This public procurement record has 2 releases in its history.

Award

29 Jun 2026 at 13:49

Tender

17 Mar 2026 at 11:11

Summary of the contracting process

Northumberland County Council has completed a procurement process for a Collections Management System (CMS) designated for the Northumberland Archives, a key service responsible for preserving records related to the region's history. The procurement utilised an open competition method, classified as below threshold, and fell under the services industry category. The contract, identified by NCC1604, has been awarded to METADATIS LTD and commenced on 1st September 2026, extending until 31st August 2030, with an optional renewal. Located in the UKC21 region, this tender was completed on 29th June 2026, offering a comprehensive service designed to enhance archive accessibility for both staff and the public.

This tender presents significant opportunities for growth, especially for firms specialising in software systems or digital archive services, as it deals with a sophisticated IT infrastructure project within the cultural sector. Businesses with expertise in developing or managing large-scale archival systems or those familiar with public sector contracts would find themselves well-suited to compete in similar opportunities. Such procurements can help firms establish a foothold in the public sector, expand their market reach, and demonstrate their ability to handle complex contracts with renewal options. The project's successful bidder, METADATIS LTD, exemplifies the type of business entity that benefits from such government contracts, opening avenues for small to medium enterprises (SMEs) looking to leverage their technical expertise in service delivery.

How relevant is this notice?

Notice Title

NCC1604 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 front-end 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.

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-066bf4
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/060829-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Below threshold - open competition
Tender Suitability
Not specified
Awardee Scale
SME

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

92512000 - Archive services

Notice Value(s)

Tender Value
£100,000 £100K-£500K
Lots Value
£100,000 £100K-£500K
Awards Value
Not specified
Contracts Value
£30,800 Under £100K

Notice Dates

Publication Date
29 Jun 20262 weeks ago
Submission Deadline
14 Apr 2026Expired
Future Notice Date
Not specified
Award Date
22 Jun 20263 weeks ago
Contract Period
31 Aug 2026 - 31 Aug 2030 4-5 years
Recurrence
Not specified

Notice Status

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

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

Supplier Information

Number of Suppliers
1
Supplier Name

METADATIS

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

JSON Markdown

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.

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-066bf4-2026-06-29T14:49:50+01:00",
    "date": "2026-06-29T14:49:50+01:00",
    "ocid": "ocds-h6vhtk-066bf4",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PJJX-1133-JRGV",
            "name": "Northumberland County Council",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PJJX-1133-JRGV"
            },
            "address": {
                "streetAddress": "County Hall",
                "locality": "Morpeth",
                "postalCode": "NE61 2EF",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKC21"
            },
            "contactPoint": {
                "email": "CCPS@northumberland.gov.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "http://www.northumberland.gov.uk",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        },
        {
            "id": "GB-COH-09152120",
            "name": "METADATIS LTD",
            "identifier": {
                "scheme": "GB-COH",
                "id": "09152120"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PWRP-8393-YGYZ"
                }
            ],
            "address": {
                "streetAddress": "100 Main Street",
                "locality": "Evesham",
                "postalCode": "WR11 7UF",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKG12"
            },
            "contactPoint": {
                "email": "finance@metadatis.com"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "url": "https://metadatis.com/",
                "scale": "sme",
                "vcse": false
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PJJX-1133-JRGV",
        "name": "Northumberland County Council"
    },
    "tender": {
        "id": "OPEN2026479",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "NCC1604 Contract for the provision of a Collections Management System for Archives",
        "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 front-end 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.",
        "status": "complete",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "48000000",
                        "description": "Software package and information systems"
                    },
                    {
                        "scheme": "CPV",
                        "id": "92500000",
                        "description": "Library, archives, museums and other cultural services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKC21",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 120000,
            "amount": 100000,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Below threshold - open competition",
        "mainProcurementCategory": "services",
        "aboveThreshold": false,
        "submissionMethodDetails": "Tenders must be submitted electronically via the Open system: www.open.org",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed"
        },
        "tenderPeriod": {
            "endDate": "2026-04-14T12:00:00+01:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-04-03T12:00:00+01:00"
        },
        "lots": [
            {
                "id": "1",
                "status": "complete",
                "value": {
                    "amountGross": 120000,
                    "amount": 100000,
                    "currency": "GBP"
                },
                "contractPeriod": {
                    "startDate": "2026-05-01T00:00:00+01:00",
                    "endDate": "2030-04-30T23:59:59+01:00",
                    "maxExtentDate": "2031-04-30T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Optional 12 month extension"
                },
                "awardCriteria": {
                    "description": "Quality Pass/fail Quality 60% Price 40%"
                }
            }
        ],
        "documents": [
            {
                "id": "023933-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/023933-2026",
                "datePublished": "2026-03-17T11:11:22Z",
                "format": "text/html"
            }
        ]
    },
    "language": "en",
    "awards": [
        {
            "id": "1",
            "status": "active",
            "mainProcurementCategory": "services",
            "suppliers": [
                {
                    "id": "GB-COH-09152120",
                    "name": "METADATIS LTD"
                }
            ],
            "items": [
                {
                    "id": "1",
                    "additionalClassifications": [
                        {
                            "scheme": "CPV",
                            "id": "92512000",
                            "description": "Archive services"
                        }
                    ],
                    "deliveryAddresses": [
                        {
                            "region": "UKC21",
                            "country": "GB",
                            "countryName": "United Kingdom"
                        }
                    ],
                    "relatedLot": "1"
                }
            ],
            "relatedLots": [
                "1"
            ]
        }
    ],
    "contracts": [
        {
            "id": "1",
            "awardID": "1",
            "title": "NCC1604 Contract for the provision of a Collections Management System for Archives",
            "status": "active",
            "period": {
                "startDate": "2026-09-01T00:00:00+01:00",
                "endDate": "2030-08-31T23:59:59+01:00",
                "maxExtentDate": "2031-08-31T23:59:59+01:00"
            },
            "hasRenewal": true,
            "renewal": {
                "description": "1 optional extension with written notice"
            },
            "value": {
                "amountGross": 36960,
                "amount": 30800,
                "currency": "GBP"
            },
            "aboveThreshold": false,
            "dateSigned": "2026-06-23T00:00:00+01:00",
            "documents": [
                {
                    "id": "060829-2026",
                    "documentType": "contractNotice",
                    "noticeType": "UK7",
                    "description": "Contract details notice on Find a Tender",
                    "url": "https://www.find-tender.service.gov.uk/Notice/060829-2026",
                    "datePublished": "2026-06-29T14:49:50+01:00",
                    "format": "text/html"
                }
            ]
        }
    ]
}