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Provision of Digital Asset Management System (DAMS): PIN - Request for Information

National Galleries of Scotland

This public procurement record has 1 release in its history.

Planning

20 Oct 2026 at 01:00

PCS Notice - Website Prior Information Notice
Summary of the contracting process

National Galleries of Scotland is researching a possible replacement for its existing digital asset management system (DAMS). The potential requirement is for a digital system and related services; the published scope is described as a proposal, not a final specification. The purpose of the research is to understand supplier interest and gather market views to help shape the procurement strategy and any eventual competition. The buyer is National Galleries of Scotland, and the recorded delivery location is Edinburgh. This is market research into a possible future requirement, not a commitment to purchase or a guarantee that a contract will follow. Suppliers should therefore treat the described requirement as provisional when considering whether the organisation and its products or services are relevant.

The process is at planning stage and is a request for information, not an invitation to tender or a call for competition. National Galleries of Scotland intends to use supplier responses to inform its procurement strategy and make any later route attractive to the market and competitive. The notice gives an indicative date of 29 January 2027 for a future notice. For this market engagement, questions were due by 12 noon on 13 November 2026 and responses by 12 noon on 27 November 2026; these are RFI dates, not tender submission deadlines. There is one lot. No contract award method, evaluation criteria, contract period or financial value is stated. Any dates and proposals may change, and the buyer makes no commitment to procure.

This research is relevant to suppliers of digital asset management systems and associated services, particularly those with experience helping cultural organisations manage digital assets. The buyer is seeking insight into market interest and views on the proposed requirement and future procurement approach, so suppliers able to explain their solutions and how a competition could attract a competitive field may have useful input. Participation could help the buyer understand what the market can offer before it settles its strategy. This is preparation and market engagement rather than a bid opportunity: the buyer may use comments when developing future tender documents, but is not obliged to accept them, proceed with a procurement or reimburse response costs. The final scope and commercial conditions remain subject to development.

How relevant is this notice?

Notice Information

Notice Title

Provision of Digital Asset Management System (DAMS): PIN - Request for Information

Notice Description

This Request for Information seeks supplier insight to inform the potential replacement of NGS's existing Digital Asset Management System. The purpose of this PIN is to gauge interest as well as seek views and information from the marketplace in relation to a potential future contract opportunity. It will also inform the procurement strategy ensuring that any procurement route subsequently selected is attractive to the marketplace and will provide a competitive tendering environment for efficient delivery of any future contract requirements. Suppliers should note that this PIN does not constitute any guarantee or work, it is purely for market research purposes.

Lot Information

Lot 1

This is a Request for Information (RFI) only (not an Invitation to Tender). The RFI document is available from the Public Contracts Scotland Website. The deadline for raising any questions in relation to the RFI is 12noon on 13th November 2026, with the deadline for responding to the RFI being 12noon on Friday 27th November 2026.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000846058
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT566937
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
PCS Notice - Website 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

CPV Codes

48311000 - Document management software package

48328000 - Image-processing software package

48329000 - Imaging and archiving system

48810000 - Information systems

72263000 - Software implementation services

72267100 - Maintenance of information technology software

72268000 - Software supply services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
20 Oct 20261 weeks ago
Submission Deadline
Not specified
Future Notice Date
29 Jan 20274 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 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

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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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