Section one: Contracting authority/entity
one.1) Name and addresses
Crown Office and Procurator Fiscal Service
Crown Office, 25 Chambers Street
Edinburgh
EH1 1LA
Contact
Central Procurement Team
procurementreturns@copfs.gov.uk
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=AA00292
one.4) Type of the contracting authority
National or federal Agency/Office
one.5) Main activity
Social protection
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Oracle Database Administrator Services
Reference number
COPFS-2025-197
two.1.2) Main CPV code
- 72250000 - System and support services
two.1.3) Type of contract
Services
two.1.4) Short description
This is a Voluntary Ex Ante Transparency (VEAT) Notice. The Crown Office and Procurator Fiscal Service (COPFS) will be entering into a contract with Applications DBA Ltd to supply Oracle Database Administrator Services for its business-critical Database Environment to support the COPFS Database Team and lead on migration of the current Database Environment and Infrastructure to a modern, flexible system, capable of supporting COPFS Case Management Systems.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £292,500
two.2) Description
two.2.2) Additional CPV code(s)
- 72250000 - System and support services
two.2.3) Place of performance
NUTS codes
- UKM82 - Glasgow City
Main site or place of performance
Glasgow
two.2.4) Description of the procurement
This is a Voluntary Ex Ante Transparency (VEAT) Notice. The Crown Office and Procurator Fiscal Service (COPFS) will be entering into a contract with Applications DBA Ltd to supply Oracle Database Administrator Services for its business-critical Database Environment; for the planning, design and migration of our Oracle database systems to support the remaining transition of COPFS’ datacentres to offsite locations; the planning, design and development of our next generation Case Management System; and establishment of enhanced IT and business resiliency systems.
This requires in-depth knowledge of COPFS current environment and infrastructure as well as extensive experience and up to date qualifications and skills in Oracle DBA to be able to provide knowledge transfer, support the transition of new team members and produce detailed systems documentation for COPFS case management systems, activities requiring bespoke and detailed technical understanding of COPFS FOS, PROMIS and other case management systems This is a business-critical service and for technical reasons competition is absent.
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
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Award of a contract without prior publication of a call for competition in the cases listed below
- The procurement falls outside the scope of application of the regulations
Explanation:
Under Regulation 33(b)(ii) of the Public Contracts (Scotland) Regulations 2015, competition is absent for technical reasons.
COPFS has faced ongoing challenges in attracting and retaining experienced staff within its Database Team. This has significantly increased reliance on third-party services, as the internal team is not yet fully resourced and continues to build the necessary expertise to manage and migrate the current database environment and infrastructure, including legacy systems.
To ensure continuity and effective management of the database estate, it is essential that the third-party service is provided by an organisation with in-depth knowledge of the COPFS environment, including systems such as FOS and PROMIS. The supplier must also possess extensive experience and current qualifications in Oracle DBA.
Given the highly specialised nature of the requirement and the supplier’s unique familiarity with COPFS systems, no reasonable alternative or substitute exists. Therefore, a direct award is justified under the negotiated procedure without prior publication.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section five. Award of contract/concession
Contract No
COPFS-2025-197
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
5 September 2025
five.2.2) Information about tenders
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Applications DBA Ltd
47 St Andrew's Dr
Bearsden
G61 4NW
Telephone
+44 7707998309
Country
United Kingdom
NUTS code
- UKM82 - Glasgow City
The contractor/concessionaire is an SME
Yes
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Initial estimated total value of the contract/lot/concession: £292,500
Total value of the contract/lot/concession: £292,500
Section six. Complementary information
six.3) Additional information
(SC Ref:809482)
six.4) Procedures for review
six.4.1) Review body
Sherriff Clerk's Office
PO Box 23, 1 Carlton Place
Glasgow
G5 9DA
Country
United Kingdom