Official UK procurement notice
Provision of Museums Collections Management System (CMS)
Authority: Leicester City Council (Local council)
What is being bought
Published requirement descriptionLeicester City Council has awarded a contract for the provision of a Museums Collections
Management System (CMS) for Leicester Museums and Galleries. The selected cloudbased
solution will support the management and tracking of a diverse range of collection
objects, including detailed cataloguing, acquisition history, condition reporting, location
tracking, loans management, and media attachments. The system provides secure
access to collection data, facilitates migration from the existing Mimsy XG platform, and
supports compliance with UK Museum Accreditation requirements, including SPECTRUM
5 standards. The solution also delivers advanced search and reporting functionality,
together with ongoing support and training services.
CPV: Software package and information systems
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£135,000
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).
Published award criteria (2)
- Quality
- Price
- Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Below threshold - open competition
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Goods
- 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
- 2 May 2025, 16:25 BST
- Last source update
- 4 Jun 2026, 09:50 BST
- Authority reference
1018ZHTCI- FTS notice number
2025/S 000-074959- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-050c9eFind a Tender
How it was run
Official notice- Submission deadline
- 4 Dec 2025, 09:00 GMT
- Clarification deadline
- 24 Nov 2025, 09:00 GMT
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
The Council is using a secure hosted electronic bidding system procontract.due-north.com/Advert ↗.
New users to the EastMidsTenders Portal must create an account to access this opportunity. To create an account Suppliers must register - if you require assistance in using the EastMidsTenders portal please read the reference guides which is available on the portal. If a Supplier has already registered you do not need to register again, simply use your existing username and password.
The full Tender must be completed in full and returned in the required format, by the Tender response deadline as set out in the timetable.
Failure to comply with this instruction may result in your Tender submission being discounted. The Tender must be submitted through the EastMidsTenders Portal (this may be submitted at any time prior to the closing time and date). Submission of electronic Tender should not be left to the last moment as it may take some time to upload your completed Tender. The server timestamps (GMT) Tenders when they are submitted. Tender submitted after the stated closing date and time will not be considered.
Timeline
2 May 2025 → 1 Oct 2026 · 7 dates- Planning notice published2 May 2025, 16:25 BST
- Market engagement23 May 2025, 00:59 BST
Please note this is a Preliminary Market Engagement, it is not a formal invitation to tender.
Suppliers must complete a questionnaire and submit the responses by 22nd May 2025.
To enhance our understanding of the solutions currently available in the market and in addition to the submitted questionnaire, we may invite suitable suppliers who meet the essential requirements identified in the PME document to deliver an overview presentation of their solution and its functionality.
For more information regarding the process, you can access the PME document by following this link:
- Tender notice published341 days ago18 Nov 2025, 16:55 GMT
- Clarification questions by336 days ago24 Nov 2025, 09:00 GMT
- Submission deadline326 days ago4 Dec 2025, 09:00 GMT
- Latest notice published144 days ago4 Jun 2026, 09:50 BST
- Contract starts25 days ago1 Oct 2026, 00:00 BST
Notice history
10 events · 4 releases on Find a Tender · since 2 May 2025- Preliminary market engagement notice published2 May 2025, 16:25 BSTUK2
- Tender notice published18 Nov 2025, 16:55 GMTUK4
- Published value published: £135,00018 Nov 2025, 16:55 GMT
- Status changed to active18 Nov 2025, 16:55 GMT
- Procurement method changed18 Nov 2025, 16:55 GMT
- Deadline published: 4 Dec 2025, 09:00 GMT18 Nov 2025, 16:55 GMT
- Contract award notice published2 Jun 2026, 15:43 BSTUK6
- Status changed to complete2 Jun 2026, 15:43 BST
- Contract signature expected3 Jun 2026, 23:59 BSTscheduled
- Contract details notice published4 Jun 2026, 09:50 BSTUK7
Routine re-releases (4)
- 2025-05: 1 release · 2 May 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Axiell ALM LtdSMEThe Provision of Museums Collections Management System (CMS)1 Oct 2026 – 30 Sept 2029 · up to 30 Sept 2031Extensions: Initial term of 3 years with option to extend for 1+1 years · Options: The contract award value is stated as £113,388 (including VAT) however the actual awarded value is £91,308 (including VAT), the top range includes options which may be called off during the contract term, relating API Integration and Enhanced Migration work. | £94,490 | 4 Mar 2026 | Awarded |
Contracts
The Provision of Museums Collections Management System · Axiell ALM LtdSME
- Signed
- 28 Apr 2026
- Value
- £94,490
- Period
- 1 Oct 2026 – 1 Sept 2029 · up to 30 Sept 2031 with extensions
- Status
- active
- Extensions
- Initial term of 3 years with option to extend for 1+1 years
- Options
- The contract award value is stated as £113,388 (including VAT) however the actual awarded value is £91,308 (including VAT), the top range includes options which may be called off during the contract term, relating API Integration and Enhanced Migration work.
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 2final-stage tenders · 5 at stage one | 2 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- AXIELL ALM LIMITEDAwarded supplier
Official documents & specifications (4)
Official links; attachments are not copiedNotices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender