--- title: "Archive Activity Management System" ocid: "ocds-h6vhtk-07875a" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-07875a" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-07875a.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-07875a.json" source: "Find A Tender Service" current_stage: "Tender" buyer: "BFI" published: "2026-10-14" --- # Archive Activity Management System Buyer: BFI Current stage: Tender OCID: ocds-h6vhtk-07875a [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-07875a) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-07875a.json) ## Summary 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. ## Notice 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. ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/096921-2026 | | 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 | | All stages | Tender | ## Dates | Field | Value | | --- | --- | | Publication date | 14 Oct 2026 | | Submission deadline | 9 Nov 2026 | | Future notice date | Not specified | | Award date | Not specified | | Contract period | 1 Mar 2027 - 31 Mar 2029 | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £170,000 | | Lots value | £170,000 | | 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 | BFI | | Locality | LONDON | | Postcode area | West London | | Postcode | W1T 1LN | | Country | England | | ITL 1 | TLI London | | ITL 2 | TLI3 Inner London - West | | ITL 3 | TLI36 Camden | | Local authority | Camden | | Electoral ward | Bloomsbury | | Westminster constituency | Holborn and St Pancras | | Delivery location | Not specified | ## CPV Codes ### Divisions - 48 - Software package and information systems - 92 - Recreational, cultural and sporting services ### 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 ## Release History - 14 Oct 2026 at 11:44 - Tender - UK4 - Tender Notice - https://www.find-tender.service.gov.uk/Notice/096921-2026 ## Documents - https://www.find-tender.service.gov.uk/Notice/096921-2026 14th October 2026 - Tender notice on Find a Tender - https://in-tendhost.co.uk/bfi/aspx/Home Please register here to view tender documents. ## Notice URLs - https://www.bfi.org.uk/ - https://www.legislation.gov.uk/ukpga/2023/54/contents ## 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-07875a. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-07875a.json.