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CFM0398 - Plotbox Digital Bereavement System

Fife Council

This public procurement record has 2 releases in its history.

Award

23 Jul 2025 at 01:00

OJEU - F3 - Contract Award Notice
Award

10 Jul 2025 at 01:00

OJEU - F15 - Voluntary Ex Ante Transparency Notice
Summary of the contracting process

Fife Council has awarded a contract for the purchase of the Plotbox Digital Bereavement System. This procurement falls under the industry category of General Public Services and involves a unique digital bereavement system designed to manage crematorium, cemetery, and burial operations. Located in Glenrothes, Fife Council serves as the buying organisation. This contract, signed on 10th July 2025, operates within the UKM72 region, covering area-specific needs such as the crematoria in Dunfermline and Kirkcaldy. The procurement stage is complete, having been initiated without prior publication due to the sole availability of the services provided by Plotbox. The award notice was published on 23rd July 2025, signifying the conclusion of the procurement process under a direct award procedure.

This tender presents a singular business growth opportunity primarily suited to suppliers offering niche digital solutions within bereavement management services. The awarded contract assures substantial business expansion for GSS NI t/a PlotBox, a small-to-medium enterprise harnessing a cloud-based cemetery and crematorium management system. Companies specialising in bespoke management solutions, particularly those addressing digitisation in public service sectors, could find inspiration and guidance from Plotbox’s unique proposition, which overcame market norms to secure this award. It highlights the potential for growth by innovating within specific sectors where alternative solutions are scarce.

How relevant is this notice?

Notice Information

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.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000804050
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUL535267
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
OJEU - F3 - Contract 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 20251 years ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
10 Jul 20251 years 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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Fife Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
GLENROTHES
Postcode
KY7 5LT
Postcode Area
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

Further Information

Notice Documents

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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