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Procurement of a new collections management and cataloguing

Staffordshire County Council

This public procurement record has 1 release in its history.

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01 Oct 2026 at 14:27

UK7 - Contract Details Notice
Summary of the contracting process

Staffordshire County Council procured a collections management and cataloguing system for managing and cataloguing its collections. The requirement is described as replacing the existing system, which is approaching end of life. This is a specialist collections and archive management technology service, rather than a general-purpose software purchase. The named buyer is Staffordshire County Council, and the system is for use in Staffordshire, England.

The procurement is complete and a contract has been awarded to Axiell ALM Limited. Staffordshire County Council used a below-threshold direct award without competition. The procurement comprised one lot, covering the collections management and cataloguing system. The contract was signed on 22 September 2026 and runs from 1 October 2026 to 31 March 2030. Its value is £34,880 excluding VAT (£41,856 including VAT). The award is active, and the contract is active.

This award confirms demand from Staffordshire County Council for specialist software and services to manage and catalogue collections, with archive-related work within scope. A credible supplier for a similar future requirement would need a collections management system suited to the buyer’s collections and cataloguing needs, alongside the capability to provide and support the system over a multi-year contract. Axiell ALM Limited, an SME, was selected through a direct award without competition, demonstrating that a specialist provider can serve this requirement at a relatively modest scale. Suppliers with relevant collections-sector product expertise and experience delivering comparable systems to public bodies are best placed to compete if this requirement returns to market.

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Notice Information

Notice Title

Procurement of a new collections management and cataloguing

Notice Description

Procurement of a new collections management and cataloguing system as the current system will reach end-of-life in December 2027.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-077eb9
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/092893-2026
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Direct
Procurement Method Details
Below threshold - without competition
Tender Suitability
Not specified
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

92 - Recreational, cultural and sporting services

CPV Codes

92512000 - Archive services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£34,880 Under £100K

Notice Dates

Publication Date
1 Oct 20265 days ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 Oct 2026 - 31 Mar 2030 3-4 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Staffordshire 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
STAFFORD
Postcode
ST16 2DH
Postcode Area
Stoke-on-Trent
Country
England
Major Region (ITL 1)
TLG West Midlands (England)
Basic Region (ITL 2)
TLG2 Shropshire and Staffordshire
Small Region (ITL 3)
TLG24 Staffordshire CC
Delivery Location
Not specified
Local Authority
Stafford
Electoral Ward
Forebridge
Westminster Constituency
Stafford

Supplier Information

Number of Suppliers
1
Supplier Name

Axiell ALM Ltd

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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