Scope
Description
The objective of this procurement process is to source a delivery partner who will work with us in developing further the 'Access Your Records' service. We plan to award a contract for an initial 6 month period, with an extension option of up to 12 months (i.e. a maximum of 18 months in total).
The Access Your Records (AYR) Service offers secure online login for select government and all-access TNA users to browse and search the metadata and record content of digital records they have transferred to The National Archives with ease. They can browse or search to find individual records and view them in the browser or download them if required.
This service is distinct from public access services as it also provides access to records that are closed to the public if they are subject to an exemption under the Freedom of Information (FOI) Act.
There are many reasons why a government department may need to view previously transferred records e.g. if an FOI request has been made against a closed record or if a public inquiry or subsequent investigation relates to records already transferred to the archive.
AYR is following an iterative Agile development approach. All service enhancements will be planned and implemented in response to evidenced user need. We anticipate making improvements to all aspects of the service including our search, browse and view journey. There will also be things we have not yet anticipated that will emerge from user research and stakeholder engagement.
The current technology stack comprises: Github, AWS, Open Search, Python, Flask, GDS design system, Universal Viewer.
Total value (estimated)
- £1,000,000 excluding VAT
- £1,200,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 January 2026 to 30 June 2026
- Possible extension to 30 June 2027
- 1 year, 6 months
Description of possible extension:
One extension option of up to 12 months in duration.
Main procurement category
Services
CPV classifications
- 72222300 - Information technology services
Contract locations
- UKI - London
- UKJ - South East (England)
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
10 October 2025, 5:00pm
Submission type
Tenders
Tender submission deadline
22 October 2025, 5:00pm
Submission address and any special instructions
Submissions must be sent to procurement@nationalarchives.gov.uk, as specified in the attached ITT document.
The National Archives website is www.nationalarchives.gov.uk
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
8 December 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Quality | Quality | 80% |
| Social Value | Quality | 20% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
'Stage 1' Tender submissions will be evaluated applying the criteria specified in paras 8.1 to 8.3 of the attached ITT document.
Once all of those submissions have been evaluated, the top-five-ranked bidders will be issued with a 'Stage 2' ITT document and invited to submit a 'Stage 2' Tender response.
A contract award decision will be made by scoring the 'Stage 2' Tender responses against the criteria specified in para 8.4 of the attached ITT document.
Documents
Associated tender documents
INVITATION TO TENDER - AYR STAGE 1 (002).pdf
Invitation to Tender (ITT) document.
Contracting authority
The National Archives
- Public Procurement Organisation Number: PTBZ-4379-JQQX
Kew
Richmond
TW9 4DU
United Kingdom
Region: UKI75 - Hounslow and Richmond upon Thames
Organisation type: Public authority - central government