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IWM/2627/Ops/3508: DBS Checking Services for Imperial War Museums

Imperial War Museums

This public procurement record has 1 release in its history.

Tender

28 Sep 2026 at 11:05

UK4 - Tender Notice
Summary of the contracting process

Imperial War Museums is seeking a provider for a Disclosure and Barring Service (DBS) screening service for its candidates. The service must provide a secure online system for the museum to initiate, manage and monitor checks, with support for both basic and enhanced screening. It covers candidate registration, information and document collection, identity verification, right-to-work checks, candidate communications, secure data hosting, retention and deletion, and reporting to the museum. Candidates must be able to upload identity documents and submit identification themselves. The service must also support international checks for candidates who have lived, worked or studied outside the UK, including relevant passport checks using share codes. Delivery is specified for the United Kingdom.

The buyer invited offers through a below-threshold open competition. The contract is for a single lot, with a three-year term from 1 January 2027 to 31 December 2029 and an option, at the buyer’s discretion, to extend for one further year, to 31 December 2030. The estimated value, including the possible extension, is £106,500 gross (£88,750 excluding VAT). The deadline for questions was 9 October 2026 at 16:00, and the offer deadline was 19 October 2026 at 12:00. Evaluation gives 70% to quality: contract management and account support (20%), data protection and information security (20%), service capability and compliance (15%), and user experience and performance management (15%). Price accounts for 30%, split between quantitative cost (20%) and pricing transparency and value for money (10%).

This requirement suits suppliers with an established, secure digital screening platform and the operational capability to manage candidate checks end to end. Strong contenders will be able to handle sensitive personal information responsibly, provide secure hosting and manage information retention and deletion, while giving the buyer clear reporting and dependable account support. The service needs to make candidate registration and document submission accessible, support identity verification and basic and enhanced DBS checks, and coordinate right-to-work checks through an appropriate third-party partner. International screening capability is also important, including checks for people with overseas residence, work or study histories and relevant passport share-code processes. Small and medium-sized businesses are expressly considered suitable, and quality carries more evaluation weight than price.

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Notice Information

Notice Title

IWM/2627/Ops/3508: DBS Checking Services for Imperial War Museums

Notice Description

IWM is tendering for the provision of a Disclosure and Barring Service (DBS) screening solution, including candidate registration, data capture, identity verification, right to work checks, communication with candidates, secure hosting, retention and deletion of information, and reporting to IWM. The service provider will be required to provide a secure online system that enables IWM to initiate, manage and monitor DBS screening checks for candidates. The solution must support both basic and enhanced screening levels, allow IWM to register candidates, and provide candidates with a clear and accessible process for submitting required information and documentation. The solution must also support identity document upload, candidate-led submission of identification documents, right to work checks completed by an appropriate third-party partner, and international checks where a candidate has lived, worked or studied outside the UK. Where applicable, the solution must support checks using share codes for international passports outside the UK and Ireland. IWM is advertising a three-year contract, with the option to extend by a further one-year period. Please note that the advertised value of the contract anticipates that IWM will choose to use the extension. Access Code: 7UP57S75YK For more information about this opportunity, please visit the eSourcing portal at: https://www.delta-esourcing.com/tenders/UK-UK-London:-Personnel-services-except-placement-and-supply-services./7UP57S75YK To respond to this opportunity, please click here: https://www.delta-esourcing.com/respond/7UP57S75YK

Lot Information

Lot 1

Renewal: The extension will be offered at the Client's discretion.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-077b4f
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/091331-2026
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
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

79630000 - Personnel services except placement and supply services

79635000 - Assessment centre services for recruitment

Notice Value(s)

Tender Value
£88,750 Under £100K
Lots Value
£88,750 Under £100K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
28 Sep 20261 weeks ago
Submission Deadline
19 Oct 20262 weeks to go
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 Jan 2027 - 31 Dec 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
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

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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