Official UK procurement notice
CFM0398 - Plotbox Digital Bereavement System
Authority: Fife Council (Local council)
What is being bought
Published requirement descriptionThis procurement is for the purchase of the Plotbox system. This is a digital bereavement system that allows management of crematorium, cemetery and burials.
CPV: Software-related services
The lotProcurement structure
single lot · no lot value publishedLot #1This contract is for the provision of the Plotbox Pro bereavement digitisation systemAwarded
This contract is for the provision of the Plotbox Pro bereavement digitisation system. Plotbox is a cloud-based cemetery, crematorium and bereavement management solution that helps crematoria and cemeteries operate to high standards. The area of Fife has 2 crematoria located in Dunfermline and Kirkcaldy. The crematoria in Dunfermline covers the west of Fife and the Kirkcaldy crematoria covers the east. There are currently 115 cemeteries that Fife Council are responsible for with 62 of these cemeteries actively hosting burials.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Award procedure without prior publication of a call for competition
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Awarded without competition
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Direct award (no call for competition)
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Unspecified in notice
- First published
- 10 Jul 2025, 11:34 BST
- Last source update
- 23 Jul 2025, 12:00 BST
- FTS notice number
2025/S 000-042320- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-055cbcFind a Tender
- Why no open competition
- The procurement falls outside the scope of application of the directive
- Published justification
Proposed direct award due to the uniqueness of the system that is being purchased. Fife Council's Procurement have researched multiple frameworks for possible alternatives to ensure a transparent, open and fair procurement process if conducted. Plotbos offer unique services that no known alternative could provide according to the market research that was conducted. Things such as portals for Funeral Directors and Memorial Masons were not something that was commonly found on any other alternative/framework.
- Review procedure
Economic operators should approach the contracting authority in the first instance. However, the only formal remedy is to apply to the courts:
An economic operator that suffers, or is at risk of suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 or the Procurement Reform (Scotland) Act 2014, may bring proceedings in the Sheriff Court or the Court of Session
Publisher note: (SC Ref:805127)
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| GSS (NI) LtdSME | £250,000 †same award published again · counted once | — | Awarded |
| GSS (NI) LtdSME | £250,000 † | — | Awarded |
Contracts
Contract 038876-2025-1 · GSS (NI) LtdSME
- Signed
- 10 Jul 2025
- Value
- £250,000
- Status
- active
Contract 042320-2025-1 · GSS (NI) LtdSME
- Signed
- 10 Jul 2025
- Value
- £250,000
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 1bids · 1 electronic · 1 from abroad | 1 | — | — |
Contracting authority & participating public bodies
Dispute resolution & review bodies
- Kirkcaldy Sheriff CourtReview body
Bidders & participating suppliers
1 commercial party on the notice- GSS NI t/a PlotBoxAwarded supplier
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.