Scope
Reference
1018ZHTCI
Description
The Council would like to invite Suppliers to submit a Tender for selection of a single Supplier to provide a Museums Collections Management System. Leicester Museums and Galleries is seeking a mature cloud-based Museums Collections Management System (CMS) to manage and track a wide range of objects in its collection. The system must support detailed object cataloguing, including acquisition history, condition reports, location tracking, loans, and media attachments. It should also allow for secure data access, migration from the current system (Mimsy XG), and compliance with UK Museum Accreditation standards (SPECTRUM 5). The solution must offer robust search and reporting capabilities, along with reliable support and training services
Total value (estimated)
- £135,000 excluding VAT
- £162,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 1 October 2026 to 30 September 2029
- Possible extension to 30 September 2031
- 5 years
Description of possible extension:
Initial term of 3 years with option to extend for 1+1 years
Main procurement category
Goods
CPV classifications
- 48000000 - Software package and information systems
Contract locations
- UK - United Kingdom
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
24 November 2025, 9:00am
Tender submission deadline
4 December 2025, 9:00am
Submission address and any special instructions
The Council is using a secure hosted electronic bidding system https://procontract.due-north.com/Advert?advertId=0456dffd-9bc4-f011-813a-005056b64545.
New users to the EastMidsTenders Portal must create an account to access this opportunity. To create an account Suppliers must register - if you require assistance in using the EastMidsTenders portal please read the reference guides which is available on the portal. If a Supplier has already registered you do not need to register again, simply use your existing username and password.
The full Tender must be completed in full and returned in the required format, by the Tender response deadline as set out in the timetable.
Failure to comply with this instruction may result in your Tender submission being discounted. The Tender must be submitted through the EastMidsTenders Portal (this may be submitted at any time prior to the closing time and date). Submission of electronic Tender should not be left to the last moment as it may take some time to upload your completed Tender. The server timestamps (GMT) Tenders when they are submitted. Tender submitted after the stated closing date and time will not be considered.
Tenders may be submitted electronically
Yes
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Quality | Quality | 60.00% |
| Price | Price | 40.00% |
Procedure
Procedure type
Below threshold - open competition
Contracting authority
Leicester City Council
- Public Procurement Organisation Number: PXRT-5737-VBQD
City Hall, 115 Charles Street
Leicester
LE1 1FZ
United Kingdom
Region: UKF21 - Leicester
Organisation type: Public authority - sub-central government