Planning

Cloud - Based Computerized Maintenance Management System

NATIONAL LIBRARY OF SCOTLAND

This public procurement record has 1 release in its history.

Planning

02 May 2025 at 00:00

OJEU - F1 - Prior Information Notice
Summary of the contracting process

The National Library of Scotland, based in Edinburgh, is planning a procurement process for a cloud-based Computerized Maintenance Management System (CMMS) with service desk capabilities. This procurement falls under the 'Recreation, culture and religion' category and is currently at the planning stage. The library requires the system to be tablet-compatible and integrate seamlessly with SFG20 via API. The primary delivery location is 57 George IV Bridge, Edinburgh, with the project covering multiple sites including those in Glasgow. A future notice is expected to be published by 18th August 2025, indicating the subsequent stages of the procurement. The total contract value is anticipated to be £250,000, with a tenure of three years and an option for extensions. The process is aligned with the General Procurement Agreement (GPA) and complies with European legal requirements.

This tender presents a significant opportunity for businesses specialising in cloud-based software solutions, particularly those with strengths in maintenance management systems and API integration. Vendors providing comprehensive service offerings, including installation, implementation, data migration, and ongoing support, will be well-suited to compete. Establishing a partnership with a prestigious cultural institution like the National Library of Scotland can bolster a firm's portfolio, enhance its market reputation, and potentially lead to additional collaborations within the public sector. Companies with expertise in managing large scale, multi-site deployments stand to benefit greatly from engaging in this procurement process.

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Notice Information

Notice Title

Cloud - Based Computerized Maintenance Management System

Notice Description

The National Library of Scotland ("the Library") is looking for a cloud-based Computerized Maintenance Management System (CMMS) with service desk capabilities. It also requires to be compatible with tablet devices and integrate seamlessly with SFG20 via API.

Lot Information

Lot 1

The National Library of Scotland ("the Library") is looking for a supplier to provide a cloud-based Computerized Maintenance Management System (CMMS) to manage and coordinate all assets and facilities maintenance activities across all premises of the Library. The service will cover the supply of a cloud-based CMMS, installation, implementation, data migration, data storage, system support and maintenance. The new system must be compatible with tablet devices and will be able to integrate seamlessly with SFG20 via API. The new CMMS system is expected to provide service desk capabilities, ensuring efficiency of maintenance management and its process in the Library. The system will be able to manage all of the Library's premises including 4 sites in Edinburgh and 2 sites in Glasgow.. The initial contract term is 3 years, with options to extend for a further 2 years plus 2 years plus 2 years.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000797619
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAY529510
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
OJEU - F1 - Prior Information Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

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
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
2 May 20259 months ago
Submission Deadline
Not specified
Future Notice Date
18 Aug 2025Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Planned
Lots Status
Planned
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
NATIONAL LIBRARY OF SCOTLAND
Contact Name
Not specified
Contact Email
rosa.mak@nls.uk
Contact Phone
+44 1316233700

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

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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