THE PROVISION OF AN ONLINE FAMILY HISTORY SERVICE FOR WALES

What this is

The National Library of Wales seeks a single service provider to deliver an online family history service for Welsh public libraries, archives, and museums. The service will provide access to census records, birth/marriage/death records, parish registers, and miscellaneous historical records for registered users across Wales.

Key points

• Tender deadline 22 September 2026 at 12:00 noon; enquiry deadline 2 September 2026 at 12:00 noon.
• Evaluation: 60% quality (technical specification across 11 criteria) and 40% price; award to most economically advantageous tender.
• Test site trial required 24-28 September 2026; tenderers must provide evaluation panel access during this period.
• Contract value GBP 360,000 for initial 3-year term (1 April 2027 to 31 March 2030) with automatic renewal options extending to March 2032.
• Single price offer mandatory; multiple price options or alternative solutions at different prices will result in rejection.
• Electronic submission only via Sell2Wales Postbox; must use provided Technical and Commercial Response Templates with specified word limits.

How it is scored

Quality 60% · Price 40% Quality 60% (Technical Response: Census records 12%, Birth/Marriage/Death records 12%, Parish records 12%, Miscellaneous records 5%, Accessibility 3%, Usability 3%, Language 3%, Technical Support 3%, Training Support 3%, Statistics/Reports 2%, Marketing 2%) and Price 40% (Commercial Response scored 0-5 based on proximity to lowest bid).

Money

Estimated contract value: GBP 360,000 (excluding VAT) / GBP 432,000 (including VAT) for 3-year initial term.

Performance guarantee

NLW may require parent company guarantee from successful tenderer. For consortia, NLW may require: formation of legal entity before contract entry; joint and several liability of all members; and/or guarantees/undertakings by some or all consortium members. Minimum 12-month warranty on all goods and deliverables.

How to submit

Electronic submission via Sell2Wales Postbox facility (https://www.sell2wales.gov.wales/). Deadline: 22 September 2026 at 12:00 noon. Tender must use provided Technical Response Template and Commercial Response Template. Single price offer only; multiple price options will be rejected.

Clarifications

Enquiry deadline: 2 September 2026 at 12:00 noon. Clarifications submitted via Sell2Wales.

Contract period

Initial term: 1 April 2027 to 31 March 2030 (3 years). Automatic renewal for three successive one-year terms with 30 days' notice to terminate at end of each term. Up to maximum two additional one-year renewal terms possible, extending to 31 March 2032.

Classification

CPV 73110000 — Research services 48000000 — Software package and information systems WalesUnited Kingdom