Scope
Description
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.
Total value (estimated)
- £320,000 excluding VAT
- £384,000 including VAT
Above the relevant threshold
Main procurement category
Services
Not the same for all lots
CPV classifications and contract dates are shown in Lot sections, because they are not the same for all lots.
Lot 1. Collection Management System (CMS)
Description
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
Lot value (estimated)
- £200,000 excluding VAT
- £240,000 including VAT
Contract dates (estimated)
- 1 January 2026 to 31 December 2028
- Possible extension to 31 December 2030
- 5 years
Description of possible extension:
We would envisage a rolling contract for hosting, support and maintenance
CPV classifications
- 48100000 - Industry specific software package
- 48613000 - Electronic data management (EDM)
- 72263000 - Software implementation services
Lot 2. Digital Asset Management System (DAMS)
Description
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
Lot value (estimated)
- £120,000 excluding VAT
- £144,000 including VAT
Contract dates (estimated)
- 1 January 2026 to 31 December 2028
- Possible extension to 31 December 2030
- 5 years
Description of possible extension:
Rolling hosting, support and maintenance contract
CPV classifications
- 48328000 - Image-processing software package
- 48329000 - Imaging and archiving system
- 72000000 - IT services: consulting, software development, Internet and support
Participation
Particular suitability
Lot 1. Collection Management System (CMS)
Lot 2. Digital Asset Management System (DAMS)
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
16 September 2025, 1:00pm
Submission type
Requests to participate
Deadline for requests to participate
26 September 2025, 5:00pm
Submission address and any special instructions
All submissions must be sent through the MyTenders portal. Anything sent directly will not be accepted.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
13 October 2025
Award criteria
Lot 1. Collection Management System (CMS)
| Name | Description | Type | Weighting |
|---|---|---|---|
| Functional/Technical Fit of solution | Quality | 35.00% | |
| Company profile | Quality | 35.00% | |
| Commercial model and indicative costs | This includes combined solution synergies if relevant |
Quality | 30.00% |
Lot 2. Digital Asset Management System (DAMS)
| Name | Type | Weighting |
|---|---|---|
| Functional/Technical Fit of solution | Quality | 35.00% |
| Company profile | Quality | 35.00% |
| Pricing model and indicative pricing | Quality | 30.00% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
There is a two stage process as set out in the Procurement Specific Questionnaire (PSQ) Document.
1) PSQ which is open to all suppliers. Responses to this will be scored by a panel of stakeholders and based on this a short list of suppliers will be invited to stage 2
2) ITT , the exact format of this will be determined by the responses in round 1, but will likely involve a more detailed set of requirements, a presentation and demo.
Award criteria listed below will be used to shortlist the suppliers taken through to the ITT stage. The criteria will then be amended and specified further in the ITT documentation
Documents
Associated tender documents
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
Contracting authority
The Wallace Collection
- Public Procurement Organisation Number: PNZX-4797-NLJW
Hertford House, Manchester Square
London
W1U 3BN
United Kingdom
Region: UKI32 - Westminster
Organisation type: Public authority - central government