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Provision of Scanning Equipment Maintenance Services

Historic Environment Scotland

This public procurement record has 1 release in its history.

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16 Sep 2026 at 01:00

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

Historic Environment Scotland procured maintenance services for digital scanning equipment used by the National Collection of Aerial Photography in Edinburgh. The requirement covers customer support, annual on-site preventative hardware maintenance, annual servicing to recalibrate the equipment, and replacement of fluorescent transmissive lamps. It relates to specialist repair and maintenance services for scanning equipment, classified under CPV 50430000. The equipment is legacy technology and is no longer commercially available. The work therefore concerns ongoing technical support for an established scanning operation rather than the supply of new scanning systems. Historic Environment Scotland is the public body buying and using the service, with the equipment supporting its national photographic collection.

The procurement has been awarded and the contract is active. Historic Environment Scotland awarded the single lot to GeoToolBox Iberica S.L. The contract was signed on 14 September 2026 for £215,000, with a duration of 60 months. The authority used a limited procedure without prior publication of a call for competition, relying on the absence of competition for technical reasons. The stated basis was that only the selected supplier could provide the required support and service engineers, together with suitable spare parts for the legacy equipment. The contract also includes an option for additional deliveries, including partial replacement or extensions of existing supplies and installations, at the authority’s discretion. The procurement is covered by the Government Procurement Agreement.

This award indicates a recurring requirement for specialist maintenance of legacy digital scanning equipment supporting a national photographic archive. A credible future competitor would need demonstrable expertise in maintaining the relevant scanning systems, access to suitably qualified service engineers, and the ability to source and hold compatible spare parts for equipment that is no longer commercially available. The service model requires customer support, planned on-site hardware maintenance, equipment recalibration and replacement of fluorescent transmissive lamps. Suppliers would also need the capacity to provide reliable support over a multi-year period and, where required, undertake additional equipment deliveries, partial replacements or extensions to existing installations. Experience supporting heritage, archival or high-value scanning operations would be commercially relevant to this buyer’s requirement.

How relevant is this notice?

Notice Information

Notice Title

Provision of Scanning Equipment Maintenance Services

Notice Description

This Voluntary Ex-Ante Transparency (VEAT) Notice relates to the intended procurement of maintenance services for scanning equipment. The contract duration is to be for 60 months.

Lot Information

Lot 1

Historic Environment Scotland (HES) intends to award this contract under the conditions of regulation 33.4.b(ii) of the Public Contracts (Scotland) regulations. The Contract will include maintenance services for digital scanning equipment used within the National Collection of Aerial Photography (NCAP). The scope of the maintenance services provided will include: - Customer support services - Annual on-site preventative hardware maintenance - Annual service visit to re-calibrate equipment - Replacement of fluorescent transmissive lamps

Options: The Contracting Authority reserves the right to request additional deliveries by the Successful Tenderer, either intended as partial replacement of supplies or installations or as extensions of existing supplies and installations. The Contracting Authority may at it's sole discretion exercise this option.

Procurement Information

HES intends to award to the Supplier on the basis that competition is absent for technical reasons. The equipment in question is legacy equipment and no longer commercially available. Given the nature of the services described in II.2.4 of this notice, the necessary support and service engineers, along with a stock of spare parts, can only be provided by the Supplier.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000843116
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP564628
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
OJEU - F15 - Voluntary Ex Ante Transparency 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
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

50 - Repair and maintenance services

CPV Codes

50430000 - Repair and maintenance services of precision equipment

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£215,000 £100K-£500K

Notice Dates

Publication Date
16 Sep 20263 weeks ago
Submission Deadline
Not specified
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
Historic Environment 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
EH9 1SH
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
Southside/Newington
Westminster Constituency
Edinburgh South

Supplier Information

Number of Suppliers
1
Supplier Name

GeoToolBox Iberica S.L.

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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