Primary Care Support Services: GP Patient Medical Records
NHS England · Planned procurement notice on Find a Tender
✓Tender information last checkedLast checked 22 Oct 2026, 12:07.
Opportunity overview
The GP Patient Medical Records Service covers the end-to-end management of high-volume GP Patient medical records. The Service supports GP practices and authorised parties that require records for continuity of care, patient registration, operational processing or legally mandated access.
The Supplier will be responsible for:
Providing secure transportation and exchanging of GP Patient medical records between GP practices, storage facilities and authorised recipients.
Receiving registration transactions generated through patient registration activity and authorised manual requests.
Creating GP Patient medical record movement requests from those registration transactions.
Managing GP Patient medical record movements associated with patient registration and authorised manual requests.
Providing transparent end-to-end status, location, chain-of-custody and audit information.
Identifying, retrieving, reconciling and maintaining the integrity of the complete GP Patient medical record across paper and digital formats.
Digitising, quality assuring, indexing and uploading records to the National Document Repository when required.
Providing secure digital exchange where the National Document Repository is unavailable in exceptional circumstances or inaccessible to the intended recipient. The supplier is not required to build a separate repository.
Maintaining archive storage and undertaking secure destruction in accordance with approved retention and destruction arrangements.
Operating the supporting technology, customer contact, tracking, reporting and service-management capabilities.
Supporting authorised disclosure processes by retrieving and making complete GP Patient medical records available to the Authority’s authorised service.
Managing non-routine requests, including missing, incomplete, misdirected and urgent GP Patient medical records.
Providing customer contact, service support, management information and a supporting technology platform.
Supporting transition from the incumbent supplier and maintaining continuity of service throughout Implementation.
Mobilising the service and transfer relevant records, inventory data and operational responsibility within the agreed arrangements.
The estimated contract value is £193,000,000 inclusive of the extension options (plus optional services of up to £50,000,000) excluding VAT.
Classification
CPV79996100 — Records management
Lots
Lot 1£243m
Documents and notices
Planned procurement notice on Find a TenderOpen source ↗
Conflict of Interest declaration - For information onlyOpen source ↗
Non-Disclosure Agreement - for information onlyOpen 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.
The stages of this Procurement are as follows
Stage 1: Pre Tender- Stage 1 requires all suppliers to sign and submit a Non-Disclosure Agreement ("NDA"), a Conflicts of Interest ("COI") declaration and an Ethical Wall Agreement to the Contracting Authority. This must be completed ahead of PSQ and ITT documentation release. Tenderers will be required to return these once the Tender Notice has been issued, but to ensure early sight and preparation of these, they have been attached to the Planned Procurement Notice.
Stage 2: Procurement Specific Questionnaire ("PSQ") and Invitation to Tender ("ITT") – The Contracting Authority will issue the PSQ (including Conditions of Participation) and ITT documentation. This documentation contains instructions regarding the response and completion of the PSQ and instructions for the submission of Tenders. It also includes the Specification, the Draft Contract and other information regarding the Procurement Process. Tenderers must submit their completed PSQ and Tender response at the same time in accordance with this ITT. PSQs shall be assessed first against the Authority’s Conditions of Participation and the other elements of the Tenders including quality and commercial questionnaires shall then be evaluated in accordance with the Award Criteria set out in this ITT.
Stage 3: Revised Tender Submissions – The Authority reserves the right, at its sole discretion, to introduce an additional stage to this Procurement process following completion of the Stage 2 evaluation and moderation.
Submission terms
Electronic Submission Policy
allowed
Languages
en
Tender Period
Ends
8 Dec 2026, 13:00
Expected award period
Ends
27 Apr 2027, 23:59
Communication
Future Notice Date
26 Oct 2026, 23:59
Amendments
Entry 1
Description
Update notice to include Ethical Wall Agreement - https://atamis-1928.my.salesforce.com/sfc/p/#0O000000rwim/a/Pz00000N4nZZ/LmcJKqJTijj.CXXl7LfrC6yZMaipGwPKpBkmEXy2iDA
Id
099822-2026
Lots and requirements
Entry 1
Id
1
Status
planned
Has Renewal
Yes
Has Options
Yes
Value
Including VAT
291,600,000
Amount
243,000,000
Currency
GBP
Award criteria
Criteria
Criterion 1
Type
quality
Name
Technical
Numbers
Entry 1
Number
60
Weight
percentageExact
Criterion 2
Type
quality
Name
Social Value
Numbers
Entry 1
Number
10
Weight
percentageExact
Criterion 3
Type
price
Name
Commercial (Price)
Numbers
Entry 1
Number
30
Weight
percentageExact
Suitability
Sme
Yes
Vcse
Yes
Contract period
Starts
1 Jun 2027, 00:00
Ends
31 Aug 2035, 23:59
Max Extent Date
31 Aug 2038, 23:59
Renewal
Description
Continued provision of the Services through a 3-year optional extension to be taken in part or full by the Authority.
