Scope
Reference
BM.25.040
Description
The British Museum (the Museum) uses an Environmental Monitoring System (EMS) to monitor environmental conditions that have the potential to damage the collection (including temperature, relative humidity, luminescence, and UV). This covers all sites where the collection is stored and exhibited, both on the Museum's estate (three UK locations) and offsite (e.g. in transit).
As the Museum's current EMS is approaching the end of its support period for the heritage sector, the Museum is looking to introduce a new EMS.
An effective EMS is needed to comply with the UK's museum accreditation scheme and to align with the Museum's collection preservation policies. The EMS consists of both hardware and software. Currently, sensors capture and transmit environmental monitoring information to receivers, which subsequently upload this information to on-premises data storage. This information can then be remotely accessed and managed using the EMS software.
The Museum is seeking to understand the ability of suppliers to deliver a solution that provides this critical environmental monitoring capability, whilst minimising operational disruption. The future EMS solution shall provide wireless hardware for capturing environmental monitoring data, infrastructure to upload and store this data, and software to view and manage this data.
The selected supplier will be required to assist with the transfer of information from existing databases during the implementation process, provide training, and supply comprehensive documentation to ensure seamless system and process migration.
A fuller description of requirements can be obtained from the contact details provided in the engagement process description provided below.
Contract dates (estimated)
- 31 May 2026 to 30 May 2031
- Possible extension to 30 May 2034
- 8 years
Main procurement category
Goods
CPV classifications
- 38931000 - Temperature humidity testers
- 90711500 - Environmental monitoring other than for construction
- 92521200 - Preservation services of exhibits and specimens
- 92522200 - Preservation services of historical buildings
Contract locations
- UKI - London
- UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
Engagement
Engagement deadline
5 September 2025
Engagement process description
The purpose of this Preliminary Market Engagement (PME) exercise is to understand the market's capacity to deliver the options being considered for the replacement of the BM's EMS. We ask that interested suppliers complete a questionnaire confirming functionalities included in their offerings (both functional and non-functional) as well a high-level pricing. The information received may be used to inform the options appraisal, budgeting and to shape the final specifications and requirements ready for the active tender phase of this procurement.
If you would like to receive the RFI Pack, please send your main contact details, including your name, email address, and phone number to ems@britishmuseum.org.
We will send you a copy of the questionnaire along with details instructions from this address. Any correspondence relating to the PME including requests for clarification will be managed via the ems@britishmuseum.org email address, we ask that you do not contact the BM with respect to this PME exercise by any other method.
The BM may at its discretion choose to contact specific respondents to further discuss elements of their questionnaire responses. These discussions might include emails, phone calls, or in-person/online meetings to seek further information.
By participating in this PME, suppliers should be aware that there is no guarantee they will be shortlisted for any subsequent procurement process which will be conducted in compliance with The Procurement Act 2023. The BM may at its discretion choose to award the contract via a framework, rather than an Open or Competitive Flexible Procedure, in which case only those suppliers appointed to the selected framework will be able to participate.
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Contracting authority
British Museum
- Public Procurement Organisation Number: PCDW-8715-VGZT
Great Russell Street
London
WC1B 3DG
United Kingdom
Region: UKI31 - Camden and City of London
Organisation type: Public authority - central government