Scope
Reference
W181014
Description
Support of the existing Electronic Key Management System cabinets (manufactured by TRAKA) will cease in 2027. This system requires replacement due to the impending end of life hardware and software, manufacturer support and spares non-availability.
Total value (estimated)
- £200,000 excluding VAT
- £220,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 January 2027 to 31 December 2032
- Possible extension to 31 December 2034
- 8 years
Main procurement category
Goods
CPV classifications
- 35121000 - Security equipment
- 44521120 - Electronic security lock
Contract locations
- UKF - East Midlands (England)
Engagement
Engagement deadline
31 October 2025
Engagement process description
General Information
It is mandatory for any interested suppliers to register on the new CENTRAL DIGITAL PLATFORM which is part of the enhanced Find a Tender Service.
This procurement will be progressed using the Competitive Flexible procedure utilising Procurement Act 2023
A major aspect of the procurement will be based on innovative ideas for suitable Electronic Key Management System (EKMS) for multiple Trust locations.
Nottinghamshire Healthcare NHS Foundation Trust (NHC) welcomes interest from all suitable suppliers, including SMEs and VCSEs.
Outcome Based Specification
NHC needs new, innovative EKMS within:
1. High Secure setting. A critical function detailed within the Secretary of State Direction 41 security of keys and locks: High Secure Psychiatric Services (Arrangements for Safety and Security) Directions 2019.
2. Low and Medium Secure Care settings. A critical function detailed within the RCPsych Standards for Forensic Mental Health Services
The key strategy depends on a reliable security key management system, fully integrated within the secure access and egress system, that identifies staff able to have allocated home office keys and prohibits any key sets being removed from the secure area.
Business Requirements (high level for Preliminary Market Engagement Notice only)
• The cabinets a minimum of 50 sets of keys
• Dependant on the site, provide a bank of cabinets in the key lobby/reception providing between 200 and 2500 locations for holding set of keys.
• Link to remote cabinets within other hospital locations. Example, but not limited to Visitor Collection, Vehicle Lock Search Area etc
• Bullet type metal fob (example: ifob) attached to every key set - used to lock key sets into cabinet position.
• Receptor strips: Hardware that sits behind each key aperture within the cabinets
• RFID readers on each bank
• Software: communicates with receptor strips and integrates with 3rd party access system.
• Bespoke functionality specific different hospitals requirements.
• Existing platform is old and based on 8-bit technology.
Stages - Market Engagement:
1) Initial Conditions of Participation to exclude any suppliers who do not meet regulatory financial requirements, are on Debarment List, are not registered on Central Digital Platform.
2) Conflict of Interest declaration.
3) Group supplier event meeting (via Teams).
4) One to One supplier event in person or via Teams.
Stages - Tender:
1) NHC may exclude suppliers based on additional Conditions of Participation.
2) NHC may exclude suppliers based on a design and innovation phase.
NHC reserves the right to add or remove stages throughout the procurement process
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Publication date of tender notice (estimated)
1 November 2025
Contracting authority
NOTTINGHAMSHIRE HEALTHCARE NHS FOUNDATION TRUST
- NHS Organisation Data Service: RHA
- Public Procurement Organisation Number: PJTT-4587-BLBM
Trust HQ, Highbury Hospital, Highbury Road
Nottingham
NG6 9DR
United Kingdom
Contact name: Chris Dwyer
Email: chris.dwyer@nottshc.nhs.uk
Region: UKF14 - Nottingham
Organisation type: Public authority - central government