Award

ELC-25-0465 Health & Safety Management Information System

EAST LOTHIAN COUNCIL

This public procurement record has 1 release in its history.

Award

27 Feb 2026 at 00:00

PCS Notice - Website Contract Award Notice
Summary of the contracting process

East Lothian Council undertook a procurement process to renew their Health & Safety Management Information System, which is utilised in conjunction with Midlothian and West Lothian Councils. The procurement, specifically targeting the industry category related to general public services, concluded with the contract award dated 29th January 2026. The process followed a limited procurement method, bypassing competitive tendering due to the existing supplier's capacity constraints and the need to ensure value for money by maintaining the joint system with the other councils. The system renewal was earmarked for delivery in East Lothian, classified under CPV code 48000000, and was completed without prior publication of a call for competition.

This contract presents significant opportunities for businesses involved in health and safety management systems and software solutions, especially those capable of providing continuity and integration within existing frameworks. Large-scale suppliers, particularly those able to deliver additional services reliably under the constraints imposed by incumbent arrangements, would find this tender appealing. The limited nature of the procurement suggests that smaller businesses might face challenges in competing unless they can demonstrate unique value additions or efficiencies. While the primary award went to Sphera, other businesses in the sector should prepare for potential future opportunities as the councils continue to enhance their shared systems.

Find more tenders on our Open Data Platform.
How relevant is this notice?

Notice Information

Notice Title

ELC-25-0465 Health & Safety Management Information System

Notice Description

East Lothian Council are renewing their Health & Safety Management System. This system is shared with Midlothian Council and West Lothian Council.

Lot Information

Lot 1

East Lothian Council are renewing their Health & Safety Management System License.

Options: Single Sign on for all users at 3831.00 GBP

Procurement Information

Additional services required by the incumbent supplier due to inability to resource the implementation and adoption of new software with current resources available. Value for money achieved through incumbent and maintaining joint system with West Lothian Council and Midlothian Council.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000823458
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB550613
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
PCS Notice - Website Contract Award Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Limited
Procurement Method Details
Award procedure without prior publication of a call for competition
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

CPV Codes

48000000 - Software package and information systems

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£118,574 £100K-£500K

Notice Dates

Publication Date
27 Feb 20262 weeks ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
29 Jan 20261 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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
EAST LOTHIAN 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
HADDINGTON, EAST LOTHIAN
Postcode
EH41 3HA
Post Town
Edinburgh
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM11 East Lothian and Midlothian
Delivery Location
TLM73 East Lothian and Midlothian
Local Authority
East Lothian
Electoral Ward
Haddington and Lammermuir
Westminster Constituency
Lothian East

Supplier Information

Number of Suppliers
1
Supplier Name

SPHERA

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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. 

