Find a TenderAwarded

Published 5 Mar 2025, 14:02 GMT

Official UK procurement notice

Commercial Ticketing and Retail Systems

Official notice

Authority: Historic Environment Scotland

2 lotsServicesRestricted procedureSME suitable

Sectors: IT Services & Software (72) Delivery: Scotland (UKM75)

Published estimate£3,500,000total for 2 lots · 1 value update

Submissions closed 4 Jul 2025awarded 14 May 2026

Awarded to Ventrata, REPLY LIMITED2 awards

What is being bought2 lots · detail below

Published requirement description

Provision of commercial ticketing and retail systems

Recurrence: 10 years from the original publication if all available extensions are used

CPV: Information technology services

Lots and requirements (2)Procurement structure

2 lots · all with a published value (£3,500,000 together) · same evaluation weights on every lot

Lot #1Ticketing SystemAwardedRenewalPublished value£1,900,000

Historic Environment Scotland (HES) has a requirement for a modern, functionally rich and adaptable ticketing system to take our visitor business to the next level. HES has a varied estate of sites, each with their own slightly different requirements; some are predominantly pre-booked, while many rely on walk-up ticketing. HES also sells afternoon teas, events tickets and multi-site passes. A new ticketing system must provide a first-class seamless process for online ticket transactions, along with intuitive point of sale and back-office processes that enables first class customer service and booking management.

The following headline areas are within the scope of this ticketing system tender.

Online ticketing
Walk-up ticketing
Ticket collection kiosks
Travel Trade booking management
Explorer Passes
Education bookings
Admissions Gift Aid Management
Membership
Integration to Microsoft Dynamics 365, our primary membership & CRM System
Access control for ticket validation
Payment gateway integrations
Interface (file export) to Oracle Fusion
Reporting

Further information can be found in the document attached with this notice.

Delivery: Scotland

Extensions: The Contracting Authority reserves the right to request additional deliveries by the Successful Tenderer, either intended as partial replacement of supplies or installations or as extensions of existing supplies and installations. The Contracting Authority may at it's sole discretion exercise this option. · The initial contract term will be 5 years with the option to extend for another 3 years and then a final 2 years (5+3+2 contract). The maximum possible contract length if all extensions are used will therefore be 120 months (10 years).Second stage: up to 8 candidates invited to tenderVariant bids: not allowed

72222300 Information technology services

Lot #2Retail SystemAwardedRenewalPublished value£1,600,000

HES requires a mainstream mid-market retail management system with functionality to cover planning, buying, merchandising, warehousing, reporting and full omni-channel management as we continue to develop our online offer and experience for the retail customer.

The following headline areas are within the scope of this retail system tender:

All Retail Buying & Merchandising Processes
Warehouse Management for both general product management & eCommerce fulfilment
Integration to Shopify to have a fully managed stock ecosystem
Store Operations & Compliance
Mobile PoS for pop-up shops & event retailing
EPoS functionality
Integration to Oracle Fusion
Integration with Ticketing system
Reporting

Further information can be found in the document attached with this notice.

Delivery: Scotland

Extensions: The Contracting Authority reserves the right to request additional deliveries by the Successful Tenderer, either intended as partial replacement of supplies or installations or as extensions of existing supplies and installations. The Contracting Authority may at it's sole discretion exercise this option. · The initial contract term will be 5 years with the option to extend for another 3 years and then a final 2 years (5+3+2 contract). The maximum possible contract length if all extensions are used will therefore be 120 months (10 years).Second stage: up to 5 candidates invited to tenderVariant bids: not allowed

72222300 Information technology services

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 · same split on all 2 lots

Quality: 70%Price: 30%

Published sub-criteria (2)

Quality/Technical: 70%
price: 30%

Published award criteria (2)

