Section one: Contracting authority
one.1) Name and addresses
National Library of Scotland
George IV Bridge
Edinburgh
EH1 1EW
Contact
Ines Byrne
Telephone
+44 1316233700
Country
United Kingdom
NUTS code
UKM - Scotland
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11622
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Recreation, culture and religion
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
National Library of Scotland - Finance System
Reference number
2023.24.077
two.1.2) Main CPV code
- 48400000 - Business transaction and personal business software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
The National Library of Scotland is seeking a suitably qualified, experienced, knowledgeable and innovative Supplier to replace its current finance systems with a modern equivalent that will generate business efficiencies.
The Library is adopting a Cloud-first approach and is therefore seeking a fully hosted SaaS (Software as a Service) solution accessed through a web browser that fits the Library’s needs. The Library expects no ‘on-premise’ installation.
The required Finance System solution will include: Main accounting package (Purchase, Sales & General ledgers); Purchase ordering system; Reporting system; Ongoing support.
The procured Finance System will effectively accommodate Library operations at the following scale: Six core Finance staff users; 100 general staff users who would be expected to either process purchase orders, undertake invoice approvals or accessing finance reports.
two.1.5) Estimated total value
Value excluding VAT: £250,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48400000 - Business transaction and personal business software package
- 48440000 - Financial analysis and accounting software package
- 48100000 - Industry specific software package
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
Main site or place of performance
Edinburgh
two.2.4) Description of the procurement
The National Library of Scotland is seeking a suitably qualified, experienced, knowledgeable and innovative Supplier to replace its current finance systems with a modern equivalent that will generate business efficiencies.
The Library is adopting a Cloud-first approach and is therefore seeking a fully hosted SaaS (Software as a Service) solution accessed through a web browser that fits the Library’s needs. The Library expects no ‘on-premise’ installation.
The required Finance System solution will include: Main accounting package (Purchase, Sales & General ledgers); Purchase ordering system; Reporting system; Ongoing support.
The Finance System will effectively accommodate Library operations at the following scale: Six core Finance staff users; 100 general staff users who would be expected to either process purchase orders, undertake invoice approvals or accessing finance reports.
two.2.5) Award criteria
Quality criterion - Name: Understanding and Technical / Weighting: 60
Quality criterion - Name: Methodology and Delivery / Weighting: 20
Quality criterion - Name: Data Processing and Cyber Security / Weighting: 10
Quality criterion - Name: Fair Work / Weighting: 5
Quality criterion - Name: Community Benefits / Weighting: 5
Price - Weighting: 30
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
3x 24 months
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
n/a
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
The relevant selection criteria will be included in the SPD module.
three.1.2) Economic and financial standing
List and brief description of selection criteria
The relevant selection criteria will be included in the SPD module.
Minimum level(s) of standards possibly required
average yearly turnovers for 2021, 2022, 2023
It is a requirements for bidders to hold, or commit to obtain prior to the commencement of any subsequently awarded contract the types and levels of insurances indicated below:
Employers Liability: 5,000,000 GBP
Professional Indemnity: 2,000,000 GBP
Public / Product Liability: 2,000,000 GBP
three.1.3) Technical and professional ability
List and brief description of selection criteria
The relevant selection criteria will be included in the SPD module.
Minimum level(s) of standards possibly required
The relevant selection criteria will be included in the SPD module.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
The relevant contract performance conditions are included in the procurement documents.
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2025/S 000-000719
four.2.2) Time limit for receipt of tenders or requests to participate
Date
8 May 2025
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
8 May 2025
Local time
2:00pm
Place
PCS portal post box
Information about authorised persons and opening procedure
Ines Byrne - Procurement and Contracts Manager
Rosa Mak - Procurement and Contracts Partner
Neil Brown - Procurement and Contracts Officer
Leaving 2hrs between tender closing and post box opening in case of technical reason for late submissions. Post box opened by 2 of the staff listed above. Presence of all required tender documents is verified.
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: Estimated to issue PIN for replacement system in either 2, 4, 6, or 8 years from contract award date, depending on winning tenderer's performance.
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
This tender process will comprise of 2 stages where, following the initial evaluation of the tender responses, the 4+ highest scoring tenders will be invited to a demonstration stage. Findings from this demonstration stage will be used to verify written tender responses and will form part of the overall Quality score.
The Library is not bound to accept the lowest or any submission.
Form of Contract - the successful tenderer will be required to enter into a formal contract in the form as detailed in ITT.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=789244.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
(SC Ref:789244)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=789244
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sheriff Court
Edinburgh
Country
United Kingdom