Contract notice
Section I: Contracting
authority
I.1) Name and addresses
National Library of Scotland
George IV Bridge
Edinburgh
EH1 1EW
UK
Telephone: +44 1316233700
E-mail: rosa.mak@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:
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
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
Cloud - Based Computerised Maintenance Management System
Reference number: 2024.25.007
II.1.2) Main CPV code
48420000
II.1.3) Type of contract
Supplies
II.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.
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)
48100000
II.2.3) Place of performance
NUTS code:
UKM75
Main site or place of performance:
57 George IV Bridge, Edinburgh EH1 1EW
II.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.
II.2.5) Award criteria
Criteria below:
Quality criterion: Technical
/ Weighting: 60
Price
/ Weighting:
40
II.2.6) Estimated value
Value excluding VAT:
250 000.00
GBP
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:
3 x 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:
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
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.
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.6) Information about electronic auction
An electronic auction will be used
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 000-018751
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
08/10/2025
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.7) Conditions for opening of tenders
Date:
08/10/2025
Local time: 14:00
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 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 contract notice for replacement system in 3,5,7 or 9 years from now, 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 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
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court
Edinburgh
UK
VI.5) Date of dispatch of this notice
04/09/2025