Quality/Technical: 70
Price: 30

Lot distribution rule: Lots 1 and 2

Conditions of participation1

Economic & financial standing
HES use Scotbis, an independent provider of business credit reports, to assess the financial standing of tenderers. The overall aim of this assessment is to ensure, as far as possible, that any potential Supplier will not have financial difficulties that endanger their ability to perform the Contract. If financial information cannot be gained from that source Historic Environment Scotland will request that you provide full audited accounts for the last full financial year. If Suppliers cannot provide any of the assurances as detailed above, and it is determined by HES that your financial strength is not adequate, then your company may not pass the financial evaluation. If you can provide the assurances as detailed above, HES may explore these options with you before determining whether your company can be taken forward in this procurement exercise. Bank details may also be sought to support the above.
Minimum: Public and Products liability insurance in the sum of not less than TEN MILLION POUNDS sterling (GBP) Employers liability insurance in the sum of not less than FIVE MILLION POUNDS sterling (GBP) Professional Indemnity Insurance in the sum of not less than TEN MILLION POUNDS sterl…

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: Restricted procedure
Legal basis: CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category: Services
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 · 10 years from the original publication if all available extensions are used
First published: 5 Mar 2025, 14:02 GMT
Last source update: 21 May 2026, 11:18 BST
Authority reference: HES/C/4301
FTS notice number: 2026/S 000-046916
Classification (CPV): Information technology services
Delivery area: Scotland (UKM75)
Official registry OCID: ocds-h6vhtk-04e9ce Find a Tender

Contract terms

Electronic trading: e-invoicing allowed · electronic ordering · electronic payment

Publisher note: (SC Ref:832580)

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

Submission deadline: 4 Jul 2025, 12:00 BST
Submission channel: {"electronicSubmission"}
Accepted languages: en
Bid validity: 150 days from the deadline

Detailed submission instructions & authority contactsFrom official release

www.publiccontractsscotland.gov.uk ↗

Timeline

12 May 2025 → 21 May 2026 · 4 dates

Next notice expected
12 May 2025, 00:00 BST
Submission deadline
4 Jul 2025, 12:00 BST
Invitations to tender expected
28 Jul 2025, 00:00 BST
Notice published154 days ago
21 May 2026, 11:18 BST

Notice history

5 events · 3 releases on Find a Tender · since 21 May 2025

Published value published: £3,500,000
21 May 2025, 12:27 BST
Status changed to active
21 May 2025, 12:27 BST
Procurement method changed
21 May 2025, 12:27 BST
Deadline published: 4 Jul 2025, 12:00 BST
21 May 2025, 12:27 BST
Status changed to complete
21 May 2026, 11:18 BST

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 2

Awarded value £2,755,8102 contracts exc. VAT

Bids received 96 from SMEs

Contracts signed 2latest 14 May 2026

Awarded to	Value	Date	Status
Lot 1 · Ticketing System1 award
VentrataSME	£1,248,280 †	—	Awarded
Lot 2 · Retail System1 award
REPLY LIMITED	£1,507,530 †	—	Awarded

Contracts

Ticketing System · VentrataSME
Signed
14 May 2026
Value
£1,248,280
Status
active
Retail System · REPLY LIMITED
Signed
28 Apr 2026
Value
£1,507,530
Status
active

Bid statistics published by the authority

Lot	Bids	SME	VCSE	Valid bid range
1 · Ticketing System	6bids · 6 electronic · 6 from abroad	4	—	—
2 · Retail System	3bids · 3 electronic · 3 from abroad	2	—	—

Contracting authority & participating public bodies

Historic Environment Scotland

Contracting authorityNational or federal agency/officeTourism, Conservation, Built Environment Longmore House, Salisbury Place, Edinburgh, Scotland, EH9 1SHContact name, email, phone Published organisation website ↗

Dispute resolution & review bodies

Edinburgh Sheriff CourtReview body Edinburgh

Bidders & participating suppliers

2 commercial parties on the notice

Reply LimitedAwarded supplier 38 Grosvenor Gardens, London, UK, SW1W 0EB
VentrataAwarded supplier 73 Cornhill, Flat 10, London, UK, EC3V 3QQ

Official documents & specifications (1)

Official links; attachments are not copied

Tender pack and attachments

Technical selection criteriatenderTechnical selection criteria