Award

Cloud - Based Computerised Maintenance Management System

NATIONAL LIBRARY OF SCOTLAND

This public procurement record has 2 releases in its history.

Award

23 Feb 2026 at 00:00

Tender

04 Sep 2025 at 00:00

Summary of the contracting process

The National Library of Scotland is undertaking a procurement process to acquire a Cloud-Based Computerised Maintenance Management System (CMMS). Located at George IV Bridge, Edinburgh, the Library is focused on the Recreation, Culture, and Religion industry category within the UKM region. Using an open procedure, this tender aims to develop a cloud-first approach via a fully hosted Software as a Service solution to improve its Estate Team operations. The procurement has moved to the award and contract stage as of February 2026, following previous stages of planning and tender. The initial contract, valued at £150,000, was signed on 19 February 2026, with an option to renew for up to three more terms of 24 months each.

This procurement provides significant opportunities for technology-oriented SMEs, particularly those specialising in cloud solutions and software services, to expand their market reach. With 13 bids submitted, including 11 from SMEs, this showcases a competitive environment that allows businesses to showcase their cloud-based solutions tailored for information and operations management. The winning bidder, Concerto Support Services, highlights that SMEs with expertise in cloud-based SaaS and those able to deliver training and ongoing service support are positioned well to compete for such contracts, thereby enhancing their business growth and reputation.

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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

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

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

Supplier Information

Number of Suppliers
1
Supplier Name

CONCERTO SUPPORT SERVICES

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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