Tender

Provision of Museums Collections Management System (CMS)

LEICESTER CITY COUNCIL

This public procurement record has 2 releases in its history.

Tender

18 Nov 2025 at 16:55

UK4 - Tender Notice
Planning

02 May 2025 at 15:25

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Leicester City Council is currently in the tender stage of procuring a Museums Collections Management System (CMS). This is part of the Council's initiative to improve its Museums and Galleries services. The procurement is classified under the industry category of Software package and information systems, located in the United Kingdom. The process is conducted through an open competition method, and interested suppliers are required to use the secure EastMidsTenders Portal for submissions. Deadlines for enquiry submissions end on 24th November 2025, and tender submissions must be completed by 4th December 2025. The contract is expected to commence on 1st October 2026 and run until 30th September 2029, with possible extensions.

This tender provides considerable opportunities for businesses specialising in robust, cloud-based software solutions, particularly those focusing on collections management and data services in the cultural sector. Small to medium-sized enterprises (SMEs) and voluntary, community, and social enterprises (VCSE) are encouraged to participate, as the Council values quality at 60% and price at 40% in its assessment criteria. Businesses capable of delivering secure data access, migration services, and adherence to UK Museum Accreditation standards would be well-suited to compete. The contract value is estimated at £135,000 net, which poses a lucrative opportunity for growth and partnership with a local government body.

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Notice Information

Notice Title

Provision of Museums Collections Management System (CMS)

Notice Description

The Council would like to invite Suppliers to submit a Tender for selection of a single Supplier to provide a Museums Collections Management System. Leicester Museums and Galleries is seeking a mature cloud-based Museums Collections Management System (CMS) to manage and track a wide range of objects in its collection. The system must support detailed object cataloguing, including acquisition history, condition reports, location tracking, loans, and media attachments. It should also allow for secure data access, migration from the current system (Mimsy XG), and compliance with UK Museum Accreditation standards (SPECTRUM 5). The solution must offer robust search and reporting capabilities, along with reliable support and training services

Lot Information

Lot 1

Renewal: Initial term of 3 years with option to extend for 1+1 years

Planning Information

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: https://procontract.due-north.com/Advert?advertId=f5d07211-3027-f011-8136-005056b64545

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-050c9e
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/074959-2025
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Below threshold - open competition
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
£135,000 £100K-£500K
Lots Value
£135,000 £100K-£500K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
18 Nov 20253 months ago
Submission Deadline
4 Dec 2025Expired
Future Notice Date
22 May 2025Expired
Award Date
Not specified
Contract Period
30 Sep 2026 - 30 Sep 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
LEICESTER CITY COUNCIL
Contact Name
Zhiaw Hama
Contact Email
zhiaw.hama@leicester.gov.uk
Contact Phone
+44 1164543503

Buyer Location

Locality
LEICESTER
Postcode
LE1 1FZ
Post Town
Leicester
Country
England
Major Region (ITL 1)
TLF East Midlands (England)
Basic Region (ITL 2)
TLF2 Leicestershire, Rutland and Northamptonshire
Small Region (ITL 3)
TLF21 Leicester
Delivery Location
TLF21 Leicester
Local Authority
Leicester
Electoral Ward
Castle
Westminster Constituency
Leicester South

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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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