Section one: Contracting authority
one.1) Name and addresses
Historic Environment Scotland
Longmore House, Salisbury Place
Edinburgh
EH9 1SH
Telephone
+44 1316688866
Country
United Kingdom
NUTS code
UKM75 - Edinburgh, City of
Internet address(es)
Main address
http://historicenvironment.scot
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00164
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
https://www.publiccontractsscotland.gov.uk/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publiccontractsscotland.gov.uk/
one.4) Type of the contracting authority
National or federal Agency/Office
one.5) Main activity
Other activity
Tourism, Conservation, Built Environment
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Commercial Ticketing and Retail Systems
Reference number
HES/C/4301
two.1.2) Main CPV code
- 72222300 - Information technology services
two.1.3) Type of contract
Services
two.1.4) Short description
Provision of commercial ticketing and retail systems
two.1.5) Estimated total value
Value excluding VAT: £3,500,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
Lots 1 and 2
two.2) Description
two.2.1) Title
Ticketing System
Lot No
1
two.2.2) Additional CPV code(s)
- 72222300 - Information technology services
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
two.2.4) Description of the procurement
Historic Environment Scotland (HES) has a requirement for a modern, functionally rich and adaptable ticketing system to take our visitor business to the next level. HES has a varied estate of sites, each with their own slightly different requirements; some are predominantly pre-booked, while many rely on walk-up ticketing. HES also sells afternoon teas, events tickets and multi-site passes. A new ticketing system must provide a first-class seamless process for online ticket transactions, along with intuitive point of sale and back-office processes that enables first class customer service and booking management.
The following headline areas are within the scope of this ticketing system tender.
- Online ticketing
- Walk-up ticketing
- Ticket collection kiosks
- Travel Trade booking management
- Explorer Passes
- Education bookings
- Admissions Gift Aid Management
- Membership
- Integration to Microsoft Dynamics 365, our primary membership & CRM System
- Access control for ticket validation
- Payment gateway integrations
- Interface (file export) to Oracle Fusion
- Reporting
Further information can be found in the document attached with this notice.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £1,900,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
120
This contract is subject to renewal
Yes
Description of renewals
The initial contract term will be 5 years with the option to extend for another 3 years and then a final 2 years (5+3+2 contract). The maximum possible contract length if all extensions are used will therefore be 120 months (10 years).
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 8
Objective criteria for choosing the limited number of candidates:
Suppliers will be selected based on their response to the SPD. There are weighted questions which will be scored.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The Contracting Authority reserves the right to request additional deliveries by the Successful Tenderer, either intended as partial replacement of supplies or installations or as extensions of existing supplies and installations. The Contracting Authority may at it's sole discretion exercise this option.
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) Description
two.2.1) Title
Retail System
Lot No
2
two.2.2) Additional CPV code(s)
- 72222300 - Information technology services
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
two.2.4) Description of the procurement
HES requires a mainstream mid-market retail management system with functionality to cover planning, buying, merchandising, warehousing, reporting and full omni-channel management as we continue to develop our online offer and experience for the retail customer.
The following headline areas are within the scope of this retail system tender:
- All Retail Buying & Merchandising Processes
- Warehouse Management for both general product management & eCommerce fulfilment
- Integration to Shopify to have a fully managed stock ecosystem
- Store Operations & Compliance
- Mobile PoS for pop-up shops & event retailing
- EPoS functionality
- Integration to Oracle Fusion
- Integration with Ticketing system
- Reporting
Further information can be found in the document attached with this notice.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £1,600,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
120
This contract is subject to renewal
Yes
Description of renewals
The initial contract term will be 5 years with the option to extend for another 3 years and then a final 2 years (5+3+2 contract). The maximum possible contract length if all extensions are used will therefore be 120 months (10 years).
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:
Suppliers will be selected based on their response to the SPD. There are weighted questions which will be scored.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The Contracting Authority reserves the right to request additional deliveries by the Successful Tenderer, either intended as partial replacement of supplies or installations or as extensions of existing supplies and installations. The Contracting Authority may at it's sole discretion exercise this option.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
List and brief description of selection criteria
HES use Scotbis, an independent provider of business credit reports, to assess the financial standing of tenderers. The overall aim of this assessment is to ensure, as far as possible, that any potential Supplier will not have financial difficulties that endanger their ability to perform the Contract. If financial information cannot be gained from that source Historic Environment Scotland will request that you provide full audited accounts for the last full financial year. If Suppliers cannot provide any of the assurances as detailed above, and it is determined by HES that your financial strength is not adequate, then your company may not pass the financial evaluation. If you can provide the assurances as detailed above, HES may explore these options with you before determining whether your company can be taken forward in this procurement exercise. Bank details may also be sought to support the above.
Minimum level(s) of standards possibly required
Public and Products liability insurance in the sum of not less than TEN MILLION POUNDS sterling (GBP)
Employers liability insurance in the sum of not less than FIVE MILLION POUNDS sterling (GBP)
Professional Indemnity Insurance in the sum of not less than TEN MILLION POUNDS sterling (GBP)
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted 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 000-008058
four.2.2) Time limit for receipt of tenders or requests to participate
Date
4 July 2025
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
28 July 2025
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: 5 (from the date stated for receipt of tender)
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: 10 years from the original publication if all available extensions are used
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
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=798205.
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.
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Community benefits will be included as part of the quality submission for stage two of the process.
(SC Ref:798205)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=798205
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sheriff Court
Edinburgh
Country
United Kingdom