Request for Information (RFI) Scanning and Digital Print Suite

The NHSBSA is a Special Health Authority and an Arm’s Length Body of the Department of Health and Social Care. We provide a range of critical central services to NHS organisations (our ‘clients’), NHS contractors, health bodies, patients and the public (our ‘customers’)
One such central service to the NHS is the in house Scanning Service and Digital Print Suite.
The RFI will be split into two Lots as we understand that market operators may have specialisms within one or both service areas thereby providing the greatest opportunity to gather market information on both services. Organisations are able to complete the RFI for either Lot 1, Lot 2 or both Lots dependant upon their capability.
Lot 1 will detail the Digital Print Suite:
The NHSBSA currently operates a digital print suite which produces over 4.4million letters per year (data taken from April 2025 – March 2026). The letters are on behalf of internal BSA services such as:
Prescription Exemption Checking Service (PECS);
Dental Exemption Checking Service (DECS);
Prepayment Certificate (PPC);
Low Income Scheme (LIS);
Dental Services;
Medical Exemptions (MEDEX),
NHS Pensions,
NHSBSA Finance,
Direct Payments to Contractors (DPC);
Prescription Services;
Adult Social Care;
Healthy Start;
Ophthalmic;
EIBBS and;
Various print requirements for NHS Counter Fraud Authority who are an external organisation to the NHSBSA
Of this total, 2.5 million letters were generated for PECS and DECS, with associated enveloping, and postal costs.
The letters are all A4, printed double sided and in general are black/white printed – occasionally a colour print is required. They are collected unsorted by Royal Mail and Whistl from site daily – going out 2nd class A3 envelopes. On occasion some letters may need to go 1st class or traceable. There are some A4 envelopes used too.
In addition, the team produced over 3,000 ad hoc print items for internal NHSBSA teams which included certificates, posters, handouts,...