Options
Description
Optional Services related to high volume digitisation and destruction of paper GP Patient Medical Records. The Total Contract Value (Estimated Figure) in this Notice includes provisional value for Optional Services
Items and delivery
Item 1
Id
1
Related Lot
1
Additional Classifications
Entry 1
Scheme
CPV
Id
79996100
Description
Records management
Published documents
Entry 1
Id
L-3001
Document Type
biddingDocuments
Description
Conflict of Interest declaration - For information only
Buyer location · London · UKI45 · SE1 8UG · United Kingdom
Notice and amendment history
4 published notice versions reviewed by ProcuraAxis.
4 VERSIONS
1
058672-2026Preliminary market engagement notice on Find a Tender ·
2
060759-2026Preliminary market engagement notice on Find a Tender ·
3
095813-2026Planned procurement notice on Find a Tender ·
4
099822-2026Planned procurement notice on Find a Tender ·
PROCURAAXIS ANALYSIS
ProcuraAxis Analysis
Our approved analysis of the opportunity appears below the official tender information.
ANALYSIS PREVIEW
Opportunity intelligence at a glance
Early-stage/planned procurement by NHS England for end-to-end management of GP patient medical records, including secure transport, storage, tracking, digitisation, retrieval, authorised disclosures, archive/destruction, supporting technology and transition from the incumbent. The notice is upcoming; it does not establish that bidding is open.
Who this may suit
Relevant to suppliers with integrated secure records logistics, physical and digital records management, scanning/indexing, secure storage and destruction, chain-of-custody technology, customer support and large-scale service transition capability.
Key points identified
Secure record transportation and exchangeProvide secure transportation and exchange of GP patient medical records between GP practices, storage facilities and authorised recipients.Evidence: “Providing secure transportation and exchanging of GP Patient medical records between GP practices, storage facilities and authorised recipients.”
Record tracking and auditabilityProvide end-to-end status, location, chain-of-custody and audit information.Evidence: “Providing transparent end-to-end status, location, chain-of-custody and audit information.”
Digitisation and repository uploadDigitise, quality assure, index and upload records to the National Document Repository when required.Evidence: “Digitising, quality assuring, indexing and uploading records to the National Document Repository when required.”
94% approved-analysis confidence8 supplier criteria identified4 risks or unknowns
ProcuraAxis structures information found in published procurement records, checks the result for consistency and publishes only approved analysis. Confidence describes the completeness and consistency of the available source information; it is not a guarantee of eligibility or contract award.
Early-stage/planned procurement by NHS England for end-to-end management of GP patient medical records, including secure transport, storage, tracking, digitisation, retrieval, authorised disclosures, archive/destruction, supporting technology and transition from the incumbent. The notice is upcoming; it does not establish that bidding is open.
Who this may suit
Relevant to suppliers with integrated secure records logistics, physical and digital records management, scanning/indexing, secure storage and destruction, chain-of-custody technology, customer support and large-scale service transition capability.
Key deliverables
Secure transport and exchange of GP patient medical records
Record movement processing, tracking, audit trail and chain of custody
Retrieval, reconciliation and integrity management across paper and digital records
Digitisation, quality assurance, indexing and upload to the National Document Repository when required
Archive storage and secure destruction under approved arrangements
Supporting technology platform, customer contact, reporting and service management
Transition, mobilisation and continuity of service from the incumbent
SUPPLIER REQUIREMENTS
8 criteria identified
Secure record transportation and exchange
99% confidence
Provide secure transportation and exchange of GP patient medical records between GP practices, storage facilities and authorised recipients.
View supporting evidence
“Providing secure transportation and exchanging of GP Patient medical records between GP practices, storage facilities and authorised recipients.”
Record tracking and auditability
99% confidence
Provide end-to-end status, location, chain-of-custody and audit information.
View supporting evidence
“Providing transparent end-to-end status, location, chain-of-custody and audit information.”
Digitisation and repository upload
99% confidence
Digitise, quality assure, index and upload records to the National Document Repository when required.
View supporting evidence
“Digitising, quality assuring, indexing and uploading records to the National Document Repository when required.”
