Award

CFM0398 - Plotbox Digital Bereavement System

FIFE COUNCIL

This public procurement record has 2 releases in its history.

Award

23 Jul 2025 at 11:00

Award

10 Jul 2025 at 10:34

Summary of the contracting process

The public procurement process for the purchase of the CFM0398 - Plotbox Digital Bereavement System has been completed by Fife Council, the regional authority responsible for general public services in the Fife area of the United Kingdom. The contract was awarded on 10th July 2025 to the supplier GSS NI t/a PlotBox under a limited procurement method, without prior publication of a call for competition due to the unique services provided by Plotbox. This process involved software-related services for managing crematoriums and cemeteries, with deliveries to the UKM72 region. Due diligence was conducted by Fife Council to ensure transparency and openness, as no known alternative could match the bespoke features offered by Plotbox, such as portals for Funeral Directors and Memorial Masons.

This contract presents substantial opportunities for businesses engaged in software-related services, particularly those specialising in cloud-based solutions for bereavement management and cemetery operations. The contract's unique nature and the direct award style underscore a significant market lead and competitive advantage for suppliers offering distinct solutions in this niche. SMEs operating within the UK's framework may find similar opportunities by offering exclusive, high-standard services that cater to specific needs not widely available on existing platforms. The supplier's engagement with Fife Council not only expands their reach but also sets an industry benchmark for innovative bereavement management systems.

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Notice Title

CFM0398 - Plotbox Digital Bereavement System

Notice Description

This procurement is for the purchase of the Plotbox system. This is a digital bereavement system that allows management of crematorium, cemetery and burials.

Lot Information

Lot 1

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.

Procurement Information

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.

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-055cbc
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/042320-2025
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Limited
Procurement Method Details
Award procedure without prior publication of a call for competition
Tender Suitability
Not specified
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

72 - IT services: consulting, software development, Internet and support


CPV Codes

72260000 - Software-related services

Notice Value(s)

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

Notice Dates

Publication Date
23 Jul 20257 months ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
9 Jul 20257 months ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

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

Contracting Authority (Buyer)

Main Buyer
FIFE COUNCIL
Contact Name
Owen Maxwell
Contact Email
owen.maxwell-sw@fife.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
GLENROTHES
Postcode
KY7 5LT
Post Town
Kirkcaldy
Country
Scotland

Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM0 Eastern Scotland
Small Region (ITL 3)
TLM01 Clackmannanshire and Fife
Delivery Location
TLM72 Clackmannanshire and Fife

Local Authority
Fife
Electoral Ward
Glenrothes Central and Thornton
Westminster Constituency
Glenrothes and Mid Fife

Supplier Information

Number of Suppliers
1
Supplier Name

GSS NI T/A PLOTBOX

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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