--- title: "Collection Management Systems (CMS and DAMS) PSQ" ocid: "ocds-h6vhtk-0590f5" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-0590f5" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-0590f5.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-0590f5.json" source: "Find A Tender Service" current_stage: "Tender" buyer: "THE WALLACE COLLECTION" published: "2025-09-01" --- # Collection Management Systems (CMS and DAMS) PSQ Buyer: THE WALLACE COLLECTION Current stage: Tender OCID: ocds-h6vhtk-0590f5 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-0590f5) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-0590f5.json) ## Summary The Wallace Collection, a central government public authority in London, is seeking suppliers for its "Collection Management Systems (CMS and DAMS) PSQ" project. This procurement is focused on replacing the existing Collection Management System with a Spectrum-compliant CMS and introducing a Digital Asset Management System. This tender process, currently in the tender stage, involves a two-part selective procurement method: an initial Procurement Specific Questionnaire (PSQ) followed by an Invitation to Tender (ITT) from shortlisted suppliers. The key industry categories include industry-specific software packages, electronic data management, and IT services. Prospective suppliers should note the expression of interest deadline is 26th September 2025, and the exact format of ITT details will be refined based on the PSQ responses. This tender presents substantial business growth opportunities for SMEs with capabilities in software implementation, electronic data management, and IT services. Given the strong focus on the integration of data management systems, businesses able to offer innovative, Spectrum-compliant solutions are well-positioned. The contract envisions not only system replacement but also continued support and hosting, providing long-term engagement. Additionally, the procurement's two-stage process allows suppliers to demonstrate their technical acumen and fit with the Wallace Collection's needs, offering SMEs a competitive edge with tailored solutions. The project is set to commence from January 2026, with a contract period extending potentially to the end of 2030. ## Notice The Wallace Collection is looking to replace its existing Collection Management System (CMS) with a new Spectrum compliant CMS and at the same time introduce a Digital Asset Management System (DAMS). The current CMS is coming to end of life in August 2026 and so we need to have this in place by then. This system will be used to manage the main accessioned collection of the museum along with associated other collections, archives and potentially library management. We are looking for a supplier or suppliers to provide these new systems, either as separate integrated solutions, or a single CMS/DAMS. This is set out in the lots structure and the PSQ document. The procurement is in two parts, an initial PSQ followed by an ITT from a shortlist of suppliers. ### Lot Information Collection Management System (CMS) Lot 1 is for the replacement Collection Management System. Suppliers will be asked to support the migration from the old system to their own system, carry out configuration and development where required to meet our requirements and support the testing and go live. The supplier will also be expected to support and maintain the system and also provide hosting for the lifetime of the contract Renewal: We would envisage a rolling contract for hosting, support and maintenance Digital Asset Management System (DAMS) The Digital Management System will be used to store all images related to objects and other artifacts in our care There are currently around 5TB of images which will need to be transferred with an expected growth to around 8 to 10TB in the next 5 years As well as image manipulation and management, the system must be able to be integrated with the Collection Management so users are able to be view both the record and image simultaneously Renewal: Rolling hosting, support and maintenance contract ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/052663-2025 | | Notice type | UK4 - Tender Notice | | Procurement type | Standard | | Procurement category | Services | | Procurement method | Selective | | Procurement method details | Competitive flexible procedure | | Tender suitability | SME | | Awardee scale | Not specified | | All stages | Tender | ## Dates | Field | Value | | --- | --- | | Publication date | 1 Sep 2025 | | Submission deadline | 16 Sep 2025 | | Future notice date | Not specified | | Award date | Not specified | | Contract period | 1 Jan 2026 - 31 Dec 2028 | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £320,000 | | Lots value | £320,000 | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Active | | Lots status | Active | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | THE WALLACE COLLECTION | | Locality | LONDON | | Post town | West London | | Postcode | W1U 3BN | | Country | England | | ITL 1 | TLI London | | ITL 2 | TLI3 Inner London - West | | ITL 3 | TLI35 Westminster and City of London | | Local authority | Westminster | | Electoral ward | Marylebone | | Westminster constituency | Cities of London and Westminster | | Delivery location | Not specified | ## CPV Codes ### Divisions - 48 - Software package and information systems - 72 - IT services: consulting, software development, Internet and support ### Codes - 48100000 - Industry specific software package - 48328000 - Image-processing software package - 48329000 - Imaging and archiving system - 48613000 - Electronic data management (EDM) - 72000000 - IT services: consulting, software development, Internet and support - 72263000 - Software implementation services ## Release History - 1 Sep 2025 at 08:35 - Tender - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/052663-2025 ## Documents - https://www.find-tender.service.gov.uk/Notice/052663-2025 1st September 2025 - Tender notice on Find a Tender - https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=610180 This document sets out the Procurement process, background, highlevel requirements and how the submissions will be evaluated. This document must be read in order to fill out the response documents - https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=610181 Company information - supplier response spreadsheet - https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=610182 Solution information - supplier response spreadsheet ## Notice URLs - https://www.legislation.gov.uk/ukpga/2023/54/contents - https://www.mytenders.co.uk/ - https://www.wallacecollection.org/ ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-0590f5. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-0590f5.json.