Tender

Contract for the provision of a Collections Management System for Archives

NORTHUMBERLAND COUNTY COUNCIL

This public procurement record has 1 release in its history.

Tender

17 Mar 2026 at 11:11

UK4 - Tender Notice
Summary of the contracting process

Northumberland County Council is inviting bids for the provision of a Collections Management System for Archives under an open procurement method. This tender seeks to enhance their existing system for managing archival records and providing public access in the UKC21 region, United Kingdom. The procurement falls within the services category, specifically software packages and information systems as well as library and cultural services. Key dates include an enquiry period ending on 3rd April 2026 and a tender submission deadline on 14th April 2026. The contract, valued at £120,000 including VAT, is scheduled to commence on 1st May 2026 and may extend for an additional 12 months if renewed. The evaluation criteria for this tender will focus 60% on quality and 40% on price.

This tender presents significant growth opportunities for businesses specialising in software development or information systems, particularly those experienced in archives or cultural services. Businesses with expertise in creating front-end solutions that facilitate public interaction with archival data will find this tender attractive. Collaboration or partnerships with organisations possessing a deep understanding of archival management could enhance the competitiveness of interested bidders. The open competition approach allows broad participation, providing an excellent opportunity for small to medium enterprises to bid alongside established players, fostering innovation in the management of historical records.

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Notice Information

Notice Title

Contract for the provision of a Collections Management System for Archives

Notice Description

Northumberland Archives is the county's archive service, responsible for collecting records relating to the history of Northumberland, its communities and people. We acquire a wide range of archives from both official and private sources relating to almost all aspects of the history of Northumberland, which are made available to the public in our Study Centres. The Archives manages the descriptive catalogue of its holdings through a Collection Management System (CMS), providing both back-end management for staff, and frontend access for the public. Almost the entirety of our holdings (6 miles worth or records stored in over 30,000 boxes) are recorded in our CMS and the front-end catalogue allows our customers to search or browse archival descriptions in order to request material to view in our Study Centres.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-066bf4
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/023933-2026
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Below threshold - open competition
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

92 - Recreational, cultural and sporting services

CPV Codes

48000000 - Software package and information systems

92500000 - Library, archives, museums and other cultural services

Notice Value(s)

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

Notice Dates

Publication Date
17 Mar 20265 days ago
Submission Deadline
14 Apr 20264 weeks to go
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
30 Apr 2026 - 30 Apr 2030 4-5 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
NORTHUMBERLAND COUNTY COUNCIL
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
MORPETH
Postcode
NE61 2EF
Post Town
Newcastle upon Tyne
Country
England
Major Region (ITL 1)
TLC North East (England)
Basic Region (ITL 2)
TLC4 Northumberland, Durham and Tyne & Wear
Small Region (ITL 3)
TLC42 Northumberland
Delivery Location
TLC21 Northumberland
Local Authority
Northumberland
Electoral Ward
Morpeth Kirkhill
Westminster Constituency
North Northumberland

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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