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-r6ebe6-0000823458-2026-02-27T00:00:00Z",
    "date": "2026-02-27T00:00:00Z",
    "ocid": "ocds-r6ebe6-0000823458",
    "initiationType": "tender",
    "parties": [
        {
            "id": "org-1",
            "name": "East Lothian Council",
            "identifier": {
                "legalName": "East Lothian Council"
            },
            "address": {
                "streetAddress": "John Muir House",
                "locality": "Haddington, East Lothian",
                "region": "UKM73",
                "postalCode": "EH41 3HA"
            },
            "contactPoint": {
                "email": "procurement@eastlothian.gov.uk",
                "telephone": "+44 1620827827",
                "url": "http://"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "Regional or local authority",
                        "scheme": "TED_CA_TYPE"
                    },
                    {
                        "id": "01",
                        "description": "General public services",
                        "scheme": "COFOG"
                    }
                ],
                "url": "http://www.eastlothian.gov.uk"
            }
        },
        {
            "id": "org-2",
            "name": "Sphera",
            "identifier": {
                "legalName": "Sphera"
            },
            "address": {
                "streetAddress": "Innovation Centre",
                "locality": "Warwick",
                "region": "UKG13",
                "postalCode": "CV34 6UW"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "scale": "large",
                "url": "http://"
            }
        },
        {
            "id": "org-3",
            "name": "Edinburgh Sheriff Court",
            "identifier": {
                "legalName": "Edinburgh Sheriff Court"
            },
            "address": {
                "locality": "Edinburgh"
            },
            "contactPoint": {
                "url": "http://"
            },
            "roles": [
                "reviewBody",
                "mediationBody"
            ]
        }
    ],
    "buyer": {
        "name": "East Lothian Council",
        "id": "org-1"
    },
    "tender": {
        "id": "ocds-r6ebe6-0000823458",
        "title": "ELC-25-0465 Health & Safety Management Information System",
        "description": "East Lothian Council are renewing their Health & Safety Management System. This system is shared with Midlothian Council and West Lothian Council.",
        "status": "complete",
        "items": [
            {
                "id": "1",
                "deliveryLocation": {
                    "description": "East Lothian"
                },
                "deliveryAddresses": [
                    {
                        "region": "UKM73"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "procurementMethod": "limited",
        "procurementMethodDetails": "Award procedure without prior publication of a call for competition",
        "procurementMethodRationale": "Additional services required by the incumbent supplier due to inability to resource the implementation and adoption of new software with current resources available. Value for money achieved through incumbent and maintaining joint system with West Lothian Council and Midlothian Council.",
        "mainProcurementCategory": "goods",
        "documents": [
            {
                "id": "FEB550613",
                "documentType": "awardNotice",
                "title": "ELC-25-0465 Health & Safety Management Information System",
                "description": "East Lothian Council are renewing their Health & Safety Management System. This system is shared with Midlothian Council and West Lothian Council.",
                "url": "https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB550613",
                "format": "text/html"
            }
        ],
        "lots": [
            {
                "id": "1",
                "description": "East Lothian Council are renewing their Health & Safety Management System License.",
                "status": "complete",
                "options": {
                    "description": "Single Sign on for all users at 3831.00 GBP"
                },
                "hasOptions": true
            }
        ],
        "procurementMethodRationaleClassifications": [
            {
                "id": "D_OUTSIDE_SCOPE",
                "description": "The procurement falls outside the scope of application of the directive"
            }
        ],
        "classification": {
            "id": "48000000",
            "scheme": "CPV"
        }
    },
    "awards": [
        {
            "id": "ocds-r6ebe6-0000823458-1",
            "suppliers": [
                {
                    "id": "org-2",
                    "name": "Sphera"
                }
            ],
            "relatedLots": [
                "1"
            ]
        }
    ],
    "contracts": [
        {
            "id": "ocds-r6ebe6-0000823458-1",
            "awardID": "ocds-r6ebe6-0000823458-1",
            "status": "active",
            "value": {
                "amount": 118574.25,
                "currency": "GBP"
            },
            "dateSigned": "2026-01-29T00:00:00Z"
        }
    ],
    "language": "EN",
    "description": "(SC Ref:823458)",
    "bids": {
        "statistics": [
            {
                "id": "1",
                "measure": "bids",
                "value": 1,
                "relatedLot": "1"
            },
            {
                "id": "2",
                "measure": "smeBids",
                "value": 0,
                "relatedLot": "1"
            },
            {
                "id": "3",
                "measure": "foreignBidsFromEU",
                "value": 0,
                "relatedLot": "1"
            },
            {
                "id": "4",
                "measure": "foreignBidsFromNonEU",
                "value": 1,
                "relatedLot": "1"
            },
            {
                "id": "5",
                "measure": "electronicBids",
                "value": 1,
                "relatedLot": "1"
            }
        ]
    },
    "links": [
        {
            "rel": "canonical",
            "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000823458"
        }
    ],
    "noticetype": "PCS Notice - Website Contract Award Notice"
}