Award

Cloud - Based Computerised Maintenance Management System

NATIONAL LIBRARY OF SCOTLAND

This public procurement record has 3 releases in its history.

Award

23 Feb 2026 at 16:11

Tender

04 Sep 2025 at 13:57

Planning

02 May 2025 at 12:03

Summary of the contracting process

The National Library of Scotland has embarked on a procurement process for a Cloud-Based Computerised Maintenance Management System (CMMS), targeting the facilities management software package industry. This procurement aims to enhance the efficiency and data management of the Library's Estate Team operations across its sites in Edinburgh and Glasgow. Initially planned, this process has progressed from planning to active tendering, along the open procedure path, and currently reached an awarding stage with a contract signed with Concerto Support Services. Key dates include the tendering period closure on 8th October 2025, with contract execution starting on 19th February 2026. The buyer, National Library of Scotland, located at George IV Bridge, Edinburgh, functions as a central purchasing body governed by public law, and ensures the procurement adheres to open and transparent practices outlined under CELEX legal directives.

This procurement presents substantial opportunities for businesses in the software development and IT services sector, particularly those specialising in SaaS and cloud solutions. As the Library prioritises a cloud-first system with extensive functionalities including data migration, support and training, businesses capable of delivering comprehensive, user-friendly, and innovative digital solutions are well-placed to compete. This tender serves as a gateway for expanding business operations to include government contracts, offering a stage to exhibit competitive technical and pricing capabilities, as indicated by the 60/40 award criteria split between quality and price. Timely operational and financial readiness make SMEs particularly suited to fulfil the Library's need for efficient and effective solutions that align with its long-term digital strategy aspirations.

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How relevant is this notice?

Notice Title

Cloud - Based Computerised Maintenance Management System

Notice Description

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.

Lot Information

Lot 1

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.

Renewal: 3 x 24 months

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-050c3a
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/016220-2026
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

48100000 - Industry specific software package

48420000 - Facilities management software package and software package suite

Notice Value(s)

Tender Value
£250,000 £100K-£500K
Lots Value
£250,000 £100K-£500K
Awards Value
Not specified
Contracts Value
£150,000 £100K-£500K

Notice Dates

Publication Date
23 Feb 20262 months ago
Submission Deadline
8 Oct 2025Expired
Future Notice Date
17 Aug 2025Expired
Award Date
19 Feb 20262 months ago
Contract Period
Not specified - Not specified
Recurrence
Estimated to issue contract notice for replacement system in 3,5,7 or 9 years from now, depending on winning tenderer's performance.

Notice Status

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

Contracting Authority (Buyer)

Main Buyer
NATIONAL LIBRARY OF 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
EH1 1EW
Post Town
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
TLM75 City of Edinburgh

Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh East and Musselburgh

Supplier Information

Number of Suppliers
1
Supplier Name

CONCERTO SUPPORT SERVICES

Open Contracting Data Standard (OCDS)

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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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