Planning

Integrated Museum Management System (IMMS)

PORTSMOUTH CITY COUNCIL

This public procurement record has 1 release in its history.

Planning

20 Aug 2025 at 07:56

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Portsmouth City Council is in the planning stage of procuring an Integrated Museum Management System (IMMS) to enhance its museum and visitor services. The procurement falls under the industry category of software package and information systems, with a focus on goods. This initiative is aimed at attracting utility and software service providers who can supply a comprehensive system for handling group bookings, stock control, sales, and marketing, among others. Based in Portsmouth, UK, the project seeks proposals for a system capable of integrating with existing payment systems while adhering to GDPR compliance. A milestone for preliminary market engagement is scheduled for the due date of 19 September 2025, following which further supplier engagement may be pursued.

This procurement offers significant business growth opportunities, particularly for firms with expertise in developing comprehensive software solutions for public services. Companies that specialise in delivering integrated SaaS solutions, particularly those experienced in working with public sector clients, will find this tender appealing. The Council seeks innovative solutions that can improve the museum's online presence, enhance sales through integrated payment solutions, and facilitate efficient event management, making this a lucrative opportunity for companies with capabilities in these areas. The emphasis on a robust system to replace current outdated solutions means there is potential for ongoing collaboration and support, creating substantial prospects for growth and revenue generation.

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Notice Information

Notice Title

Integrated Museum Management System (IMMS)

Notice Description

Portsmouth City Council's (PCC) Museums service is seeking to procure an Integrated Museum Management System to fully manage and help us build and expand upon the opportunities for improving the Museum and visitor services for both residents and visitors to this great and historic city. Whilst we have a policy to offer, wherever possible, a free service for residents, we are looking to increase revenue opportunities, particularly where bookings, events and online merchandise sales are concerned to fund further improvements and opportunities to expand and improve the museum offering. We recognise the experience and innovation that suppliers can bring to these services. As such PCC would welcome your organisation's market information, which will be used to enable PCC to draw up a high-quality specification that meets the needs of our museum and visitor services. We currently have a number of systems that are either heading towards the end of their contracts or are now obsolete and no longer fit for purpose. We are therefore looking to find, if possible, one system that can provide the following functions: - Group and event booking - Stock control and ordering - Tills and payments - On-line shop - Ticket sales - Marketing - Reporting To this end our aims are to: - Improve online presence for museums to improve both ticket and merchandise sales - Improve sales with integrated payments - Managing room hire, events and group bookings with the ability to pay on-line or to be invoiced - Promote and increase revenue into the Museum Service - SaaS first is our strategic position - Must be GDPR compliant - data can only be stored in UK data warehouses - Capita Pay360 is our corporate payment system which would like to be integrated into any solution if at all possible

Planning Information

We recognise the experience and innovation that suppliers can bring to services. As such PCC would welcome your organisation's market information, which will be used to enable PCC to draw up a high-quality specification that meets the needs of our museum and visitor services. A questionnaire for your completion is available via our In-tend eSender system - https://in-tendhost.co.uk/portsmouthcc/aspx/home. Please complete the sections that relate to the services that you provide. Subject to the response PCC may wish to engage with suppliers further in an informal discussion which we are planning will take place week commencing (precise timings to be confirmed). This is purely a market consultation and is in no way an indication of the selection of your organisation or a guarantee of future work. Only suppliers with established systems provided to similar organisations will be invited to further market engagement. Organisations participating in the market consultation will not have any advantage over organisations who do not participate in this process. Similarly, organisations not participating in the market consultation will not be disadvantaged.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-058ae4
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/050004-2025
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
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
20 Aug 20256 months ago
Submission Deadline
Not specified
Future Notice Date
19 Sep 2025Expired
Award Date
Not specified
Contract Period
31 Mar 2026 - 31 Mar 2029 3-4 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
PORTSMOUTH CITY COUNCIL
Contact Name
Not specified
Contact Email
procurement@portsmouthcc.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
PORTSMOUTH
Postcode
PO1 2AL
Post Town
Portsmouth
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ3 Hampshire and Isle of Wight
Small Region (ITL 3)
TLJ31 Portsmouth
Delivery Location
TLJ31 Portsmouth
Local Authority
Portsmouth
Electoral Ward
Charles Dickens
Westminster Constituency
Portsmouth South

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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