Integrated Museum Management System (IMMS)

{
  "id": "050004-2025",
  "tag": [
    "planning"
  ],
  "date": "2025-08-20T08:56:48+01:00",
  "ocid": "ocds-h6vhtk-058ae4",
  "buyer": {
    "id": "GB-PPON-PCNL-5714-PRZV",
    "name": "Portsmouth City Council"
  },
  "tender": {
    "id": "P00005125",
    "lots": [
      {
        "id": "1",
        "status": "planning",
        "contractPeriod": {
          "endDate": "2029-03-31T23:59:59+01:00",
          "startDate": "2026-04-01T00:00:00+01:00"
        }
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKJ31",
            "country": "GB",
            "countryName": "United Kingdom"
          }
        ],
        "additionalClassifications": [
          {
            "id": "48000000",
            "scheme": "CPV",
            "description": "Software package and information systems"
          }
        ]
      }
    ],
    "title": "Integrated Museum Management System (IMMS)",
    "status": "planning",
    "legalBasis": {
      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
      "scheme": "UKPGA"
    },
    "description": "Portsmouth City Council's (PCC) Museums service is seeking to procure an Integrated Museum Management System to fully manage and help us build and expand upon the opportunities for improving the Museum and visitor services for both residents and visitors to this great and historic city.  Whilst we have a policy to offer, wherever possible, a free service for residents, we are looking to increase revenue opportunities, particularly where bookings, events and online merchandise sales are concerned to fund further improvements and opportunities to expand and improve the museum offering. \nWe recognise the experience and innovation that suppliers can bring to these services. As such PCC would welcome your organisation's market information, which will be used to enable PCC to draw up a high-quality specification that meets the needs of our museum and visitor services.\nWe currently have a number of systems that are either heading towards the end of their contracts or are now obsolete and no longer fit for purpose.  We are therefore looking to find, if possible, one system that can provide the following functions:\n-\tGroup and event booking\n-\tStock control and ordering\n-\tTills and payments\n-\tOn-line shop\n-\tTicket sales\n-\tMarketing\n-\tReporting\nTo this end our aims are to:\n-\tImprove online presence for museums to improve both ticket and merchandise sales\n-\tImprove sales with integrated payments\n-\tManaging room hire, events and group bookings with the ability to pay on-line or to be invoiced\n-\tPromote and increase revenue into the Museum Service \n-\tSaaS first is our strategic position\n-\tMust be GDPR compliant - data can only be stored in UK data warehouses\n-\tCapita Pay360 is our corporate payment system which would like to be integrated into any solution if at all possible",
    "mainProcurementCategory": "goods"
  },
  "parties": [
    {
      "id": "GB-PPON-PCNL-5714-PRZV",
      "name": "Portsmouth City Council",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKJ31",
        "country": "GB",
        "locality": "Portsmouth",
        "postalCode": "PO1 2AL",
        "countryName": "United Kingdom",
        "streetAddress": "Civic Offices, Guildhall Square"
      },
      "details": {
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          }
        ]
      },
      "identifier": {
        "id": "PCNL-5714-PRZV",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "email": "procurement@portsmouthcc.gov.uk"
      }
    }
  ],
  "language": "en",
  "planning": {
    "documents": [
      {
        "id": "050004-2025",
        "url": "https://www.find-tender.service.gov.uk/Notice/050004-2025",
        "format": "text/html",
        "noticeType": "UK2",
        "description": "Preliminary market engagement notice on Find a Tender",
        "documentType": "marketEngagementNotice",
        "datePublished": "2025-08-20T08:56:48+01:00"
      }
    ],
    "milestones": [
      {
        "id": "engagement",
        "type": "engagement",
        "status": "scheduled",
        "dueDate": "2025-09-19T23:59:59+01:00",
        "description": "We recognise the experience and innovation that suppliers can bring to services. As such PCC would welcome your organisation's market information, which will be used to enable PCC to draw up a high-quality specification that meets the needs of our museum and visitor services.\nA questionnaire for your completion is available via our In-tend eSender system - https://in-tendhost.co.uk/portsmouthcc/aspx/home. \nPlease complete the sections that relate to the services that you provide.\nSubject to the response PCC may wish to engage with suppliers further in an informal discussion which we are planning will take place week commencing (precise timings to be confirmed). This is purely a market consultation and is in no way an indication of the selection of your organisation or a guarantee of future work. \nOnly suppliers with established systems provided to similar organisations will be invited to further market engagement. Organisations participating in the market consultation will not have any advantage over organisations who do not participate in this process. Similarly, organisations not participating in the market consultation will not be disadvantaged."
      }
    ]
  },
  "initiationType": "tender"
}