Published date: 1 December 2020

Closed opportunity - This means that the contract is currently closed. The buying department may be considering suppliers that have already applied, or no suitable offers were made.

Closing: 24 December 2020, 12am

Contract summary


  • Printed matter and related products - 22000000

  • Folders - 22852000

Location of contract

West Midlands

Value of contract

£130,000 to £195,000

Procurement reference


Published date

1 December 2020

Closing date

24 December 2020

Closing time


Contract start date

1 February 2021

Contract end date

31 January 2023

Contract type

Supply contract

Procedure type

Open procedure (OJEU)

Any interested supplier may submit a tender in response to an opportunity notice.

OJEU (Official Journal of the European Union) procedures are valued above a certain financial threshold.

Contract is suitable for SMEs?


Contract is suitable for VCSEs?



University Hospitals Birmingham NHS Foundation Trust is looking to put a contract in place for the supply of case note folders for the Trust on behalf of the Medical Records Department. The BHA Shared Procurement Service provides support to seven trusts. By expressing an interest to the tender the ITT documents, specification required, offer schedule and sample artwork will be visible to potential suppliers.

The case note folder contract will be for the period of 2 years + 1 year option to extend 1/2/21-31/1/23 with option to 31/1/24, with a codicil of extending for a 3rd year, but with the proviso of a possible change in folder stock requirements in the contract, as the way forward with electronic is more progressed, which is looking towards 2022 onwards.

The supply of the new joint case note folder for QEH and HGS is linked to the Trust's Patient Administration System "OCEANO"

More information


Additional text

Link to eSourcing Portal

How to register. Register your company on the eSourcing portal (this is only required once)-Browse to the eSourcing Portal: and click the link to register-Accept the terms and conditions and click "continue"-Enter your correct business and user details-Note the username you chose and click "Save" when complete-You will shortly receive an email with your unique password (please keep this secure). 2. Express an interest to the Tender-Login to the portal with the username/password-Click the "PQQs/ITTs Open to All Suppliers" link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier)-Browse the ITTs (there may be more than one page) and select "itt"_31269 by clicking on it.-Click the "Express Interest" button at the top of the page-This will move the PQQ/ITT into your "My PQQs/My ITTs" page. (This is a secure area reserved for your projects only)-You can now access any attachments by clicking "Buyer Attachments" in the "PQQ/ITT" Details box 3. Responding to the Tender-Click "My Response" under "PQQ/ITT Details", you can choose to "Create Response" or to "Decline to Respond" (please give a reason if declining)-You can now use the "Messages" function to communicate with any buyer and seek any clarification-Note the deadline for completion, then follow the on-screen instructions to complete the PQQ/ITT-There may be a mixture of online and offline actions for you to perform (there is detailed online help available). You must then submit your reply using the "Submit Response" button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

About the buyer

Contact name

Carol Godfrey


University Hospitals Birmingham NHS Foundation Trust, BHA Shared Procurement Service, 14 George Road, Edgbaston, Birmingham B15 1NU
B15 1NU


0121 371 8651


Closing: 24 December 2020, 12am