Official UK procurement notice
Collection Management Systems (CMS and DAMS) PSQ
Authority: The Wallace Collection (Central government)
What is being bought2 lots · detail below
Published requirement descriptionThe Wallace Collection is looking to replace its existing Collection Management System (CMS) with a new Spectrum compliant CMS and at the same time introduce a Digital Asset Management System (DAMS).
The current CMS is coming to end of life in August 2026 and so we need to have this in place by then. This system will be used to manage the main accessioned collection of the museum along with associated other collections, archives and potentially library management.
We are looking for a supplier or suppliers to provide these new systems, either as separate integrated solutions, or a single CMS/DAMS. This is set out in the lots structure and the PSQ document.
The procurement is in two parts, an initial PSQ followed by an ITT from a shortlist of suppliers.
- How the procedure runs: There is a two stage process as set out in the Procurement Specific Questionnaire (PSQ) Document. 1) PSQ which is open to all suppliers. Responses to this will be scored by a panel of stakeholders and based on this a short list of suppliers will be invited to stage 2 2) ITT , the exact format of this will be determined by the responses in round 1, but will likely involve a more detailed set of requirements, a presentation and demo. Award criteria listed below will be used to shortlist the suppliers taken through to the ITT stage. The criteria will then be amended and specified further in the ITT documentation
CPV: Electronic data management (EDM) · IT services: consulting, software development, Internet and support · Image-processing software package · Imaging and archiving system · Industry specific software package · Software implementation services
Lots and requirements (2)Procurement structure
2 lots · all with a published value (£320,000 together) · evaluation weights differ by lotLot #1Collection Management System (CMS)RenewalPublished value£200,000
Lot 1 is for the replacement Collection Management System. Suppliers will be asked to support the migration from the old system to their own system, carry out configuration and development where required to meet our requirements and support the testing and go live.
The supplier will also be expected to support and maintain the system and also provide hosting for the lifetime of the contract
Lot #2Digital Asset Management System (DAMS)RenewalPublished value£120,000
The Digital Management System will be used to store all images related to objects and other artifacts in our care
There are currently around 5TB of images which will need to be transferred with an expected growth to around 8 to 10TB in the next 5 years
As well as image manipulation and management, the system must be able to be integrated with the Collection Management so users are able to be view both the record and image simultaneously
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Lots publish different evaluation splits; there is no single procedure weighting.
| Lot | Quality | Price | Split |
|---|---|---|---|
| 1 · Collection Management System (CMS) | 70% | 30% | |
| 2 · Digital Asset Management System (DAMS) | 70% | 30% |
- Price carries 30 points on every lot: a 10% discount moves about 3 points.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Closed
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 1 Sept 2025, 09:35 BST
- Last source update
- 1 Sept 2025, 09:35 BST
- Award evaluation window
- Submission end – 13 Oct 2025
- FTS notice number
2025/S 000-052663- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Not published
- Official registry OCID
ocds-h6vhtk-0590f5Find a Tender
- How it runs
There is a two stage process as set out in the Procurement Specific Questionnaire (PSQ) Document.
- PSQ which is open to all suppliers. Responses to this will be scored by a panel of stakeholders and based on this a short list of suppliers will be invited to stage 2
- ITT , the exact format of this will be determined by the responses in round 1, but will likely involve a more detailed set of requirements, a presentation and demo.
Award criteria listed below will be used to shortlist the suppliers taken through to the ITT stage. The criteria will then be amended and specified further in the ITT documentation
How it was run
Official notice- Requests to participate (first stage)
- 26 Sept 2025, 17:00 BST
- Submission deadline
- 26 Sept 2025, 17:00 BST
- Clarification deadline
- 16 Sept 2025, 13:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
All submissions must be sent through the MyTenders portal. Anything sent directly will not be accepted.
Timeline
1 Sept 2025 → 1 Jan 2026 · 5 dates- Tender notice published1 Sept 2025, 09:35 BST
- Clarification questions by16 Sept 2025, 13:00 BST
- Submission deadline392 days ago26 Sept 2025, 17:00 BST
- Award decision expected by374 days ago13 Oct 2025, 23:59 BST
- Contract starts295 days ago1 Jan 2026
Notice history
1 event · 1 release on Find a Tender- Tender notice published1 Sept 2025, 09:35 BSTUK4
Contracting authority & participating public bodies
Official documents & specifications (4)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications Company information - supplier response spreadsheet
- Bidding documents and specifications This document sets out the Procurement process, background, highlevel requirements and how the submissions will be evaluated. This document must be read in order to fill out the response documents
- Bidding documents and specifications Solution information - supplier response spreadsheet
Notices published for this procedure
- Tender notice Tender notice on Find a Tender