BLC0177 - Legacy Media Digitisation Framework

Description

BlueLight Commercial are looking to implement a Framework for the delivery of Media Digitisation Services. This will include the conversion of legacy media to digital records including meta data for integration with a Digital Evidence Management system. Tender Documentation is scheduled to be published on 11th August and no documentation will be available before this date. The Framework will include 6 lots which are: Lot 1: VHS Media Conversion - In House - With DEMS Integration - This lot is for the provision of software, hardware and training to enable a Customer to convert VHS tapes to digital files and have the files imported via integration with a Digital Evidence Management Solution (DEMS) managed by the Customer. Lot 2: VHS Media Conversion - In House - With DEMS Provided - This lot is for the provision of software, hardware and training to enable a Customer to convert VHS tapes to digital files and have the files available via a Digital Evidence Management Solution (DEMS) provided as part of your solution. Lot 3: VHS Media Conversion - Outsource - With DEMS Integration - This lot is for the provision of conversion services delivered completely by a third party with electronic files being returned securely to the Customer and ingested by a Digital Evidence Management Solution managed by the Customer. Lot 4: VHS Media Conversion - Outsource - With DEMS Provided - This lot is for the provision of conversion services delivered completely by a third party with electronic files being available to the Customer via a Digital Evidence Management Solution (DEMS) provided as part of your solution. Lot 5: Niche Media Digitisation - DEMS Integration: This lot is for the conversion of other forms of legacy media, I.e. microfiche, CD, DVD's to an electronic file for ingestion by a Digital Evidence Management solution managed by the Customer. Lot 6: Niche Media Digitisation - DEMS Provided: This lot is for the conversion of other forms of legacy media, I.e. microfiche, CD, DVD's to an electronic file for ingestion by a Digital Evidence Management solution provided as part of your solution.

Key facts

Procedure

Direct award

Framework agreement

Yes — a framework or dynamic purchasing system, not a single contract

Lots

1

Contact

Murray Smith

murray.smith@bluelight.police.uk

Value basis

one ceiling restated across the appointed suppliers, not separate sums

Contract period

23 Nov 2026 → 22 Nov 2029

Value incl. VAT

£60m

Category

goods

Awarded suppliers

• Cleardata UK · GB-COH-03986970 · UKC21, GB
• Memnon Archiving Services · GB-COH-09943705 · UKG31, GB
• EBC Group · GB-COH-03237166 · UKG36, GB
• J & J Negus Ltd t/a Genus · GB-COH-01168979 · UKG13, GB
• Cambs Digitise · GB-COH-16735890 · UKH12, GB
• Poppy Productions · GB-COH-11200912 · UKH37, GB
• The Ark Post Production · GB-COH-04090754 · UKI74, GB
• Purevision Media · GB-COH-16663198 · UKD45, GB
• Verden Forensics · GB-COH-11231794 · UKG31, GB
• Prime Focus Technologies · GB-COH-06690289 · UKE42, GB

Ground given for limiting competition

The buyer’s own stated reason for awarding without open competition, as published. Their assertion, not a finding.

This notice is being used as a technical vehicle, under the advice of the Cabinet Office, to urgently correct technical issues encountered with the award of framework agreement BLC0177 - Legacy Media Digitisation Framework. This framework was established following a compliance procurement process in accordance with the Procurement Act. A UK4 Tender Notice was published on 11th August 2025: https://www.find-tender.service.gov.uk/Notice/047521-2025 Following the assessment of tenders, Assessment Summaries were issued to Bidders and, in addition, a notification sent to all suppliers who had expressed an interest in the procurement via our e-procurement system, In-Tend, to advise that the award had taken place. Due to technical issues with the Find a Tender (FTS) system, which were known to FTS at the time, a UK6 Contract Award Notice could not be published in the correct format. A version of the UK6 Notice was published, but the technical error resulted in the notice contents being incorrect. To rectify this issue, FTS Customer Services advised us, incorrectly, to publish a UK12 that would have the effect of terminating the UK6 Notice (and the UK6 Notice only). We have since been advised by the Cabinet Office that this had the erroneous and completely unintended effect of terminating the procurement. The above justification substantiates an urgent requirement to correct this technical error, and to enable use of the framework, which is the purpose and justification for publishing this transparency notice in accordance with paragraph 13 of Schedule 5 of the Procurement Act (extreme and unavoidable urgency). The authority has a full audit trail that documents compliant advertisement, evaluation and award of the contract.