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Provision of Scanning Equipment Maintenance Services

Historic Environment Scotland

This public procurement record has 1 release in its history.

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16 Sep 2026 at 12:10

Award Notice
Summary of the contracting process

Historic Environment Scotland is procuring maintenance services for digital scanning equipment used by the National Collection of Aerial Photography in Edinburgh. The requirement covers precision equipment repair and maintenance, including customer support, annual on-site preventative hardware maintenance, annual servicing and recalibration, and replacement of fluorescent transmissive lamps. The equipment is legacy scanning equipment that is no longer commercially available. The buyer is Historic Environment Scotland, a national agency responsible for heritage, tourism, the built environment and conservation. The contract also allows the authority to request additional deliveries, including partial replacement of supplies or installations and extensions to existing supplies and installations. This is a specialist equipment-support requirement rather than general IT or facilities maintenance work.

The procurement has been completed and awarded under a limited procedure without prior publication of a call for competition. Historic Environment Scotland awarded the single lot to GeoToolBox Iberica S.L. for £215,000. The contract was signed on 14 September 2026 and is intended to run for 60 months. The buyer relied on the absence of competition for technical reasons: the equipment is legacy equipment, and the required support engineers and stock of spare parts can only be provided by the selected supplier. The award was made under regulation 33.4(b)(ii) of the Public Contracts (Scotland) Regulations. The procurement is covered by the Government Procurement Agreement and was evaluated on the basis of the technical justification for awarding without competition.

This award indicates a continuing specialist requirement from Historic Environment Scotland for maintaining and supporting legacy digital scanning equipment used in a national photographic collection. Competitors would need demonstrable expertise with the specific equipment, including the ability to diagnose faults, provide customer support, carry out preventative maintenance and recalibrate scanners on site. They would also need suitably qualified service engineers and reliable access to compatible spare parts, including fluorescent transmissive lamps. The buyer’s stated technical rationale makes equipment-specific capability and supply-chain control central to credibility; general scanning, IT or engineering experience alone would not be enough. Suppliers with manufacturer, specialist distributor or equivalent technical rights and established access to legacy components would be better placed for any future requirement from this buyer.

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Notice Information

Notice Title

Provision of Scanning Equipment Maintenance Services

Notice Description

This Voluntary Ex-Ante Transparency (VEAT) Notice relates to the intended procurement of maintenance services for scanning equipment. The contract duration is to be for 60 months.

Lot Information

Lot 1

Historic Environment Scotland (HES) intends to award this contract under the conditions of regulation 33.4.b(ii) of the Public Contracts (Scotland) regulations. The Contract will include maintenance services for digital scanning equipment used within the National Collection of Aerial Photography (NCAP). The scope of the maintenance services provided will include: - Customer support services - Annual on-site preventative hardware maintenance - Annual service visit to re-calibrate equipment - Replacement of fluorescent transmissive lamps

Options: 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.

Procurement Information

HES intends to award to the Supplier on the basis that competition is absent for technical reasons. The equipment in question is legacy equipment and no longer commercially available. Given the nature of the services described in II.2.4 of this notice, the necessary support and service engineers, along with a stock of spare parts, can only be provided by the Supplier.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06fafe
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/087701-2026
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
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

50 - Repair and maintenance services

CPV Codes

50430000 - Repair and maintenance services of precision equipment

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£215,000 £100K-£500K

Notice Dates

Publication Date
16 Sep 20262 weeks ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Historic Environment 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
EH9 1SH
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
TLM75 City of Edinburgh
Local Authority
City of Edinburgh
Electoral Ward
Southside/Newington
Westminster Constituency
Edinburgh South

Supplier Information

Number of Suppliers
1
Supplier Name

GeoToolBox Iberica S.L.

Further Information

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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