Scope
Reference
SSP-FTS-60882
Description
NHS Wales Shared Services Partnership, Primary Care Services Business Support Team, recently based in Dupont, Mamhilad Estate, Pontypool, houses several different sub-teams of the Business Support Department. These teams provide critical services to NHS Wales Shared Services Partnerships, Primary Care Services (PCS) stakeholders and customers, both internal and external. This includes the following services:
Live Patient Medical Records
The Provision of the Patient Medical Records (PMR) service and the associated medical records movement. PCS currently provide this service to 129 GP Practices across Wales, consisting of over 1,200,000 patient records. The service relates to the storage of live patient medical records in our Central archive as opposed to on-site in GP Practices. The service has expanded since being established in 2015, providing opportunity within Primary Care to expand and offer additional services to optimise the use of space in General Practice. PCS staff require constant access to these medical records as they are picked and returned daily.
Deceased & Suspense Medical Records
The Management of an All-Wales archive service for Primary Care Contractors and PCS Staff. All Welsh Deceased & Suspense records are stored in line with legal requirements set by Welsh Government:
These records also require regular retrieval as part of the Health Record Request service provided by PCS.
As a result of the recent relocation of our entire archive including live PMR, suspense and recently deceased patients' medical records, the decision was made to maximise the space in the new building and therefore increase the height of the racking to 4 tier (rather than the 3 tier in the previous building).
In order to allow safe access to the records on the higher tiers, the NWSSP Health and Safety department advised the introduction of Mobile Elevated Working Platforms (MEWPs) to retrieve or replace medical records.
It was agreed that the procurement of a push able MEWP rather than drivable would ensure that the machine can easily be manoeuvred in and out the narrow isles (100cm) between the racking and this would cause less damage to the racking infrastructure.
NWSSP are looking to lease 9 Mobile Elevated Work Platforms (MEWP) for an initial period of 3 years, with the possibility of two subsequent extensions of 2 years.
Total value (estimated)
- £125,000 excluding VAT
- £150,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 12 January 2026 to 11 January 2029
- Possible extension to 11 January 2031
- 5 years
Description of possible extension:
24 months extension option
Main procurement category
Goods
CPV classifications
- 42410000 - Lifting and handling equipment
Contract locations
- UKL - Wales
Participation
Conditions of participation
A demonstration must be completed. Further details are provided in the ITT documents available on the eTender Wales Portal.
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
25 November 2025, 4:00pm
Tender submission deadline
2 December 2025, 4:00pm
Submission address and any special instructions
Submission and further details can be found via https://etenderwales.ukp.app.jaggaer.com/home.html
ITT Code - itt_121146
Tenders may be submitted electronically
Yes
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Commercial | Cost | 60.00% |
| Technical | Quality | 30.00% |
| Social Values | Quality | 10.00% |
Procedure
Procedure type
Below threshold - open competition
Contracting authority
NHS Wales Shared Services Partnership-Procurement Services (hosted by Velindre University NHS Trust)
- NHS Organisation Data Service: RQF
4-5 Charnwood Court,
Cardiff
CF14 3UZ
United Kingdom
Contact name: Michael Butler
Email: Michael.Butler2@wales.nhs.uk
Website: http://nwssp.nhs.wales/ourservices/procurement-services/
Region: UKL22 - Cardiff and Vale of Glamorgan
Organisation type: Public authority - central government
Devolved regulations that apply: Wales