Contract notice
Section I: Contracting
authority
I.1) Name and addresses
National Galleries of Scotland
National Galleries of Scotland, 73 Belford Road
Edinburgh
EH4 3DS
UK
Contact person: Aileen Madeira Rezende
Telephone: +44 1316246374
E-mail: amadeirarezende@nationalgalleries.org
NUTS: UKM75
Internet address(es)
Main address: http://www.nationalgalleries.org
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11042
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:
https://www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.publiccontractsscotland.gov.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://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
Provision of Visitor Counting Solution
Reference number: NGSVC-001
II.1.2) Main CPV code
48810000
II.1.3) Type of contract
Supplies
II.1.4) Short description
National Galleries Scotland (NGS) wish to award a contract for the Provision of Visitor Counting Solution to a single Supplier.
NGS require a modern Visitor Counting Solution to accurately track and analyse footfall across all gallery spaces. This solution will provide reliable data to support operational planning, improve visitor experience, and inform strategic decisions on staffing, exhibitions, and resource allocation. The system must be robust, easy to maintain and capable of integrating with existing IT infrastructure to ensure seamless reporting and long-term scalability.
Full details of the Contract Requirements and Specification are detailed under Section 2 of the Invitation to Tender (ITT).
There is no commitment to a minimum spend over the duration of the contract. Under this agreement, no minimum spend is guaranteed.
The Supplier must have a clear understanding of the contract requirements and the organisational needs of NGS.
It is a requirement that the Supplier as a minimum, hold or commit to obtain prior to the award of contract, a valid Cyber Essentials Basic Certification (or equivalent) in place throughout the duration of the contract.
The agreement will be non-exclusive i.e., NGS reserves the right, in certain circumstances, to procure out with the Contract Agreement, as and when required.
In the event of unsatisfactory performance by the successful Supplier and the termination of the contract by either party, NGS reserves the right to negotiate the continuance of the services with the second and third placed Suppliers.
II.1.5) Estimated total value
Value excluding VAT:
150 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
51612000
63513000
64216200
72222000
72222300
72267100
48800000
II.2.3) Place of performance
NUTS code:
UKM75
II.2.4) Description of the procurement
The procurement will be conducted through the use of the Open (single stage) Procedure.
Bidders must complete and submit both an SPD and tender response.
Economic Operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 60
Price
/ Weighting:
40
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: Yes
Description of renewals:
The contract duration will be for an initial 48-month period, with the option to extend on more than one occasion but not exceeding an additional 24 months; resulting in a possible maximum contract duration of 72 months. This is at the discretion of NGS.
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:
Yes
Description of options:
NGS reserves the right to issue a contract modification in terms of Regulation 72 of the Public Contracts (Scotland) Regulations 2015.
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
The estimate maximum contract value for the maximum contract duration of 72 months is 150,000 GBP (ex VAT).
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:
Q4A.2a 'Authorisation of Particular Organisation Needed' and Q4A.2b'Membership of a Particular Organisation Needed' have been included in the SPD. Bidders must confirm whether this is applicable to them.
If applicable, each question will be scored on a Pass/Fail basis. If the Bidder is required by their country of establishment, to have authorisation and/or membership of a particular organisation that the Bidder has not attained, the response will be deemed a 'Fail'. Any Bidder scoring a 'Fail' mark will be disqualified from the competition.
III.1.2) Economic and financial standing
List and brief description of selection criteria:
Q4B6 Other Economic or Financial Requirements
Minimum level(s) of standards required:
Q4B6 - All information is contained within the online SPD.
III.1.3) Technical and professional ability
List and brief description of selection criteria:
Q4D.1 Quality Assurance (including Health & Safety Procedures) & Q4D.2 Environmental Management are included under selection criteria but will be scored on a Pass/Fail basis, as detailed below.
Minimum level(s) of standards required:
4D.1 Quality Assurance (including Health & Safety Procedures): all information in regard to minimum level(s) of standards required is contained within the online SPD.
This will be scored on a Pass/Fail basis. If the Bidder responds "No" the response will be deemed a "Fail". Any Bidder scoring a "Fail" mark will be disqualified from the competition.
Q4D.2 Environmental Management: all information in regard to minimum level(s) of standards required is contained within the SPD.
This will be scored on a Pass/Fail basis. If the Bidder responds "No" the response will be deemed a "Fail". Any Bidder scoring a "Fail" mark will be disqualified from the competition.
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
As detailed in 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.2.2) Time limit for receipt of tenders or requests to participate
Date:
09/03/2026
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:
09/03/2026
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.3) Additional information
National Galleries Scotland reserves the right to cancel the procurement at any time and not award a Contract. The expenditure, work or effort undertaken by Tenderers prior to the Award of Contract is accordingly a matter solely for the commercial judgement of Tenderers.
Late SPDs and tenders may not be considered by National Galleries Scotland.
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=821591.
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:821591)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=821591
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court
Sheriff Court House, 27 Chambers Street
EDINBURGH
EH1 1LB
UK
Telephone: +44 1312252525
E-mail: enquiries@scotcourts.gov.uk
Internet address(es)
URL: https://www.scotcourts.gov.uk/the-courts/court-locations/edinburgh-sheriff-court-and-justice-of-the-peace-court
VI.5) Date of dispatch of this notice
27/01/2026