Official UK procurement notice
Cloud - Based Computerised Maintenance Management System
Authority: National Library of Scotland
What is being bought
Published requirement descriptionThe 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.
- Recurrence: Estimated to issue contract notice for replacement system in 3,5,7 or 9 years from now, depending on winning tenderer's performance.
CPV: Facilities management software package and software package suite · Industry specific software package
The lotProcurement structure
single lot · value publishedLot #1The National Library of Scotland (the Library) is seeking to purchase of a cloud-based…AwardedRenewalPublished value£250,000
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. Additional information: The initial contract is 3 years, with an option to extend for 3 x 24 months.
What it takes to wini
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 morei
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).
Published sub-criteria (2)
- Technical: 60%
- price: 40%
Published award criteria (2)
- Technical: 60
- Price: 40
- Suitability
The relevant selection criteria will be included in the SPD module.
- Economic & financial standing
The relevant selection criteria will be included in the SPD module.
Minimum: 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, acco… - Technical & professional ability
The relevant selection criteria will be included in the SPD module.
Minimum: The relevant selection criteria will be included in the SPD module.
- Price carries 40 of 100 points: a 10% discount moves about 4 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
Yes · Estimated to issue contract notice for replacement system in 3,5,7 or 9 years from now, depending on winning tenderer's performance.
- First published
- 2 May 2025, 13:03 BST
- Last source update
- 23 Feb 2026, 16:11 GMT
- Award evaluation window
- 8 Oct 2025 – …
- Authority reference
2024.25.007- FTS notice number
2026/S 000-016220- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-050c3aFind a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
- Performance terms
The relevant contract performance conditions are included in the procurement documents.
Publisher note: (SC Ref:824501)
How it was run
Official notice- Submission deadline
- 8 Oct 2025, 12:00 BST
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bids opened
- 8 Oct 2025, 14:00 BST
Timeline
18 Aug 2025 → 23 Feb 2026 · 4 dates- Next notice expected18 Aug 2025, 00:00 BST
- Submission deadline379 days ago8 Oct 2025, 12:00 BST
- Bids opened379 days ago8 Oct 2025, 14:00 BST
- Notice published241 days ago23 Feb 2026, 16:11 GMT
Notice history
4 events · 3 releases on Find a Tender · since 4 Sept 2025- Status changed to active4 Sept 2025, 14:57 BST
- Procurement method changed4 Sept 2025, 14:57 BST
- Deadline published: 8 Oct 2025, 12:00 BST4 Sept 2025, 14:57 BST
- Status changed to complete23 Feb 2026, 16:11 GMT
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Concerto Support ServicesSME | £150,000 † | — | Awarded |
Contracts
Contract 016220-2026-2024.25.007-1 · Concerto Support ServicesSME
- Signed
- 19 Feb 2026
- Value
- £150,000
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 13bids · 13 electronic · 2 from abroad | 11 | — | — |
Contracting authority & participating public bodies
Dispute resolution & review bodies
- Edinburgh Sheriff CourtReview body
Bidders & participating suppliers
1 commercial party on the notice- Concerto Support ServicesAwarded supplier
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.