Award

Management and maintenance of IT services

MUSEUMS GALLERIES SCOTLAND

This public procurement record has 2 releases in its history.

Summary of the contracting process

The procurement process led by Museums Galleries Scotland (MGS), a central purchasing body in Edinburgh, sought to secure a provider for the management and maintenance of IT services. This tender, under the industry category of 'Recreation, culture and religion', was conducted using an open procurement method. The process began with an invitation to tender in June 2025, with the award granted in August 2025 to Mother Technologies Ltd. The contract, valued at GBP 76,469, is focused on efficient service management and delivery including incident support and the lifecycle management of end-user devices. The services are required in the UKM region, with a key deadline for the tender submission having been on the 7th of July 2025.

This contract presents significant opportunities for IT service providers, especially those with Microsoft Gold Partner accreditation or equivalent capabilities. Businesses experienced in managing IT infrastructure will find growth potential here, given the emphasis on innovation, sustainability, and comprehensive service delivery. MGS is looking for a partner to offer robust IT support to their growing team. This process allows firms to establish or strengthen relationships in the public sector while adhering to sustainability practices by managing refurbished or remanufactured devices. Such contracts are ideal for firms aiming to expand their footprint in the IT management arena within the public sector.

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Notice Title

Management and maintenance of IT services

Notice Description

MGS relies on a stable and well-managed IT infrastructure to support the daily operations of its team, which comprises of 43 end users but has potential to increase up to 50 over the course of the contract. The current managed services contract with an external provider will expire in October 2025, so MGS is now inviting tenders to manage and maintain its IT operations going forward. MGS is looking to appoint a single provider to oversee two key areas: service management and service delivery. This will involve ensuring that all IT systems are managed efficiently and securely, providing a seamless experience for users. The chosen provider will also be expected to offer incident support, resolving any issues as they arise. Further details and specific requirements for each area of service are outlined in the Invitation to Tender which is available at the Additional Documents section.

Lot Information

Lot 1

The provider will work with MGS to provide and manage a range of services within the MGS IT environment including: 1. Service Management 2. Service Delivery MGS welcomes submissions from contractors with a strong understanding of IT services, particularly those accredited as a Microsoft Gold Partner or with an equivalent Solutions Partner designation. The ideal provider will bring a proactive and flexible approach to managing MGS's IT systems, with the ability to adapt to its specific needs and deliver high-quality support. MGS values innovation and creativity and is seeking a partner who can offer fresh solutions while maintaining reliability and consistency in service delivery. Part of the scope of work is to provide management and support of all end-user devices, including desktops, laptops, tablets, and phones. This includes the full lifecycle of devices: deployment, maintenance, updates, replacement, and end-of-life processes. In order to meet Scottish Government obligations around sustainability, if possible MGS would like to source a provider that is able to either provide and recycle refurbished or remanufactured devices, or is willing to configure, maintain and update these devices following purchase by MGS. All tenders must therefore include a note on the viability of this objective. Further details are available in the Invitation to Tender - see Additional Documents section.

Renewal: Renewals or extensions as required - see Invitation to Tender

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000801638
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=AUG538005
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
PCS Notice - Website Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

50 - Repair and maintenance services

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


CPV Codes

50312600 - Maintenance and repair of information technology equipment

50312610 - Maintenance of information technology equipment

72000000 - IT services: consulting, software development, Internet and support

72212421 - Facilities management software development services

72223000 - Information technology requirements review services

72253000 - Helpdesk and support services

72267100 - Maintenance of information technology software

72267200 - Repair of information technology software

Notice Value(s)

Tender Value
£82,500 Under £100K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£76,469 Under £100K

Notice Dates

Publication Date
29 Aug 20255 months ago
Submission Deadline
7 Jul 2025Expired
Future Notice Date
Not specified
Award Date
27 Aug 20256 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
MUSEUMS GALLERIES SCOTLAND
Contact Name
Laura McDonald
Contact Email
procurement@museumsgalleriesscotland.org.uk
Contact Phone
+44 1315504100

Buyer Location

Locality
EDINBURGH
Postcode
EH2 3DN
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
TLM Scotland

Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh North and Leith

Supplier Information

Number of Suppliers
1
Supplier Name

MOTHER TECHNOLOGIES

Further Information

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JUN532480&idx=1
    13th June 2025 - Invitation to tender - Management and maintenance of IT services
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN532480
    Management and maintenance of IT services - MGS relies on a stable and well-managed IT infrastructure to support the daily operations of its team, which comprises of 43 end users but has potential to increase up to 50 over the course of the contract. The current managed services contract with an external provider will expire in October 2025, so MGS is now inviting tenders to manage and maintain its IT operations going forward. MGS is looking to appoint a single provider to oversee two key areas: service management and service delivery. This will involve ensuring that all IT systems are managed efficiently and securely, providing a seamless experience for users. The chosen provider will also be expected to offer incident support, resolving any issues as they arise. Further details and specific requirements for each area of service are outlined in the Invitation to Tender which is available at the Additional Documents section.
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=AUG538005
    Management and maintenance of IT services - MGS relies on a stable and well-managed IT infrastructure to support the daily operations of its team, which comprises of 43 end users but has potential to increase up to 50 over the course of the contract. The current managed services contract with an external provider will expire in October 2025, so MGS is now inviting tenders to manage and maintain its IT operations going forward. MGS is looking to appoint a single provider to oversee two key areas: service management and service delivery. This will involve ensuring that all IT systems are managed efficiently and securely, providing a seamless experience for users. The chosen provider will also be expected to offer incident support, resolving any issues as they arise. Further details and specific requirements for each area of service are outlined in the Invitation to Tender which is available at the Additional Documents section.

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