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Board Paper Management Software

Imperial War Museums

This public procurement record has 3 releases in its history.

TenderCancellation

08 Sep 2026 at 11:45

UK12 - Procurement Termination Notice
Award

23 Jul 2026 at 14:54

UK6 - Contract Award Notice
Tender

21 Jan 2026 at 10:06

UK4 - Tender Notice
Summary of the contracting process

The Imperial War Museum sought board paper management software: a secure, user-friendly system for managing papers and information for its board. This is a document-management service rather than a supply of physical equipment or general IT support. The buyer is the Imperial War Museum, a central government public authority based in London. Delivery was required in the United Kingdom. The requirement was suitable for small and medium-sized enterprises and voluntary, community and social enterprises. The service would support the preparation, secure handling, circulation and management of board papers, so relevant suppliers are likely to provide specialist governance, board-portal or document-management software, implementation and associated support. The procurement covered one requirement rather than separate service lots.

The procurement was an open, below-threshold competition for services. Seven bids were received and six reached the final stage; all six final-stage bidders were SMEs. Technical quality carried 60% of the evaluation and cost 40%. The Imperial War Museum awarded the contract to ADMINCONTROL UK LTD on 6 July 2026 for £47,500 net (£57,000 gross). The awarded contract period was 17 August 2026 to 16 August 2029, with two possible one-year extensions. The contract was cancelled on 26 August 2026. No reason for the cancellation is provided. The underlying tender had a £100,000 net estimated value (£120,000 gross), with submissions due by 11 February 2026 and enquiries by 30 January 2026.

This procurement confirms demand from the Imperial War Museum for specialist board-paper management software that is secure, straightforward for users and efficient in operation. A credible future supplier would need a mature document-management or board-governance platform, with strong controls for confidential papers, user access, circulation, version management and auditability. The 60% technical weighting shows that functional capability and service quality mattered more than price, although cost remained significant. The competition attracted substantial SME participation, indicating that a focused specialist can compete with larger providers. Suppliers should be able to demonstrate reliable implementation and support for a public-sector client, understand board and governance workflows, and provide a service that can perform satisfactorily over a multi-year arrangement.

How relevant is this notice?

Notice Information

Notice Title

Board Paper Management Software

Notice Description

IWM is tendering for a supplier to provide a secure, user-friendly, and efficient Board Paper Management Software.

Lot Information

Lot 1

Renewal: The option to extend by two separate respective further one-year periods (i.e. to 7th April 2030, and then to 7th April 2031). The taking up of any extension period is subject to satisfactory performance of the Contractor and at the sole discretion of IWM.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-060aa4
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/084811-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
UK12 - Procurement Termination Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Below threshold - open competition
Tender Suitability
SME, VCSE
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

72 - IT services: consulting, software development, Internet and support

CPV Codes

72512000 - Document management services

Notice Value(s)

Tender Value
£100,000 £100K-£500K
Lots Value
£100,000 £100K-£500K
Awards Value
£47,500 Under £100K
Contracts Value
Not specified

Notice Dates

Publication Date
8 Sep 20261 months ago
Submission Deadline
11 Feb 2026Expired
Future Notice Date
Not specified
Award Date
6 Jul 20263 months ago
Contract Period
17 Aug 2026 - 16 Aug 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Cancelled

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Imperial War Museums
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LONDON
Postcode
SE1 6HZ
Postcode Area
South East London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI4 Inner London - East
Small Region (ITL 3)
TLI44 Lewisham and Southwark
Delivery Location
Not specified
Local Authority
Southwark
Electoral Ward
St George's
Westminster Constituency
Bermondsey and Old Southwark

Supplier Information

Number of Suppliers
1
Supplier Name

Admincontrol AS

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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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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