Planning

Archive Collections Management System

UNIVERSITY OF BRISTOL

This public procurement record has 1 release in its history.

Planning

16 Oct 2025 at 15:37

Market Engagement Notice
Summary of the contracting process

The University of Bristol is currently in the planning stage of a procurement process for an "Archive Collections Management System". This initiative seeks to identify suppliers capable of replacing Axiell CALM and CalmView, both of which will reach end-of-life by December 2027. The project involves managing the University's Special Collections and Theatre Collection individually, with seamless integration with their digital preservation platform, Preservica. This early market engagement process, classified under the industry category of software package and information systems, is set in Bristol, South West, United Kingdom. Interested parties should be aware of the engagement end date, which is scheduled for 31 October 2025. Although the University of Bristol is the buying organisation, it is important to note that it is not classified as a Contracting Authority under PA2023.

This tender presents opportunities for growth, particularly for suppliers specialising in software package and information systems tailored for archival management. The project is receptive to small and medium-sized enterprises (SMEs) and voluntary, community, and social enterprises (VCSEs) that can provide innovative solutions meeting the University's technical and compliance criteria. Businesses well-suited to compete are those with capabilities in system integration concerning digital archives, ensuring distinct yet cohesive management and accessibility platforms for varied public and staff interfaces. This engagement, whilst not a formal tender, provides valuable insight and positioning for businesses aiming to address specific needs of academic institutions in digital archiving and preservation.

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Notice Information

Notice Title

Archive Collections Management System

Notice Description

The University of Bristol is undertaking early market engagement to identify suppliers capable of delivering a replacement for Axiell CALM (archive management software) and CalmView (online archives catalogue), which will reach end-of-life in December 2027. The University manages two distinct archival collections-Special Collections and the Theatre Collection-each with separate operational needs and public identities. Any proposed solution must support the independent management, cataloguing, and public access of both collections, maintaining distinct staff-facing and public-facing interfaces. A critical requirement is seamless integration with Preservica, the University's digital preservation platform, to ensure continuity of digital preservation workflows and alignment with our long-term strategy. Please note: This is not a formal tender and does not commit the University to any procurement decision. Please note the University Of Bristol is not a Contracting Authority as defined by PA2023 Additional information: The form below outlines key functional, technical, and compliance criteria. Suppliers are invited to complete the form to indicate whether their solution meets each requirement. Please note: This is not a formal tender and does not commit the University to any procurement decision.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-137f6482-d596-4c65-96bb-bedb7132f9ba
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/53e701e0-079d-4891-95f5-7958710695f8
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
Market Engagement Notice
Procurement Type
Standard
Procurement Category
Not specified
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
16 Oct 20254 months ago
Submission Deadline
Not specified
Future Notice Date
31 Oct 2025Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Not Specified
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
UNIVERSITY OF BRISTOL
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
BRISTOL
Postcode
BS1 5DS
Post Town
Bristol
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK5 West of England
Small Region (ITL 3)
TLK51 Bristol, City of
Delivery Location
TLK South West (England)
Local Authority
Bristol, City of
Electoral Ward
Central
Westminster Constituency
Bristol Central

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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