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CES - Property Management System

Crown Estate Scotland

This public procurement record has 5 releases in its history.

Award

18 Jun 2025 at 10:55

Award Notice
Tender

24 Jan 2024 at 16:36

Tender Notice
Award

15 Jan 2024 at 14:32

Award Notice
Tender

31 Oct 2023 at 15:07

Tender Notice
Planning

06 Jun 2023 at 14:39

Planning Notice
Summary of the contracting process

The most recent procurement process, led by Crown Estate Scotland, focused on acquiring a Property Management System to manage approximately 4,300 diverse assets, including agricultural farms, residential properties, and offshore installations. The procurement, classified under software package and information systems, was carried out using an open procedure. The award stage was completed on 18th June 2025, with the contract valued at £2,354,097.43, awarded to Grosvenor Systems. Located in Edinburgh, Crown Estate Scotland, a public corporation, sought a system supporting Scotland's property laws. This procurement process followed previous stages, including a tender period that ended on 26th February 2024, and aligns with legal frameworks such as CELEX 32014L0024.

This tender presents substantial growth opportunities for businesses specialising in property management and software development, particularly those experienced in handling diverse property portfolios. Companies with expertise in software implementation services, especially those certified under industry standards such as ISO 27001, would be well-suited to such contracts. SMEs, like Grosvenor Systems, have demonstrated competitive advantage, suggesting that smaller firms can successfully navigate the tender requirements, provided they meet the financial and technical criteria set by the procurement body. Businesses aiming to expand in the UK market, especially those with innovative and adaptable software solutions, would find this field ripe for expansion.

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Notice Information

Notice Title

CES - Property Management System

Notice 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.

Lot Information

Lot 1

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

Renewal: 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.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-03d409
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/033190-2025
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
Planning Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

48100000 - Industry specific software package

Notice Value(s)

Tender Value
£3,400,000 £1M-£10M
Lots Value
£3,000,000 £1M-£10M
Awards Value
Not specified
Contracts Value
£2,354,097 £1M-£10M

Notice Dates

Publication Date
18 Jun 20251 years ago
Submission Deadline
26 Feb 2024Expired
Future Notice Date
13 Sep 2023Expired
Award Date
4 Jun 20251 years ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Cancelled
Awards Status
Active, Unsuccessful
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Crown Estate Scotland
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
EDINBURGH
Postcode
EH3 9GL
Postcode Area
Edinburgh
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
Not specified
Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh East and Musselburgh

Supplier Information

Number of Suppliers
1
Supplier Name

Grosvenor Systems

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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