Archive and destruction
99% confidence
Maintain archive storage and undertake secure destruction in accordance with approved retention and destruction arrangements.
View supporting evidence
“Maintaining archive storage and undertaking secure destruction in accordance with approved retention and destruction arrangements.”
Transition and mobilisation
98% confidence
Support transition from the incumbent, maintain continuity during implementation, and transfer relevant records, inventory data and operational responsibility.
View supporting evidence
“Supporting transition from the incumbent supplier and maintaining continuity of service throughout Implementation” and “Mobilising the service and transfer relevant records, inventory data and operational responsibility”.
Supplier eligibility criteria
98% confidence
Unknown.
View supporting evidence
No eligibility, economic/financial standing, technical selection or exclusion criteria are supplied in the notice data.
Conflict of Interest declaration
95% confidence
A conflict-of-interest declaration document is listed for information only; completion or submission requirements are unknown.
View supporting evidence
Document title: “Conflict of Interest declaration - For information only”.
Non-Disclosure Agreement
95% confidence
An NDA document is listed for information only; execution or submission requirements are unknown.
View supporting evidence
Document title: “Non-Disclosure Agreement - for information only”.
COMMERCIAL AND DELIVERY
Contract intelligence
Commercial
Estimated contract value
99% confidence
£193,000,000 excluding VAT, inclusive of extension options, plus optional services of up to £50,000,000.
View supporting evidence
“The estimated contract value is £193,000,000 inclusive of the extension options (plus optional services of up to £50,000,000) excluding VAT.”
Published maximum/lot value
99% confidence
£243,000,000.
View supporting evidence
Process value maximum and planned Lot 1 value are both stated as £243,000,000; this equals £193,000,000 plus up to £50,000,000 optional services.
Payment and pricing terms
99% confidence
Unknown.
View supporting evidence
No payment mechanism, pricing schedule or indexation terms are supplied.
Delivery
Service scope
99% confidence
End-to-end GP patient medical-records management covering physical and digital records.
View supporting evidence
The description states that the service covers “the end-to-end management of high-volume GP Patient medical records”.
Operational capabilities
99% confidence
Technology, customer contact, tracking, reporting and service-management capabilities are required.
View supporting evidence
“Operating the supporting technology, customer contact, tracking, reporting and service-management capabilities.”
Delivery location
98% confidence
Unknown.
View supporting evidence
The supplied London address is identified as “Buyer location”; no service delivery geography is specified.
Contract term
99% confidence
Unknown.
View supporting evidence
Contract start and end dates are not supplied.
PROCEDURE
How to respond
Opportunity status
99% confidence
Upcoming planned procurement; bidding openness is not established by the supplied data.
View supporting evidence
Display status is “upcoming”, source status is “planned”, stage is “planning”, and notice type is “Planned procurement notice on Find a Tender”.
Submission deadline
99% confidence
8 December 2026, 13:00 UTC.
View supporting evidence
Supplied process and Lot 1 submission deadline: “2026-12-08T13:00:00Z”.
Procedure metadata
99% confidence
The source lists procurement method “open” and procurement method details “Competitive flexible procedure”.
One planned lot is supplied, but it has no title or description.
View supporting evidence
Lot 1 is marked planned with null title and description.
RISKS AND UNKNOWNS
Points requiring attention
Early-stage procurement uncertainty
99% confidence
Final scope, procurement route, supplier selection criteria, contract terms, timetable beyond the stated deadline, and submission instructions may change or are not stated.
View supporting evidence
The opportunity is labelled planned/upcoming and is a planned procurement notice; detailed tender requirements are not supplied.
Procedure metadata ambiguity
99% confidence
The source simultaneously labels the procurement method as “open” and the method details as “Competitive flexible procedure”; the supplied evidence does not resolve the relationship between these fields.
View supporting evidence
Supplied procurement_method is “open” and procurement_method_details is “Competitive flexible procedure”.
Incomplete lot information
99% confidence
The sole planned lot has no title or description, so lot-specific scope cannot be assessed.
View supporting evidence
Lot 1 title and description are null.
Sensitive information handling
94% confidence
The scope involves GP patient medical records, secure transport, authorised disclosure, audit trails and destruction, indicating a high operational sensitivity profile; specific compliance requirements are not stated.
View supporting evidence
The description repeatedly refers to GP patient records, secure transportation, authorised disclosure, chain of custody and secure destruction.
ProcuraAxis analysis supplements, but does not replace, the original notice and tender documents. Always verify eligibility, deadlines and commercial terms with the issuing authority.
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