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Provision of Visitor Counting Solution

National Galleries of Scotland

This public procurement record has 2 releases in its history.

Award

17 Sep 2026 at 01:00

OJEU - F3 - Contract Award Notice
Tender

27 Jan 2026 at 00:00

OJEU - F2 - Contract Notice
Summary of the contracting process

National Galleries of Scotland procured a visitor counting solution for its gallery spaces in Edinburgh. The requirement covers technology to measure and analyse visitor footfall accurately, support operational planning, improve the visitor experience, and inform decisions on staffing, exhibitions and resource allocation. The solution must be robust, straightforward to maintain and able to integrate with the organisation’s existing IT infrastructure, supporting reliable reporting and future scalability. This is primarily a visitor-monitoring technology and implementation requirement, classified under CPV 48810000 for information systems. The arrangement is for one supplier and is non-exclusive, so National Galleries of Scotland can procure similar requirements outside the agreement when needed. The solution is relevant to suppliers of visitor counting, people-counting, footfall analytics, data reporting and associated systems integration for museums, galleries or comparable public venues.

The procurement has been awarded following an open, single-stage procedure. One lot was evaluated on quality at 60% and price at 40%; variants were not permitted. Ten electronic bids were received, including nine from SMEs. Nexbib Solutions Limted was selected, and the contract was signed on 10 September 2026. The awarded contract value is £54,205. The wider estimated procurement value was £150,000, inclusive of optional extensions and an estimated CPI price adjustment. The initial contract period is 48 months, with extensions allowed on more than one occasion up to a maximum additional 24 months, giving a possible maximum duration of 72 months. The contract is active. Bidders were required to complete the Scottish SPD and tender response, with pass/fail requirements covering authorisations, financial standing, quality assurance, health and safety, and environmental management.

This award demonstrates established demand from a major Scottish cultural organisation for dependable visitor-counting infrastructure rather than a simple standalone counter. Suppliers seeking comparable work should be able to provide accurate footfall measurement across multiple gallery spaces, meaningful analysis and reporting, and integration with existing IT environments. Credibility will depend on demonstrating robust, maintainable technology, scalable architecture and an understanding of how visitor data supports staffing, exhibitions, operational planning and visitor experience. Cyber Essentials Basic certification, or an equivalent, is required throughout delivery, so suppliers should have an appropriate cyber-security position in place. Relevant quality assurance, health and safety and environmental management arrangements are also important. Experience supporting museums, galleries, visitor attractions or other public-facing estates would help a competitor show that it can operate reliably in a complex venue environment.

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Notice Information

Notice Title

Provision of Visitor Counting Solution

Notice Description

National Galleries Scotland (NGS) wish to award a contract for the Provision of Visitor Counting Solution to a single Supplier. NGS require a modern Visitor Counting Solution to accurately track and analyse footfall across all gallery spaces. This solution will provide reliable data to support operational planning, improve visitor experience, and inform strategic decisions on staffing, exhibitions, and resource allocation. The system must be robust, easy to maintain and capable of integrating with existing IT infrastructure to ensure seamless reporting and long-term scalability. Full details of the Contract Requirements and Specification are detailed under Section 2 of the Invitation to Tender (ITT). There is no commitment to a minimum spend over the duration of the contract. Under this agreement, no minimum spend is guaranteed. The Supplier must have a clear understanding of the contract requirements and the organisational needs of NGS. It is a requirement that the Supplier as a minimum, hold or commit to obtain prior to the award of contract, a valid Cyber Essentials Basic Certification (or equivalent) in place throughout the duration of the contract. The agreement will be non-exclusive i.e., NGS reserves the right, in certain circumstances, to procure out with the Contract Agreement, as and when required. In the event of unsatisfactory performance by the successful Supplier and the termination of the contract by either party, NGS reserves the right to negotiate the continuance of the services with the second and third placed Suppliers.

Lot Information

Lot 1

The procurement will be conducted through the use of the Open (single stage) Procedure. Bidders must complete and submit both an SPD and tender response. Economic Operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.

Options: NGS reserves the right to issue a contract modification in terms of Regulation 72 of the Public Contracts (Scotland) Regulations 2015.

Renewal: The contract duration will be for an initial 48-month period, with the option to extend on more than one occasion but not exceeding an additional 24 months; resulting in a possible maximum contract duration of 72 months. This is at the discretion of NGS.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000821591
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP564719
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

51 - Installation services (except software)

63 - Supporting and auxiliary transport services; travel agencies services

64 - Postal and telecommunications services

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

CPV Codes

48800000 - Information systems and servers

48810000 - Information systems

51612000 - Installation services of information-processing equipment

63513000 - Tourist information services

64216200 - Electronic information services

72222000 - Information systems or technology strategic review and planning services

72222300 - Information technology services

72267100 - Maintenance of information technology software

Notice Value(s)

Tender Value
£150,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£54,205 Under £100K

Notice Dates

Publication Date
17 Sep 20261 months ago
Submission Deadline
9 Mar 2026Expired
Future Notice Date
Not specified
Award Date
Not specified
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
National Galleries 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
EH4 3DS
Postcode Area
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
Inverleith
Westminster Constituency
Edinburgh West

Supplier Information

Number of Suppliers
1
Supplier Name

Nexbib Solutions Limted

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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