for up to a further 24 months. ESPO may choose to use the extension period(s) where: • The framework is performing well; • It continues to broadly meet customer needs. ESPO reserves the right to implement the extension period in part, full, or in increments (such as 2x 12-month periods). The total estimated framework value captured in this notice includes the option to extend the framework as noted above. Note: The overall framework value has been automatically assigned to each lot in this notice as ESPO offers no guarantees or estimates of value that may pass through each individual lot (but the overall usage across all lots is not expected to exceed this overall framework value).

Options

Description
ESPO reserves the right to add or remove requirements that are line with the framework scope throughout the life of the framework.

Items and delivery

Item 1
Id
1
Related Lot
1

Additional Classifications

Entry 1
Scheme
CPV
Id
72512000
Description
Document management services
Entry 2
Scheme
CPV
Id
79999100
Description
Scanning services
Entry 3
Scheme
CPV
Id
63121000
Description
Storage and retrieval services
Entry 4
Scheme
CPV
Id
48311100
Description
Document management system
Entry 5
Scheme
CPV
Id
79995100
Description
Archiving services
Entry 6
Scheme
CPV
Id
79996100
Description
Records management
Entry 7
Scheme
CPV
Id
92512100
Description
Archive destruction services
Entry 8
Scheme
CPV
Id
72300000
Description
Data services

Delivery locations

Entry 1
Region
UK
Country
GB
Country Name
United Kingdom
Item 2
Id
2
Related Lot
2

Additional Classifications

Entry 1
Scheme
CPV
Id
48311100
Description
Document management system
Entry 2
Scheme
CPV
Id
63121000
Description
Storage and retrieval services
Entry 3
Scheme
CPV
Id
72300000
Description
Data services
Entry 4
Scheme
CPV
Id
72512000
Description
Document management services
Entry 5
Scheme
CPV
Id
79995100
Description
Archiving services
Entry 6
Scheme
CPV
Id
79996100
Description
Records management
Entry 7
Scheme
CPV
Id
79999100
Description
Scanning services
Entry 8
Scheme
CPV
Id
92512100
Description
Archive destruction services

Delivery locations

Entry 1
Region
UK
Country
GB
Country Name
United Kingdom
Item 3
Id
3
Related Lot
3

Additional Classifications

Entry 1
Scheme
CPV
Id
48311100
Description
Document management system
Entry 2
Scheme
CPV
Id
63121000
Description
Storage and retrieval services
Entry 3
Scheme
CPV
Id
72300000
Description
Data services
Entry 4
Scheme
CPV
Id
72512000
Description
Document management services
Entry 5
Scheme
CPV
Id
79995100
Description
Archiving services
Entry 6
Scheme
CPV
Id
79996100
Description
Records management
Entry 7
Scheme
CPV
Id
79999100
Description
Scanning services
Entry 8
Scheme
CPV
Id
92512100
Description
Archive destruction services

Delivery locations

Entry 1
Region
UK
Country
GB
Country Name
United Kingdom
Item 4
Id
4
Related Lot
4

Additional Classifications

Entry 1
Scheme
CPV
Id
48311100
Description
Document management system
Entry 2
Scheme
CPV
Id
63121000
Description
Storage and retrieval services
Entry 3
Scheme
CPV
Id
72300000
Description
Data services
Entry 4
Scheme
CPV
Id
72512000
Description
Document management services
Entry 5
Scheme
CPV
Id
79995100
Description
Archiving services
Entry 6
Scheme
CPV
Id
79996100
Description
Records management
Entry 7
Scheme
CPV
Id
79999100
Description
Scanning services
Entry 8
Scheme
CPV
Id
92512100
Description
Archive destruction services

Delivery locations

Entry 1
Region
UK
Country
GB
Country Name
United Kingdom
Item 5
Id
5
Related Lot
5

Additional Classifications

Entry 1
Scheme
CPV
Id
90500000
Description
Refuse and waste related services
Entry 2
Scheme
CPV
Id
92512100
Description
Archive destruction services

Delivery locations

Entry 1
Region
UK
Country
GB
Country Name
United Kingdom
Item 6
Id
6
Related Lot
6

Additional Classifications

Entry 1
Scheme
CPV
Id
90500000
Description
Refuse and waste related services
Entry 2
Scheme
CPV
Id
92512100
Description
Archive destruction services

Delivery locations

Entry 1
Region
UK
Country
GB
Country Name
United Kingdom
Item 7
Id
7
Related Lot
7

Additional Classifications

Entry 1
Scheme
CPV
Id
90500000
Description
Refuse and waste related services
Entry 2
Scheme
CPV
Id
92512100
Description
Archive destruction services

Delivery locations

Entry 1
Region
UK
Country
GB
Country Name
United Kingdom

Published documents

Entry 1
Id
L-1
Document Type
biddingDocuments
Description
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).
Entry 2
Id
L-2
Document Type
technicalSpecifications
Description
Please refer to the tender documents (see above for further details including summary instructions on how to access these).
Entry 3
Id
conflictOfInterest
Document Type
conflictOfInterest
Description
Not published
Entry 4
Id
089934-2026
Document Type
tenderNotice
Notice Type
UK4
Description
Tender notice on Find a Tender
Published
23 Sept 2026, 09:37
Format
text/html

Buyer, suppliers and contacts

Organisation 1
Name
Leicestershire County Council, trading as ESPO
Id
GB-PPON-PYDD-1122-TCVN

Identifier

Scheme
GB-PPON
Id
PYDD-1122-TCVN

Address

Street Address
Barnsdale Way, Grove Park, Enderby
Locality
Leicester
Postal Code
LE19 1ES
Country
GB
Country Name
United Kingdom
Region
UKF22

Contact

Name
Food, Communities and Technology Procurement Team

Roles

buyer

Details

Classifications

Entry 1
Scheme
UK_CA_TYPE
Id
publicAuthoritySubCentralGovernment
Description
Public authority - sub-central government

Recorded locations

  • Buyer location · Leicester · UKF22 · LE19 1ES · United Kingdom
  • Delivery location · UK · United Kingdom

Notice and amendment history

5 published notice versions reviewed by ProcuraAxis.

5 VERSIONS
  1. 044785-2026Preliminary market engagement notice on Find a Tender ·
  2. 044799-2026Preliminary market engagement notice on Find a Tender ·
  3. 055839-2026Preliminary market engagement notice on Find a Tender ·
  4. 085271-2026Tender notice on Find a Tender ·
  5. 089934-2026Tender notice on Find a Tender ·