ESPO has launched the live tender for its 390_27 Document Management Solutions Framework. The framework is estimated at £83.33 million excluding VAT and will provide public sector buyers with access to scanning, storage, records management, consultancy and secure shredding services.
The final framework contains seven lots, has no overall cap on supplier numbers and is evaluated 50% on price and 50% on non-price quality. Tenders are due by 12 October 2026.
If your organisation is targeting one or more ESPO 390_27 lots, speak to Thornton & Lowe about your lot strategy, evidence and tender response before the deadline.
The seven ESPO Document Management Solutions lots
The live tender gives suppliers several routes into the framework, ranging from end-to-end digital document services to specialist secure disposal.
- Lot 1: Electronic Document Scanning and Software
- Lot 2: Document Storage and Retrieval Services
- Lot 3: Total Document Management Solution
- Lot 4: Enhanced Handling and Security Requirements
- Lot 5: Confidential On-Site Shredding
- Lot 6: Confidential Off-Site Shredding
- Lot 7: On-Site and Off-Site High Securiy Shredding to NPSA Standards.
Who can buy through the framework?
ESPO is establishing the framework as a centralised procurement authority. It can be used by a wide range of public bodies throughout the UK, including local authorities, education bodies, central government, emergency services, NHS and HSC organisations, registered charities and social landlords.
That breadth is commercially attractive, but it also means suppliers need to think beyond framework admission. Your service model should be capable of supporting different buyer sizes, locations, security requirements and document volumes.
How will call-offs work?
Customers will be able to award work with or without further competition. Direct call-offs can be made where a framework supplier is on the relevant lot, can serve the buyer’s geography and offers the most advantageous solution against the framework arrangements. Buyers can also run further competitive selection processes, and the framework permits eAuctions in some call-off competitions.
There is no maximum number of framework suppliers. ESPO will charge a framework fee of up to 1% of turnover generated through the agreement, so bidders should build the fee into their commercial assumptions.
What will ESPO evaluate?
Framework establishment is weighted 50% price and 50% non-price quality. That balance means suppliers need a competitive commercial position without treating document management as a commodity-only exercise.
Quality evidence should show how the service remains secure, traceable and reliable from collection through scanning, storage, retrieval or destruction. This includes:
- Chain of custody and secure transport
- Information security, data protection and access controls
- Scanning accuracy, indexing, quality assurance and electronic records management integration
- Storage resilience, retrieval times and business continuity
- Secure destruction processes and relevant standards
- Mobilisation, implementation and customer onboarding
- Capacity to handle variable or high-volume requirements
- Management information, service levels and continuous improvement
Key dates
The enquiry deadline is 25 September 2026 at 5:00pm. Tenders must be submitted by 12:00pm on 12 October, with an estimated award decision on 16 December. The framework is planned to begin on 16 January 2027 and can run for up to four years if the extension option is used.
The official Find a Tender notice provides the final published lot structure and should be read alongside the complete tender pack on EastMidsTenders.
Why ESPO frameworks are so valuable
The value of a place on this framework comes from the range of public sector customers that can use it. Suppliers should check that their operational footprint, security model and pricing can support that wider market rather than focusing only on the establishment tender.
Our guide to ESPO frameworks explains the wider route to market and how suppliers can approach opportunities from this public sector buying organisation.
Submit an evidence-led bid
The live tender gives document management suppliers a clear set of lots and evaluation criteria, but the 50/50 weighting still demands discipline. Strong bids should connect operational detail to measurable security, service and customer outcomes.
Thornton & Lowe supports suppliers with framework bid strategy, writing and independent review. Contact our team if you want help with the ESPO 390_27 Document Management Solutions tender.
