Award

CES - Property Management System

CROWN ESTATE SCOTLAND

This public procurement record has 2 releases in its history.

Award

18 Jun 2025 at 00:00

Tender

24 Jan 2024 at 00:00

Summary of the contracting process

Crown Estate Scotland sought to implement a comprehensive Property Management System through an open procurement process, effective from January 2024 with the award concluded in June 2025. Located in Edinburgh, this procurement targeted the goods industry category, aiming to manage a diverse portfolio of 4,300 assets within the UK region. The procurement method utilised was an open procedure, ensuring a competitive nature suitable for small and medium-sized enterprises (SMEs). Key deadlines included the end of the tender period on 26th February 2024 and the contract signed by the successful supplier, Grosvenor Systems, on 4th June 2025. The contract is valued at approximately £2.35 million GBP, highlighting the scale and importance of the digital transformation of Crown Estate Scotland's property management operations.

This tender provided substantial opportunities for business growth, especially for companies in the software and property management industries. Businesses specialising in complex asset management solutions, capable of adhering to both property and legal standards within Scotland, were particularly well-suited to compete. With stringent selection criteria including quality, cost, and financial stability, firms meeting these benchmarks had the potential to secure a long-term business relationship, given the contract's possibility for extension over several years. Additionally, the focus on community benefits such as employment generation and environmental conservation aligns with broader corporate social responsibility goals, presenting an opportunity for businesses to contribute to societal improvement while expanding their market presence.

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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.

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000756147
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN532834
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
OJEU - F3 - Contract Award 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
Not specified
Awards Value
Not specified
Contracts Value
£2,354,097 £1M-£10M

Notice Dates

Publication Date
18 Jun 20258 months ago
Submission Deadline
26 Feb 2024Expired
Future Notice Date
Not specified
Award Date
4 Jun 20258 months ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

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

Contracting Authority (Buyer)

Main Buyer
CROWN ESTATE SCOTLAND
Contact Name
Not specified
Contact Email
dean.scott@scotland-excel.org.uk, procurement@crownestatescotland.com
Contact Phone
Not specified

Buyer Location

Locality
EDINBURGH
Postcode
EH3 9GL
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
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

Notice Documents

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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