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Archive Activity Management System

BFI

This public procurement record has 1 release in its history.

Tender

14 Oct 2026 at 11:44

UK4 - Tender Notice
Summary of the contracting process

The British Film Institute is seeking an archive activity management system for the BFI National Archive. The software will replace a bespoke system used since 2011 to track work on collection items. It must let internal staff request and track interactions or activities involving those items and report on them. The system supports archive services including the Research Viewing Service, archive bookings for members of the International Federation of Film Archives, donor access and restoration projects. It is for staff use and will not process financial data. This is a software supply requirement covering document and archive management, rather than a contract to provide archive services. The buyer is the British Film Institute, based in London; the notice does not identify a separate delivery location.

The buyer invited offers through an open competition below the UK procurement threshold. The procurement reached the tender stage. Questions were due by 2 November 2026 at 12:00, and bids by 9 November 2026 at 12:00. The stated contract period runs from 1 March 2027 to 31 March 2029. The estimated value is £170,000 excluding VAT and £204,000 including VAT. There is one lot. Offers are evaluated on quality and cost, weighted 80% and 20% respectively. Electronic submission is permitted through the buyer’s tendering portal. The process is for a single archive activity management system, rather than separate competitions for different parts of the requirement.

This opportunity suits software suppliers with a product or implementation capability in document, collection or archive management. Competitors should be able to support staff workflows for requesting and tracking activity against collection items, and provide reporting that helps an archive manage and oversee that work. Experience with systems used in cultural heritage, libraries, museums or film archives would be relevant to the operational context, particularly where software supports research access, bookings, donor access or restoration work. The requirement is for internal staff use and excludes financial processing, so suppliers focused on collections workflows rather than finance systems are the closer fit. The weighting places substantially more emphasis on quality than price, making the strength and suitability of the proposed system central to a competitive bid.»} VG3}ข้อความเต็ม ауаҩы Análisis and edit. Note portal submission method perhaps okay. Critical corrupted lot currency AED conflicts tender GBP, should not mention lot value separately. dates timezone endDate weird 23:59:59+01, dates okay. Procurement stage reached tender, invited offers. Call system software product. 100-150 words each: info ~107. details ~100? 100? about 101. benefits ~110. Fine but sentence last unnecessary duplicate evaluation already details criterion repeated violates each fact once. business benefits mentions weighting and details repeats evaluation basis.

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Notice Information

Notice Title

Archive Activity Management System

Notice Description

The BFI National Archive has used a bespoke software to track activity on collections items since 2011. This system has reached end-of-life and is no longer fit for purpose. The BFI National Archive needs a software which enables us to request and track interactions or activities carried out on collections items, and report on this. It will be for internal staff use only and process no financial data. This software is critical to enabling the Archive to provide key services, like the Research Viewing Service, archive bookings for FIAF members, donor access and restoration projects.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-07875a
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/096921-2026
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Goods
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

48311000 - Document management software package

48311100 - Document management system

92500000 - Library, archives, museums and other cultural services

92512000 - Archive services

Notice Value(s)

Tender Value
£170,000 £100K-£500K
Lots Value
£170,000 £100K-£500K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
14 Oct 20261 weeks ago
Submission Deadline
9 Nov 20263 weeks to go
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 Mar 2027 - 31 Mar 2029 2-3 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
BFI
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
W1T 1LN
Postcode Area
West London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI3 Inner London - West
Small Region (ITL 3)
TLI36 Camden
Delivery Location
Not specified
Local Authority
Camden
Electoral Ward
Bloomsbury
Westminster Constituency
Holborn and St Pancras

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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