Section one: Contracting authority
one.1) Name and addresses
National Library of Scotland
George IV Bridge
Edinburgh
EH1 1EW
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
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
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
Cloud - Based Computerised Maintenance Management System
Reference number
2024.25.007
two.1.2) Main CPV code
- 48420000 - Facilities management software package and software package suite
two.1.3) Type of contract
Supplies
two.1.4) Short description
The National Library of Scotland ("the Library") is seeking to purchase of a cloud-based Computerised Maintenance Management System (CMMS) including data migration, implementation, training and service support to improve information management of its Estate Team operations, streamline of processes and enhance 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 web browser and mobile devices to meet the Library’s needs. The Library expects no on-premise installation.
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)
- 48100000 - Industry specific software package
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
Main site or place of performance
57 George IV Bridge, Edinburgh EH1 1EW
two.2.4) Description of the procurement
The National Library of Scotland (the Library) is seeking to purchase of a cloud-based Computerised Maintenance Management System (CMMS) including data migration, implementation, training and service support to improve information management of its Estate Team operations, streamline of processes and enhance 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 web browser and mobile devices to meet the Library’s needs. The Library expects no on-premise installation.
The new CMMS will be able to mange all of the Library's premises including 4 sites in Edinburgh and 2 sites in Glasgow.
The required CMMS solution is expected to provide functionalities to assist the Library to achieve the following objectives:
- Reduce the time staff and managers spend running maintenance operations by streamlining processes.
- Provide clear reports, allowing the maintenance manager to keep track of spending and ensure money is used wisely.
- Enable staff, contractors, and users to easily report problems and see how repairs are progressing.
- Track jobs by time and cost, enabling clear understanding of how long things take and how much they cost.
- Report on performance to help improve services.
- Provide information that helps prove value for money to the Library and its Board.
- Connect with smart devices and cloud-based systems to improve automation and data sharing.
two.2.5) Award criteria
Quality criterion - Name: Technical / Weighting: 60
Price - Weighting: 40
two.2.6) Estimated value
Value excluding VAT: £250,000
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
3 x 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
Tenderers must be of sound economic standing to be able to fulfil contractual requirements if appointed. Tenderers must submit three most recent financial years of audited accounts including (i) balance sheets and (ii) profit and loss information - or equivalent information, according to circumstances.
It is a requirements for tenderers 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.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.6) Information about electronic auction
An electronic auction will be used
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 000-018751
four.2.2) Time limit for receipt of tenders or requests to participate
Date
8 October 2025
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
8 October 2025
Local time
2:00pm
Place
Public Contracts Scotland (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
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 contract notice for replacement system in 3,5,7 or 9 years from now, 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 tenderers
will be invited to a demonstration stage.
Findings from the demonstration stage will be used to verify Tenderer’s scored written responses, including pass / fail responses, and will form part of the overall Quality score. Scores from written responses may be adjusted accordingly where applicable.
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=808881.
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:808881 )
Download the copy of the online SPD document here (to be completed online through postbox submission):
https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=808881
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=808881.
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:
Tenderers must provide their approach to community benefits including economic as part of the delivery of this contract.
The winning Tenderer will be required to discuss the content of their community benefit proposal with the Library and agree a plan for the delivery of the agreed community benefits which will become a condition of the contract.
The proposal must be measurable and reportable to the Library throughout the duration of this contract.
(SC Ref:808881)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=808881
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sheriff Court
Edinburgh
Country
United Kingdom