Contract notice
Section I: Contracting
authority
I.1) Name and addresses
National Library of Scotland
George IV Bridge
Edinburgh
EH1 1EW
UK
Contact person: Ines Byrne
Telephone: +44 1316233700
E-mail: i.byrne@nls.uk
NUTS: UKM
Internet address(es)
Main address: http://www.nls.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11622
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.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 abovementioned address
Tenders or requests to participate must be sent electronically to:
www.publiccontractsscotland.gov.uk
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Recreation, culture and religion
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
National Library of Scotland - Finance System
Reference number: 2023.24.077
II.1.2) Main CPV code
48400000
II.1.3) Type of contract
Supplies
II.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.
II.1.5) Estimated total value
Value excluding VAT:
250 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
48400000
48440000
48100000
II.2.3) Place of performance
NUTS code:
UKM75
Main site or place of performance:
Edinburgh
II.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.
II.2.5) Award criteria
Criteria below:
Quality criterion: Understanding and Technical
/ Weighting: 60
Quality criterion: Methodology and Delivery
/ Weighting: 20
Quality criterion: Data Processing and Cyber Security
/ Weighting: 10
Quality criterion: Fair Work
/ Weighting: 5
Quality criterion: Community Benefits
/ Weighting: 5
Price
/ Weighting:
30
II.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
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
n/a
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.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.
III.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 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
III.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 required:
The relevant selection criteria will be included in the SPD module.
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
The relevant contract performance conditions are included in the procurement documents.
III.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 IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2025/S 000-000719
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
08/05/2025
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.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)
IV.2.7) Conditions for opening of tenders
Date:
08/05/2025
Local time: 14:00
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 VI: Complementary information
VI.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.
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.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
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court
Edinburgh
UK
VI.5) Date of dispatch of this notice
28/03/2025