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PROCUREMENT OPPORTUNITY

Collection Management Systems (CMS and DAMS) PSQ

The Wallace Collection · Tender notice on Find a Tender

Tender information last checkedLast checked 30 Sept 2026, 08:29.

Opportunity overview

The 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.

Classification

  • CPV48100000 — Industry specific software package
  • CPV48328000 — Image-processing software package
  • CPV48329000 — Imaging and archiving system
  • CPV48613000 — Electronic data management (EDM)
  • CPV72000000 — IT services: consulting, software development, Internet and support
  • CPV72263000 — Software implementation services

Lots

  • Collection Management System (CMS)£200k
  • Digital Asset Management System (DAMS)£120k

Documents and notices

  • Tender notice on Find a TenderOpen source ↗
  • 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 documentsOpen source ↗
  • Company information - supplier response spreadsheetOpen source ↗
  • Solution information - supplier response spreadsheetOpen source ↗

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
ocds-h6vhtk-0590f5
Status
active
Above Threshold
Yes
Procurement Method
selective
Main Procurement Category
services
How to submit
All submissions must be sent through the MyTenders portal. Anything sent directly will not be accepted. https://www.mytenders.co.uk/
Procurement Method Details
Competitive flexible procedure
Expression Of Interest Deadline
26 Sept 2025, 17:00

Procedure

Features
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

Legal basis

Id
2023/54
Scheme
UKPGA

Expected award period

Ends
13 Oct 2025, 23:59

Enquiry period

Ends
16 Sept 2025, 13:00

Submission terms

Electronic Submission Policy
allowed

Languages

en

Lots and requirements

Entry 1
Id
1
Title
Collection Management System (CMS)
Status
active
Has Renewal
Yes
Description
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

Value

Amount
200,000
Currency
GBP
Including VAT
240,000

Renewal

Description
We would envisage a rolling contract for hosting, support and maintenance

Suitability

Sme
Yes

Award criteria

Criteria

Criterion 1
Name
Functional/Technical Fit of solution
Type
quality

Numbers

Entry 1
Number
35
Weight
percentageExact
Criterion 2
Name
Company profile
Type
quality

Numbers

Entry 1
Number
35
Weight
percentageExact
Criterion 3
Name
Commercial model and indicative costs
Type
quality
Description
This includes combined solution synergies if relevant

Numbers

Entry 1
Number
30
Weight
percentageExact

Contract period

Ends
31 Dec 2028, 23:59
Starts
1 Jan 2026, 00:00
Max Extent Date
31 Dec 2030, 23:59
Entry 2
Id
2
Title
Digital Asset Management System (DAMS)
Status
active
Has Renewal
Yes
Description
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

Value

Amount
120,000
Currency
GBP
Including VAT
144,000

Renewal

Description
Rolling hosting, support and maintenance contract

Suitability

Sme
Yes

Award criteria

Criteria

Criterion 1
Name
Functional/Technical Fit of solution
Type
quality

Numbers

Entry 1
Number
35
Weight
percentageExact
Criterion 2
Name
Company profile
Type
quality

Numbers

Entry 1
Number
35
Weight
percentageExact
Criterion 3
Name
Pricing model and indicative pricing
Type
quality

Numbers

Entry 1
Number
30
Weight
percentageExact

Contract period

Ends
31 Dec 2028, 23:59
Starts
1 Jan 2026, 00:00
Max Extent Date
31 Dec 2030, 23:59

Items and delivery

Item 1
Id
1
Related Lot
1

Additional Classifications

Entry 1
Id
48100000
Scheme
CPV
Description
Industry specific software package
Entry 2
Id
48613000
Scheme
CPV
Description
Electronic data management (EDM)
Entry 3
Id
72263000
Scheme
CPV
Description
Software implementation services
Item 2
Id
2
Related Lot
2

Additional Classifications

Entry 1
Id
48328000
Scheme
CPV
Description
Image-processing software package
Entry 2
Id
48329000
Scheme
CPV
Description
Imaging and archiving system
Entry 3
Id
72000000
Scheme
CPV
Description
IT services: consulting, software development, Internet and support

Published documents

Entry 1
Id
L-2
Description
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
Document Type
biddingDocuments
Entry 2
Id
L-3
Description
Company information - supplier response spreadsheet
Document Type
biddingDocuments
Entry 3
Id
L-4
Description
Solution information - supplier response spreadsheet
Document Type
biddingDocuments
Entry 4
Id
conflictOfInterest
Description
Not published
Document Type
conflictOfInterest
Entry 5
Id
052663-2025
Format
text/html
Notice Type
UK4
Description
Tender notice on Find a Tender
Document Type
tenderNotice
Published
1 Sept 2025, 09:35

Buyer, suppliers and contacts

Organisation 1
Id
GB-PPON-PNZX-4797-NLJW
Name
The Wallace Collection

Roles

buyer

Address

Region
UKI32
Country
GB
Locality
London
Postal Code
W1U 3BN
Country Name
United Kingdom
Street Address
Hertford House, Manchester Square

Details

Classifications

Entry 1
Id
publicAuthorityCentralGovernment
Scheme
UK_CA_TYPE
Description
Public authority - central government

Identifier

Id
PNZX-4797-NLJW
Scheme
GB-PPON

Contact

Recorded locations

  • Buyer location · London · UKI32 · W1U 3BN · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. ocds-h6vhtk-0590f5-2025-09-01T09:35:38+01:00Tender notice on Find a Tender ·