Section one: Contracting authority
one.1) Name and addresses
Historic Royal Palaces
Apartment 62
East Molesey
KT8 9AU
Contact
Kelly Jefferys
Telephone
+44 2031666076
Country
United Kingdom
Region code
UKJ - South East (England)
Internet address(es)
Main address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Other type
Independent Charity
one.5) Main activity
Recreation, culture and religion
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Historic Royal Palaces Digital Visitor Guide Hardware and Services provision
two.1.2) Main CPV code
- 92500000 - Library, archives, museums and other cultural services
two.1.3) Type of contract
Services
two.1.4) Short description
HRP will be running a tender process with the intention of awarding a contract for the provision of Audio-Guide Hardware and Operational services for guided tours for our visitors. To support and deliver multimedia guide devices and associated hardware, across three of their sites. Included in the contract will be an agreement for IT Support and Maintenance provision for all sites. There is also a requirement for an operational managed service for staff resource at Tower of London only.
two.1.5) Estimated total value
Value excluding VAT: £1,200,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 32321200 - Audio-visual equipment
- 92521100 - Museum-exhibition services
- 92521000 - Museum services
- 92520000 - Museum services and preservation services of historical sites and buildings
- 63514000 - Tourist guide services
two.2.3) Place of performance
NUTS codes
- UKI - London
- UKI6 - Outer London – South
Main site or place of performance
LONDON,Outer London – South
two.2.4) Description of the procurement
Historic Royal Palaces (HRP) is a registered charity, responsible for the care, conservation, and presentation of HM Tower of London (TOL), Hampton Court Palace (HCP), Kensington Palace State Apartments, (KP) the Banqueting House at Whitehall (BH), Kew Palace (KEW) and Hillsborough Castle and Gardens, (HCG) the official residence of HM The King in Northern Ireland and residence of the Secretary of State for Northern Ireland.
HRP is an independent charity, receiving no government funding and derives its income principally from admissions, retail, licensing, commercial events, sponsorship and support from donors and members.
HRP is a charity for everyone. We are committed to preserving and sharing the stories of our six magnificent palaces and making them accessible to all. Through partnerships, innovation, and storytelling, we strive to break down barriers, inspire curiosity and stir the spirit in people of all ages and backgrounds
HRP will be running a tender process with the intention of awarding a contract for the provision of audio-guide Hardware and operational services for guided tours for visitors. To support and deliver multimedia guide devices and associated hardware, across three of their sites. Included in the contract will be an agreement for IT Support and Maintenance provision for all sites. There is also a requirement for an operational managed service for staff resource at Tower of London only. The contract requirement is outlined, as detailed below.
(a) provide Equipment and Software (excluding content app delivery) to all three ‘HRP’ sites;
(b) provide Maintenance and IT Support Services;
(c) provide Digital Visitor Guide Operating Services on-site (TOL)
These audio/multimedia guides should be developed and tested ready to be launched by November 2025. The contract will include the installation and ongoing maintenance, covers proactive and reactive maintenance of the hardware, including replacement where required. The new multimedia guide solution and operational services will be contracted for a period of five years. The full invitation to tender will be published on contracts finder on 1 April 2025.
It is the intention of HRP to offer a refreshed and modernised multimedia guide to all visitors to Hampton Court Palace, Kensington Palace and Tower of London, but for an additional fee at Tower of London only. The requirements include but are not limited to: Provision of 900 handsets at Kensington Palace, 500 Hampton Court and 1200 at Tower of London, peripherals including headsets, Charging racks and other solution hardware. A managed service for the day-to-day sales of the devices at Tower of London. A Maintenance and IT Support service agreement for all three sites.
HRP reserves the right to adjust the timescales for any reason necessary to ensure that a fair and equal process is followed.
HRP may at its sole discretion exercise this option.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
No
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Maximum number: 5
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
To respond to this opportunity please click here: https://www.delta-esourcing.com/respond/8WV68Z84A8
Tenderers who express their interest will be issued with a selection questionnaire (SQ). Responses to the SQ will be evaluated against the criteria detailed in the SQ and suppliers who are successfully selected to continue through to the invitation to tender (ITT) phase will be issued with the ITT Pack.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
24 March 2025
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
For more information about this opportunity, please visit the Delta eSourcing portal at:
To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/8WV68Z84A8
GO Reference: GO-2025221-PRO-29524282
six.4) Procedures for review
six.4.1) Review body
Historic Royal Palaces
Apartment 2
East Molesey
KT8 9AU
Country
United Kingdom