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Find a TenderAwardedContract details notice
Published 17 Mar 2026, 11:11 GMT

Official UK procurement notice

NCC1604 Contract for the provision of a Collections Management System for Archives

Official notice

Authority: Northumberland County Council (Local council)

ServicesBelow threshold - open competitionBelow threshold
Sectors: Software Packages & ERP (48)Recreational, cultural and sporting services (92) Delivery: North East (UKC21)
Published estimate£100,000≈ £25k / year · £120,000 inc. VAT
Submissions closed 14 Apr 2026awarded 23 Jun 2026
Awarded to Metadatis Ltd
Contract term 4 yrsends 30 Apr 2030 · up to 30 Apr 2031 with extensions · starts 1 May 2026

What is being bought

Published requirement description

Northumberland Archives is the county's archive service, responsible for collecting records relating to the history of Northumberland, its communities and people. We acquire a wide range of archives from both official and private sources relating to almost all aspects of the history of Northumberland, which are made available to the public in our Study Centres.

The Archives manages the descriptive catalogue of its holdings through a Collection Management System (CMS), providing both back-end management for staff, and front-end access for the public. Almost the entirety of our holdings (6 miles worth or records stored in over 30,000 boxes) are recorded in our CMS and the front-end catalogue allows our customers to search or browse archival descriptions in order to request material to view in our Study Centres.

CPV: Library, archives, museums and other cultural services · Software package and information systems

The lotProcurement structure

single lot · value published
Lot #1AwardedRenewal 4 yrsPublished value£100,000
Contract period: 1 May 2026 – 30 Apr 2030 (4 yrs) · up to 30 Apr 2031 with extensionsValue: £100,000 exc. VAT · £120,000 inc. VAT
Delivery: North East
Extensions: Optional 12 month extension
48000000 Software package and information systems92500000 Library, archives, museums and other cultural services

What it takes to win
i

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 more
How bids were scored

Lot awarding rule: Quality Pass/fail Quality 60% Price 40%

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
Awarded
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
17 Mar 2026, 11:11 GMT
Last source update
29 Jun 2026, 14:49 BST
Authority reference
OPEN2026479
FTS notice number
2026/S 000-023933
Latest notice
Contract details notice (UK7)
Classification (CPV)
Library, archives, museums and other cultural servicesSoftware package and information systems
Delivery area
North East (UKC21)
Official registry OCID
ocds-h6vhtk-066bf4 Find a Tender

How it was run

Official notice
Submission deadline
14 Apr 2026, 12:00 BST
Clarification deadline
3 Apr 2026, 12:00 BST
Electronic submission
Allowed
Detailed submission instructions & authority contactsFrom official release

Tenders must be submitted electronically via the Open system: www.open.org ↗

Timeline

17 Mar 2026 → 29 Jun 2026 · 5 dates
  1. Tender notice published225 days ago
    17 Mar 2026, 11:11 GMT
  2. Clarification questions by208 days ago
    3 Apr 2026, 12:00 BST
  3. Submission deadline197 days ago
    14 Apr 2026, 12:00 BST
  4. Contract starts181 days ago
    1 May 2026, 00:00 BST
  5. Latest notice published121 days ago
    29 Jun 2026, 14:49 BST

Notice history

3 events · 2 releases on Find a Tender · since 17 Mar 2026
  1. Tender notice published
    17 Mar 2026, 11:11 GMT
    UK4
  2. Contract details notice published
    29 Jun 2026, 14:49 BST
    UK7
  3. Status changed to complete
    29 Jun 2026, 14:49 BST

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value £30,8001 contract exc. VAT
Contracts signed 1latest 23 Jun 2026
Awarded toValueDateStatus
Metadatis Ltd£30,800 †—Awarded

Contracts

  • NCC1604 Contract for the provision of a Collections Management System for Archives · Metadatis Ltd

    Signed
    23 Jun 2026
    Value
    £30,800
    Period
    1 Sept 2026 – 31 Aug 2030 · up to 31 Aug 2031 with extensions
    Status
    active
    Extensions
    1 optional extension with written notice

Contracting authority & participating public bodies

Northumberland County Council

Contracting authorityPublic authority - sub-central government GB-PPON: PJJX-1133-JRGV County Hall, Morpeth, North East, NE61 2EFContact email

Bidders & participating suppliers

1 commercial party on the notice
  • METADATIS LTDAwarded supplierGB-COH: 09152120GB-PPON: PWRP-8393-YGYZ 100 Main Street, Evesham, West Midlands, WR11 7UFContact email

Official documents & specifications (2)

Official links; attachments are not copied

Notices published for this procedure

  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender