Planning

Ask AI about this notice

Summarise, research or assess it with AI

View Markdown

Share this notice

Send this contract to a colleague

Access and Collections Management System

National Records of Scotland

This public procurement record has 1 release in its history.

Planning

16 Oct 2026 at 01:00

OJEU - F1 - Prior Information Notice
Summary of the contracting process

National Records of Scotland (NRS) is seeking to understand the market for a replacement access and collections management system. The system would support the work of managing Scotland’s national archives, including accessioning, cataloguing, conservation, search-room and reader services, collection access and online public discovery. NRS currently uses Axiell CALM as its primary collections management system, within a wider ecosystem of applications. The potential scope includes replacing that core capability and possibly bringing associated legacy applications together in a more integrated platform. This is a software and related services requirement, with delivery at NRS’s General Register House in Edinburgh.

This is at the planning stage: NRS is conducting a request for information to assess the market, not inviting tenders. The procurement method and evaluation arrangements have not yet been established. The buyer’s stated aim is to identify and implement a replacement before Axiell CALM reaches end of support on 31 December 2027; this is a requirement milestone, not a bid deadline. NRS indicates that it expects to issue a further notice on 16 June 2027. The planning estimate is £350,000. The requirement is presented as a single lot. The information-gathering exercise will help NRS determine whether commercial solutions can meet its needs and whether consolidation of related legacy applications is viable.

The research will suit suppliers with established collections-management or archival systems, particularly those able to support the full lifecycle from accessioning and cataloguing through conservation, reading-room services and public online discovery. Providers with experience integrating systems and consolidating legacy applications may be well placed to advise on a more unified platform. NRS’s requirements span both specialist records-management functionality and access services, so suppliers should be ready to explain how their products can work across those functions and support the preservation and availability of national archival collections. This stage is an opportunity for relevant providers to inform the buyer’s understanding of available commercial solutions and the shape of a future requirement; it is not an invitation to submit a tender. No specific accreditations or supplier qualifications are stated.

How relevant is this notice?

Notice Information

Notice Title

Access and Collections Management System

Notice Description

National Records of Scotland (NRS) is a Non-Ministerial Department of the Scottish Government. Our purpose is to collect, preserve and produce information about Scotland's people and history and make it available to inform current and future generations. This includes selecting, preserving and making available the national archives of Scotland. NRS currently relies upon Axiell CALM as its primary collections management system. The system forms part of a wider Access and Collections Management ecosystem supporting accessioning, cataloguing, conservation, search room services, reader services, collection access and online public discovery. Axiell CALM reaches end-of- support on 31 December 2027, creating a requirement to identify and implement a replacement solution before this date. This Request for Information (RFI) is intended to help NRS understand the current market and determine whether suitable commercial solutions exist that can replace the current collections management capability and potentially consolidate a number of associated legacy applications into a more integrated platform. This exercise is a Request for Information only and does not constitute an Invitation to Tender.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000845891
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT566792
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
OJEU - F1 - Prior Information Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

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

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

48000000 - Software package and information systems

48100000 - Industry specific software package

48161000 - Library management system

48311000 - Document management software package

72268000 - Software supply services

79995000 - Library management services

Notice Value(s)

Tender Value
£350,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
16 Oct 20261 weeks ago
Submission Deadline
Not specified
Future Notice Date
16 Jun 20278 months to go
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Planned
Lots Status
Planned
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
National Records 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 3YY
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
City Centre
Westminster Constituency
Edinburgh North and Leith

Further Information

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=OCT566792&idx=1
    16th October 2026 - ACMS RFI
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT566792
    Access and Collections Management System - National Records of Scotland (NRS) is a Non-Ministerial Department of the Scottish Government. Our purpose is to collect, preserve and produce information about Scotland's people and history and make it available to inform current and future generations. This includes selecting, preserving and making available the national archives of Scotland. NRS currently relies upon Axiell CALM as its primary collections management system. The system forms part of a wider Access and Collections Management ecosystem supporting accessioning, cataloguing, conservation, search room services, reader services, collection access and online public discovery. Axiell CALM reaches end-of- support on 31 December 2027, creating a requirement to identify and implement a replacement solution before this date. This Request for Information (RFI) is intended to help NRS understand the current market and determine whether suitable commercial solutions exist that can replace the current collections management capability and potentially consolidate a number of associated legacy applications into a more integrated platform. This exercise is a Request for Information only and does not constitute an Invitation to Tender.

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

JSON Markdown

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.

Loading OCDS record...