Find a TenderAwarded

Published 6 Jun 2023, 14:39 BST

Official UK procurement notice

CES - Property Management System

Official notice

Authority: Crown Estate Scotland (Central government)

GoodsOpen procedureSME suitable

Sectors: Software Packages & ERP (48) Delivery: UKScotland (UKM)

Published estimate£3,000,000exc. VAT · 2 value updates21.5% below published estimate

Submissions closed 26 Feb 2024awarded 4 Jun 2025

Awarded to Grosvenor Systems

What is being bought

Published requirement description

Crown Estate Scotland is tendering for a Property Management System. This system will be used to manage approximately 4,300 assets at present. Crown Estate Scotland have a wide mix of Property/Asset types on, above and below ground. As such it is important that whatever system we use is capable to coping with multiple Property/Asset types simultaneously and the different rules that apply to them. The system must support Scotland’s property and related law.

CPV: Industry specific software package · Software package and information systems

The lotProcurement structure

single lot · value published

Lot #1This procurement seeks to deliver a Property Management System to manage approximately…AwardedRenewalPublished value£3,000,000

This procurement seeks to deliver a Property Management System to manage approximately 4,300 assets. Crown Estate Scotland have a wide mix of Property/Asset types on, above and below ground. As such it is important that whatever system proposed is capable to coping with multiple Property/Asset types simultaneously and the different rules that apply to them. The system must support Scotland’s property and related law. Examples of specific properties/asset classifications currently include:

Agricultural farms, farmhouses & farm cottages
Ground leases
Let residential houses & cottages
Let buildings & other commercial premises
Retail and office space
Forestry
Aquaculture – Finfish/Shellfish farms/Seaweed
Offshore Wind farms, Wave & Tidal, Carbon Capture and Storage
Moorings, marinas, pontoons
Harbours, piers & jetties
Sporting & Fishing agreements
Salmon Fishing Rights
Mineral leases and Mines Royal option agreements
Agreements for subsea cables and pipelines

Delivery: UK, Scotland

Extensions: The contract will be for an initial 18 months prior to go-live which will be to build, configure test and train users, with a further 60 months from go live. The contract may be extended for up to an additional 5x12 month period, each 12 month extension period will be mutually agreed 24 months prior to the end of contract.Variant bids: not allowed

48100000 Industry specific software package

What it takes to win
i
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more

How bids were scored

Quality: 70%Price: 30%

Published sub-criteria (2)

Quality: 70%
Cost: 30%

Published award criteria (2)

Quality: 70
Cost: 30

Conditions of participation3

Suitability
See attached documentation.
Economic & financial standing
SPD (SCOTLAND) QUESTION - 4B.2.1 Specific Yearly Turnover
SPD (SCOTLAND) QUESTION - 4B.5 Insurance
SPD (SCOTLAND) QUESTION - 4B.6 Other Economic or Financial Requirements
Minimum: Bidders will be required to have a minimum yearly “specific” turnover of a minimum of 3,000,000.00 GBP for the last three (3) years. Insurance Required: - Professional Indemnity 3 million GBP - Public Liability 10 million GBP - Employer Liability 5 million GBP Other financial req…
Technical & professional ability
Selection criteria as stated in the procurement documents.

What this means for your bid

Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record · publisher note attached

Procedure method: Open procedure
Legal basis: CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category: Goods
Notice status: Awarded
Procurement threshold: Unspecified in notice
Regulatory regime: Standard
Commercial structure: Stand-alone contract (no framework)
Competition type: Competitive procedure
GPA / WTO covered: Yes (GPA)
Recurring procurement: No (one-off requirement)
First published: 6 Jun 2023, 14:39 BST
Last source update: 18 Jun 2025, 10:55 BST
Award evaluation window: 26 Feb 2024 – …
Authority reference: CES/002
FTS notice number: 2025/S 000-033190
Classification (CPV): Industry specific software packageSoftware package and information systems
Delivery area: UKScotland (UKM)
Official registry OCID: ocds-h6vhtk-03d409 Find a Tender

Contract terms

Electronic trading: e-invoicing allowed · electronic ordering · electronic payment
Performance terms: Throughout the duration of the Contract, the Service Provider’s performance will be monitored and evaluated, as per the conditions and requirements contained within the tender documents.

Publisher note: (SC Ref:801727)

How it was run

Official notice

Run through: Public Contracts Scotland · Who buys & how to bid on PCS

Supplier login requiredLanguage: EN

Access & registration note: Free single registration for Scotland; PCS-Tender (Jaggaer) for full bidding

Tender documents are also served through a separate tool: http://www.publiccontractsscotland.gov.uk ↗

Submission deadline: 26 Feb 2024, 12:00 GMT
Submission channel: {"electronicSubmission"}
Accepted languages: en
Bid validity: 180 days from the deadline
Bids opened: 26 Feb 2024, 12:00 GMT

Detailed submission instructions & authority contactsFrom official release

www.publiccontractsscotland.gov.uk ↗

Timeline

13 Sept 2023 → 18 Jun 2025 · 4 dates

Next notice expected
13 Sept 2023, 00:00 BST
Submission deadline
26 Feb 2024, 12:00 GMT
Bids opened
26 Feb 2024, 12:00 GMT
Notice published
18 Jun 2025, 10:55 BST

Notice history

9 events · 5 releases on Find a Tender · since 31 Oct 2023

Published value updated to £3,000,000
31 Oct 2023, 15:07 GMT
was £1,000,000
Status changed to active
31 Oct 2023, 15:07 GMT
Procurement method changed
31 Oct 2023, 15:07 GMT
Deadline published: 11 Dec 2023, 12:00 GMT
31 Oct 2023, 15:07 GMT
Status changed to cancelled
15 Jan 2024, 14:32 GMT
Published value updated to £3,400,000
24 Jan 2024, 16:36 GMT
was £3,000,000
Status changed to active
24 Jan 2024, 16:36 GMT
Deadline moved to 26 Feb 2024, 12:00 GMT
24 Jan 2024, 16:36 GMT
+77 days · was 11 Dec 2023, 12:00 GMT
Status changed to complete
18 Jun 2025, 10:55 BST

Routine re-releases (5)

2023-10: 1 release · 31 Oct 2023
2023-06: 1 release · 6 Jun 2023

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 2

Awarded value £2,354,0971 contract exc. VAT

Bids received 31 from SMEs

Contracts signed 1latest 4 Jun 2025

Awarded to	Value	Date	Status
Grosvenor SystemsSME	£2,354,097 †	—	Awarded

1 further award records carry no date or value.

Contracts

Contract 033190-2025-1 · Grosvenor SystemsSME
Signed
4 Jun 2025
Value
£2,354,097
Status
active

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
3bids · 3 electronic · 3 from abroad	1	—	—

Contracting authority & participating public bodies

Crown Estate Scotland

Contracting authorityCentral GovernmentPublic CorporationProperty Quartermile Two, 2nd Floor, 2 Lister Square, Edinburgh, UK, EH3 9GLContact email, phone Published organisation website ↗

Dispute resolution & review bodies

Edinburgh Sheriff CourtReview body Edinburgh

Bidders & participating suppliers

1 commercial party on the notice

Grosvenor SystemsAwarded supplier Unit A, 7 Leathermarket Street, London, London, UK, SE1 3FBContact phone

Official documents & specifications (1)

Official links; attachments are not copied

Tender pack and attachments

Technical selection criteriatenderTechnical selection criteria