Official UK procurement notice
Collections Management System Replacement
Authority: THE HORNIMAN PUBLIC MUSEUM AND PUBLIC PARK TRUST (Central government)
What is being bought
Published requirement descriptionThe Horniman Museum and Gardens (HMG) is seeking to replace its end-of-life collections management system with a new, digital-first solution that will enhance efficiency, transparency, and best practice across its diverse collections and related activities. This project will span three to four years, focusing initially on data migration, followed by phased development and alignment of functions and procedures.
The Horniman Museum and Gardens' current collections management system is used to catalogue and manage diverse collections including Natural History, Anthropology, Musical Instruments, Living collections (an aquarium, a butterfly house, a small zoo, the gardens), a Handling Collection, an Archive, and items of value and interest that are not part of any formal collection. The system supports the 21 Spectrum procedures, but only partially. A core objective of this project is to develop new digital first procedures, aligned with and supported by the new system, promoting efficiency, transparency and museum best practice.
CPV: Database and operating software package · Industry specific software package · Library and archive services · Museum services
The lotProcurement structure
single lot · value publishedWhat 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).
Lot awarding rule: Evaluation will take place in two phases: 1) Evaluation of written submissions - Written submissions will be evaluated against core requirements on a simple pass/fail basis -Other elements will be scored and weighted as follows: Cost 40% Other submission requirements 60% 2) Evaluation of performance at interview - Interviews will be lengthy (over one or two days or more) and will involve diverse staff requesting live demonstrations of how the proposed system meets their needs. An indication of the functions to be demonstrated will be provided in advance, but this may not be comprehensive, and some requests may be off-the-cuff. - All staff participating in these interviews will score against their needs, and against the experience of interacting with supplier representatives.
Procedure terms & legal framework
From the official record- Procedure method
- Below threshold - open competition
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Closed
- Procurement threshold
- Below threshold
- 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
- 6 Nov 2025, 18:20 GMT
- Last source update
- 11 Dec 2025, 09:48 GMT
- FTS notice number
2025/S 000-071818- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05dc42Find a Tender
How it was run
Official notice- Submission deadline
- 31 Jan 2026, 23:59 GMT
- Clarification deadline
- 19 Jan 2026, 23:59 GMT
- Electronic submission
- Not allowed
Submissions should be made to Jonathan Whitson Cloud at [email protected] .
Secure SharePoint directories can be made available for the upload of submissions, upon request.
Timeline
6 Nov 2025 → 1 Apr 2026 · 5 dates- Tender notice published354 days ago6 Nov 2025, 18:20 GMT
- Latest notice published319 days ago11 Dec 2025, 09:48 GMT
- Clarification questions by280 days ago19 Jan 2026, 23:59 GMT
- Submission deadline268 days ago31 Jan 2026, 23:59 GMT
- Contract starts209 days ago1 Apr 2026, 00:00 BST
Notice history
3 events · 2 releases on Find a Tender · since 6 Nov 2025- Tender notice published6 Nov 2025, 18:20 GMTUK4
- Tender notice published11 Dec 2025, 09:48 GMTUK4
- Deadline moved to 31 Jan 2026, 23:59 GMT11 Dec 2025, 09:48 GMT+0 days · was 31 Jan 2026, 23:59 GMT
Published amendments (1)
This Invitation to Tender was AMENDED on 10th Dec 2026. Changes, marked in red on the Invitation to Tender document, include a significant alteration to the timeline of the project, and some minor clarifications of requirements.
Contracting authority & participating public bodies
Official documents & specifications (6)
Official links; attachments are not copiedTender pack and attachments
- Technical specifications Spectrum is the UK museum collections management standard
- Bidding documents and specifications
- Bidding documents and specifications
- Bidding documents and specifications This Invitation to Tender was AMENDED on 10th Dec 2026. Changes, marked in red, include a significant alteration to the timeline of the project, and some minor clarifications of requirements.
Notices published for this procedure
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender