Scope
Reference
2025-423
Description
This procurement is for the implementation of a ticketing & membership platform and integration with other in-scope systems. This platform is one of BFI's business critical systems and is used to support a number of different 'What's On' digital services.
It is essential that we test the market and ensure that after 15 years, we select a platform fit for 2026 and beyond.
The new platform needs to meet user needs who expect an intuitive, efficient, optimised and accessible experience and in line with other seamless experiences they have with other cinemas or venues. It needs to be robust and scalable during peak sales periods (something that has been an issue in the past). The new system will integrate with other services within the wider ecosystem and support the ongoing digital programme experience and content management system workstreams
The Contract shall be awarded for 3 years with an option to extend for up to 7 years.
Total value (estimated)
- £1,200,000 excluding VAT
- £1,440,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2026 to 31 August 2029
- Possible extension to 31 August 2036
- 10 years
Description of possible extension:
Up to 7 years
Main procurement category
Services
CPV classifications
- 30123100 - Ticket-validation machines
- 30144200 - Ticket-issuing machines
- 42991230 - Ticket printers
- 50316000 - Maintenance and repair of ticket-issuing machinery
- 72222300 - Information technology services
- 72267000 - Software maintenance and repair services
Contract locations
- UKI - London
Submission
Enquiry deadline
23 October 2025, 12:00pm
Submission type
Requests to participate
Deadline for requests to participate
30 October 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
18 May 2026
Award criteria
| Name | Description | Type |
|---|---|---|
| Simple description | Most Advantageous Tender Quality 70 Price 30 |
Price |
Weighting description
Most Advantageous Tender
Quality 70
Price 30
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
PSQ - ITT - Presentation - Demonstration of Product - Award
Justification for not publishing a preliminary market engagement notice
The EME was undertaken in May 2025 with some potential suppliers to test the market, understand the industry better, explore opportunities for further development, help to inform our thinking and also shape the Specification for this requirement. Participation in the Early Market Engagement process was voluntary and no preferential treatment will be given to the potential suppliers that participated in the EME during this formal procurement process. This stage has now concluded.
Documents
Documents to be provided after the tender notice
Contracting authority
British Film Institute
- Charity Commission (England and Wales): 287780
21 STEPHEN STREET
LONDON
W1T 1LN
United Kingdom
Contact name: Vicki Akinosho
Email: vicki.akinosho@bfi.org.uk
Region: UKI31 - Camden and City of London
Organisation type: Public authority - sub-central government