Notice Information
Notice Title
Cloud - Based Computerised Maintenance Management System
Notice Description
The National Library of Scotland ("the Library") is seeking to purchase of a cloud-based Computerised Maintenance Management System (CMMS) including data migration, implementation, training and service support to improve information management of its Estate Team operations, streamline of processes and enhance business efficiencies. The Library is adopting a cloud-first approach and is therefore seeking a fully hosted SaaS (Software as a Service) solution, accessed through web browser and mobile devices to meet the Library's needs. The Library expects no on-premise installation.
Lot Information
Lot 1
The National Library of Scotland (the Library) is seeking to purchase of a cloud-based Computerised Maintenance Management System (CMMS) including data migration, implementation, training and service support to improve information management of its Estate Team operations, streamline of processes and enhance business efficiencies. The Library is adopting a cloud-first approach and is therefore seeking a fully hosted SaaS (Software as a Service) solution, accessed through web browser and mobile devices to meet the Library's needs. The Library expects no on-premise installation. The new CMMS will be able to mange all of the Library's premises including 4 sites in Edinburgh and 2 sites in Glasgow. The required CMMS solution is expected to provide functionalities to assist the Library to achieve the following objectives: - Reduce the time staff and managers spend running maintenance operations by streamlining processes. - Provide clear reports, allowing the maintenance manager to keep track of spending and ensure money is used wisely. - Enable staff, contractors, and users to easily report problems and see how repairs are progressing. - Track jobs by time and cost, enabling clear understanding of how long things take and how much they cost. - Report on performance to help improve services. - Provide information that helps prove value for money to the Library and its Board. - Connect with smart devices and cloud-based systems to improve automation and data sharing.. The initial contract is 3 years, with an option to extend for 3 x 24 months.
Renewal: 3 x 24 months
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-r6ebe6-0000808881
- Publication Source
- Public Contracts Scotland
- Latest Notice
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB550184
- 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
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
- £250,000 £100K-£500K
- Awards Value
- Not specified
- Contracts Value
- £150,000 £100K-£500K
Notice Dates
- Publication Date
- 23 Feb 20262 months ago
- Submission Deadline
- 8 Oct 2025Expired
- Future Notice Date
- Not specified
- Award Date
- 19 Feb 20262 months ago
- Contract Period
- Not specified - Not specified
- Recurrence
- Estimated to issue contract notice for replacement system in 3,5,7 or 9 years from now, depending on winning tenderer's performance.
Notice Status
- Tender Status
- Complete
- Lots Status
- Complete
- Awards Status
- Not Specified
- Contracts Status
- Active
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- NATIONAL LIBRARY OF 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
- 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
-
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP538528&idx=1
4th September 2025 - CMMS-Invitation to Tender (ITT) -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP538528&idx=2
4th September 2025 - CMMS-ITT Annex B (Appendix 1-4) -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP538528&idx=3
4th September 2025 - CMMS-Requirements Specification -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP538528&idx=4
4th September 2025 - CMMS-Quality Response Document -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP538528&idx=5
4th September 2025 - CMMS-Quality Response Document (Additional Information) -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP538528&idx=6
4th September 2025 - CMMS Pricing Schedule -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP538528&idx=7
4th September 2025 - CMMS - Conditions of Contract Model Form for Service -
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP538528
Cloud - Based Computerised Maintenance Management System - The National Library of Scotland ("the Library") is seeking to purchase of a cloud-based Computerised Maintenance Management System (CMMS) including data migration, implementation, training and service support to improve information management of its Estate Team operations, streamline of processes and enhance business efficiencies. The Library is adopting a cloud-first approach and is therefore seeking a fully hosted SaaS (Software as a Service) solution, accessed through web browser and mobile devices to meet the Library's needs. The Library expects no on-premise installation. -
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB550184
Cloud - Based Computerised Maintenance Management System - The National Library of Scotland ("the Library") is seeking to purchase of a cloud-based Computerised Maintenance Management System (CMMS) including data migration, implementation, training and service support to improve information management of its Estate Team operations, streamline of processes and enhance business efficiencies. The Library is adopting a cloud-first approach and is therefore seeking a fully hosted SaaS (Software as a Service) solution, accessed through web browser and mobile devices to meet the Library's needs. The Library expects no on-premise installation.
Open Contracting Data Standard (OCDS)
View full OCDS Record for this contracting process
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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