Find a TenderAwardedContract award notice
Published 28 Mar 2025, 10:07 GMT

Official UK procurement notice

Inside the Archive – Exhibition Resources for Touring

Official notice

Authority: British Film Institute (Charity / VCSE)

ServicesBelow threshold - open competitionBelow threshold
Published estimate£33,333£40,000 inc. VAT
Submissions closed 1 May 2025awarded 19 May 2025
Awarded to Advanced Thinking Systems Ltd (t/a ATS Heritage)
Contract term 6 moends 1 Dec 2025 · up to 1 Mar 2026 with extensions · starts 2 Jun 2025

What is being bought

Published requirement description

The BFI looks after one of the largest and most important collections of film and television in the world. Its teams of experts ensure that the collection is preserved and developed for future generations and made widely accessible to today’s audiences.

‘Inside the Archive’, developed for Strand 1 of the Our Screen Heritage programme, aims to bring the archive to life by better communicating how we collect, preserve and restore film. For more information please see Inside the Archive webpage; the Inside the Archive Playlist on the BFI YouTube Channel, and the Inside the Archive Weekly Blog.

We are now looking to commission a body of interpretive materials to form an exhibition that will tour to a range of partner venues including but not limited to multi-arts centres, cultural and community cinemas, libraries, museums and education spaces, as well as events and festivals across the UK. The exhibition will be in situ for short periods only – from one day to one week. The resources must therefore be transportable and ‘pop-up’ and able to adapt to different environments. Ideally, we would be looking for an audio-visual resource that enables people to explore ‘Inside the Archive’ in a way that is accessible, relevant and engaging - accompanied by a selection of graphic panels to convey additional information. But we welcome creative responses to this brief and, due to the short timelines, encourage respondents to embrace their strengths and build on work delivered for previous projects.

CPV: Advertising and marketing services · Audio-visual equipment · Marketing services · Promotional services · Sports-event promotion services

The lotProcurement structure

single lot · value published
Lot #1AwardedRenewal 6 moPublished value£33,333
Contract period: 2 Jun 2025 – 1 Dec 2025 (6 mo) · up to 1 Mar 2026 with extensionsValue: £33,333 exc. VAT · £40,000 inc. VAT
Extensions: 4 month extension available if required.

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored

Lot awarding rule: Quality 80%, Price (Value for Money) 20%

Procedure terms & legal framework

From the official record
Procedure method
Below threshold - open competition
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Services
Notice status
Awarded
Procurement threshold
Below threshold
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
Unspecified in notice
First published
28 Mar 2025, 10:07 GMT
Last source update
19 May 2025, 15:48 BST
Authority reference
2025/426
FTS notice number
2025/S 000-011687
Latest notice
Contract award notice (UK6)
Classification (CPV)
Advertising and marketing servicesAudio-visual equipmentMarketing servicesPromotional servicesSports-event promotion services
Delivery area
Not published
Official registry OCID
ocds-h6vhtk-04f9d4 Find a Tender

How it was run

Official notice
Run through: In-tend · Who buys & how to bid on In-tend
Supplier login requiredElectronic submission allowed
Access & registration note: Free · one account per buying organisation's portal · reCAPTCHA on signup
Submission deadline
1 May 2025, 13:00 BST
Clarification deadline
24 Apr 2025, 13:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Detailed submission instructions & authority contactsFrom official release

www.in-tendhost.co.uk/bfi/aspx/Home ↗ Please log-in or register here for full tender details.

Timeline

28 Mar 2025 → 2 Jun 2025 · 5 dates
  1. Tender notice published
    28 Mar 2025, 10:07 GMT
  2. Clarification questions by
    24 Apr 2025, 13:00 BST
  3. Submission deadline
    1 May 2025, 13:00 BST
  4. Latest notice published
    19 May 2025, 15:48 BST
  5. Contract starts
    2 Jun 2025

Notice history

4 events · 2 releases on Find a Tender · since 28 Mar 2025
  1. Tender notice published
    28 Mar 2025, 10:07 GMT
    UK4
  2. Contract award notice published
    19 May 2025, 15:48 BST
    UK6
  3. Status changed to complete
    19 May 2025, 15:48 BST
  4. Contract signature expected
    22 May 2025, 00:59 BST
    scheduled

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value £33,3331 award exc. VAT
Bids received 1
Named bidders 1published on the award notice
Awarded toValueDateStatus
Advanced Thinking Systems Ltd (t/a ATS Heritage)SME26 May 2025 – 26 Nov 2025 · up to 26 Mar 2026Extensions: If further work is required.£33,33319 May 2025Awarded

Bid statistics published by the authority

BidsSMEVCSEValid bid range
1final-stage tenders · 10 at stage one00—

Who bid

Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.

Contracting authority & participating public bodies

British Film Institute

Contracting authorityPublic authority - sub-central government GB-CHC: 287780 21 STEPHEN STREET, LONDON, London, W1T 1LNContact email

Bidders & participating suppliers

1 commercial party on the notice
  • Advanced Thinking Systems LTDAwarded supplierGB-COH: 02990563 100 Nest Business Park, Martin Road, Havant, South East, PO9 5TLContact email

Official documents & specifications (3)

Official links; attachments are not copied

Tender pack and attachments

Notices published for this procedure

  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender