✓Tender information last checkedLast checked 14 Oct 2026, 12:56.
Opportunity overview
The BFI National Archive has used a bespoke software to track activity on collections items since 2011. This system has reached end-of-life and is no longer fit for purpose.
The BFI National Archive needs a software which enables us to request and track interactions or activities carried out on collections items, and report on this. It will be for internal staff use only and process no financial data. This software is critical to enabling the Archive to provide key services, like the Research Viewing Service, archive bookings for FIAF members, donor access and restoration projects.
Classification
CPV48000000 — Software package and information systems
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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.
Buyer location · LONDON · UKI31 · W1T 1LN · United Kingdom
Notice and amendment history
1 published notice version reviewed by ProcuraAxis.
1 VERSION
1
096921-2026Tender notice on Find a Tender ·
PROCURAAXIS ANALYSIS
ProcuraAxis Analysis
Our approved analysis of the opportunity appears below the official tender information.
ANALYSIS PREVIEW
Opportunity intelligence at a glance
British Film Institute (BFI) is seeking an archive activity management software system to replace an end-of-life bespoke system. The system must enable internal staff to request, track and report on interactions and activities involving collection items; it will not process financial data. The notice is open, with a stated submission deadline of 9 November 2026 at 12:00 UTC.
Who this may suit
Potential fit for suppliers offering software systems for archive, collection, activity-tracking and reporting workflows. Detailed technical, implementation, commercial and selection requirements are not included in the supplied notice extract.
Key points identified
Core system functionEnable users to request and track interactions or activities carried out on collections items.Evidence: "needs a software which enables us to request and track interactions or activities carried out on collections items"
ReportingReport on interactions or activities carried out on collections items.Evidence: "and report on this"
User groupInternal staff use only.Evidence: "It will be for internal staff use only"
91% approved-analysis confidence6 supplier criteria identified3 risks or unknowns
ProcuraAxis structures information found in published procurement records, checks the result for consistency and publishes only approved analysis. Confidence describes the completeness and consistency of the available source information; it is not a guarantee of eligibility or contract award.
British Film Institute (BFI) is seeking an archive activity management software system to replace an end-of-life bespoke system. The system must enable internal staff to request, track and report on interactions and activities involving collection items; it will not process financial data. The notice is open, with a stated submission deadline of 9 November 2026 at 12:00 UTC.
Who this may suit
Potential fit for suppliers offering software systems for archive, collection, activity-tracking and reporting workflows. Detailed technical, implementation, commercial and selection requirements are not included in the supplied notice extract.
Key deliverables
Software to request and track interactions or activities carried out on collections items
Reporting capability for those interactions or activities
Internal-staff-use system for the BFI National Archive
SUPPLIER REQUIREMENTS
6 criteria identified
Core system function
99% confidence
Enable users to request and track interactions or activities carried out on collections items.
View supporting evidence
"needs a software which enables us to request and track interactions or activities carried out on collections items"
Reporting
96% confidence
Report on interactions or activities carried out on collections items.
View supporting evidence
"and report on this"
User group
99% confidence
Internal staff use only.
View supporting evidence
"It will be for internal staff use only"
Financial-data processing
99% confidence
The software is not to process financial data.
View supporting evidence
"and process no financial data"
Replacement context
98% confidence
Replace an end-of-life bespoke system used to track collection-item activity since 2011.
View supporting evidence
"has used a bespoke software to track activity on collections items since 2011. This system has reached end-of-life"
Supplier eligibility criteria
98% confidence
Unknown.
View supporting evidence
No eligibility or selection criteria are provided in the supplied notice extract; bidding documents are referenced separately.
COMMERCIAL AND DELIVERY
Contract intelligence
Commercial
Stated maximum value
95% confidence
170,000 GBP at process level.
View supporting evidence
Process field: "value_max": 170000; "currency": "GBP".
Lot value
95% confidence
Lot 1 is stated as 170,000 AED.
View supporting evidence
Lot 1 fields: "value_amount": 170000; "currency": "AED".
Commercial terms
98% confidence
Unknown.
View supporting evidence
No pricing model, payment terms, contract duration or contract dates are supplied.
Delivery
Delivery location
96% confidence
Unknown.
View supporting evidence
The supplied location is labelled "Buyer location" and does not state a supplier delivery location.
Delivery timetable
99% confidence
Unknown.
View supporting evidence
Contract start and end fields are null.
Document access
98% confidence
Tender documents are referenced through the BFI In-tend portal.
View supporting evidence
Bidding-document title: "Please register here to view tender documents." URL: "https://in-tendhost.co.uk/bfi/aspx/Home".
PROCEDURE
How to respond
Notice status
99% confidence
Open.
View supporting evidence
Process fields: "display_status": "open" and "source_status": "active".
Procedure
99% confidence
Open competition; stated as below threshold.
View supporting evidence
Process fields: "procurement_method": "open" and "procurement_method_details": "Below threshold - open competition".
Submission deadline
99% confidence
9 November 2026, 12:00 UTC.
View supporting evidence
Process and Lot 1 field: "submission_deadline": "2026-11-09T12:00:00+00:00".
RISKS AND UNKNOWNS
Points requiring attention
Conflicting currency
99% confidence
The process-level maximum value is stated in GBP, while Lot 1 states the same numeric value in AED. The applicable contract currency cannot be determined from the supplied evidence.
Detailed requirements unavailable in supplied content
98% confidence
Technical specifications, implementation expectations, integration requirements, support requirements, award criteria and selection criteria are unknown from the supplied extract.
View supporting evidence
The notice refers bidders to documents: "Please register here to view tender documents."
Lot metadata incomplete
99% confidence
Lot 1 is active but has no title or description, so no distinct lot scope can be identified.
View supporting evidence
Lot 1 fields: "title": null and "description": null.
ProcuraAxis analysis supplements, but does not replace, the original notice and tender documents. Always verify eligibility, deadlines and commercial terms with the issuing authority.
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