Cloud - Based Computerised Maintenance Management System

{
  "buyer": {
    "id": "GB-FTS-9417",
    "name": "National Library of Scotland"
  },
  "date": "2025-09-04T14:57:34+01:00",
  "description": "This tender process will comprise of 2 stages where, following the initial evaluation of the tender responses, the tenderers\nwill be invited to a demonstration stage.\nFindings from the demonstration stage will be used to verify Tenderer\u2019s scored written responses, including pass / fail responses, and will form part of the overall Quality score. Scores from written responses may be adjusted accordingly where applicable.\nThe Library is not bound to accept the lowest or any submission.\nForm of Contract - the successful tenderer will be required to enter into a formal contract in the form as detailed in ITT.\nNOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at\nhttps://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=808881.\nThe buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at\nhttps://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.\nSuppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the\nclosing time to avoid any last minute problems.\n(SC Ref:808881 )\nDownload the copy of the online SPD document here (to be completed online through postbox submission):\nhttps://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=808881\nNOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=808881.\nThe buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.\nSuppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.\nCommunity benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/\nA summary of the expected community benefits has been provided as follows:\nTenderers must provide their approach to community benefits including economic as part of the delivery of this contract.\nThe winning Tenderer will be required to discuss the content of their community benefit proposal with the Library and agree a plan for the delivery of the agreed community benefits which will become a condition of the contract.\nThe proposal must be measurable and reportable to the Library throughout the duration of this contract.\n(SC Ref:808881)\nDownload the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=808881",
  "id": "053978-2025",
  "initiationType": "tender",
  "language": "en",
  "links": [
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  ],
  "ocid": "ocds-h6vhtk-050c3a",
  "parties": [
    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "Edinburgh",
        "postalCode": "EH1 1EW",
        "region": "UKM",
        "streetAddress": "George IV Bridge"
      },
      "contactPoint": {
        "email": "rosa.mak@nls.uk",
        "telephone": "+44 1316233700",
        "url": "https://www.publiccontractsscotland.gov.uk"
      },
      "details": {
        "buyerProfile": "https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11622",
        "classifications": [
          {
            "description": "Body governed by public law",
            "id": "BODY_PUBLIC",
            "scheme": "TED_CA_TYPE"
          },
          {
            "description": "Recreation, culture and religion",
            "id": "08",
            "scheme": "COFOG"
          }
        ],
        "url": "http://www.nls.uk"
      },
      "id": "GB-FTS-9417",
      "identifier": {
        "legalName": "National Library of Scotland"
      },
      "name": "National Library of Scotland",
      "roles": [
        "buyer",
        "centralPurchasingBody"
      ]
    },
    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "Edinburgh"
      },
      "id": "GB-FTS-1033",
      "identifier": {
        "legalName": "Edinburgh Sheriff Court"
      },
      "name": "Edinburgh Sheriff Court",
      "roles": [
        "reviewBody"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "awardPeriod": {
      "startDate": "2025-10-08T14:00:00+01:00"
    },
    "bidOpening": {
      "address": {
        "streetAddress": "Public Contracts Scotland (PCS) Portal post box"
      },
      "date": "2025-10-08T14:00:00+01:00",
      "description": "Ines Byrne - Procurement and Contracts Manager\nRosa Mak - Procurement and Contracts Partner\nNeil Brown - Procurement and Contracts Officer"
    },
    "classification": {
      "description": "Facilities management software package and software package suite",
      "id": "48420000",
      "scheme": "CPV"
    },
    "contractTerms": {
      "electronicInvoicingPolicy": "allowed",
      "hasElectronicOrdering": true,
      "hasElectronicPayment": true,
      "performanceTerms": "The relevant contract performance conditions are included in the procurement documents."
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "The National Library of Scotland (\"the Library\") is seeking to purchase of a cloud-based Computerised Maintenance Management System (CMMS) including data migration, implementation, training and service support to improve information management of its Estate Team operations, streamline of processes and enhance business efficiencies.\nThe Library is adopting a cloud-first approach and is therefore seeking a fully hosted SaaS (Software as a Service) solution, accessed through web browser and mobile devices to meet  the Library\u2019s needs. The Library expects no on-premise installation.",
    "hasRecurrence": true,
    "id": "2024.25.007",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Industry specific software package",
            "id": "48100000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "region": "UKM75"
          }
        ],
        "deliveryLocation": {
          "description": "57 George IV Bridge, Edinburgh EH1 1EW"
        },
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "60",
              "name": "Technical",
              "type": "quality"
            },
            {
              "description": "40",
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "durationInDays": 1080
        },
        "description": "The National Library of Scotland (the Library) is seeking to purchase of a cloud-based Computerised Maintenance Management System (CMMS) including data migration, implementation, training and service support to improve information management of its Estate Team operations, streamline of processes and enhance business efficiencies.\nThe Library is adopting a cloud-first approach and is therefore seeking a fully hosted SaaS (Software as a Service) solution, accessed through web browser and mobile devices to meet  the Library\u2019s needs. The Library expects no on-premise installation.\nThe new CMMS will be able to mange all of the Library\u0027s premises including 4 sites in Edinburgh and 2 sites in Glasgow.\nThe required CMMS solution is expected to provide functionalities to assist the Library to achieve the following objectives:\n- Reduce the time staff and managers spend running maintenance operations by streamlining processes.\n- Provide clear reports, allowing the maintenance manager to keep track of spending and ensure money is used wisely.\n- Enable staff, contractors, and users to easily report problems and see how repairs are progressing.\n- Track jobs by time and cost, enabling clear understanding of how long things take and how much they cost.\n- Report on performance to help improve services.\n- Provide information that helps prove value for money to the Library and its Board.\n- Connect with smart devices and cloud-based systems to improve automation and data sharing. Additional information: N/A",
        "hasOptions": false,
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "3 x 24 months"
        },
        "status": "active",
        "submissionTerms": {
          "variantPolicy": "notAllowed"
        },
        "value": {
          "amount": 250000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "goods",
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure",
    "recurrence": {
      "description": "Estimated to issue contract notice for replacement system in 3,5,7 or 9 years from now, depending on winning tenderer\u0027s performance."
    },
    "selectionCriteria": {
      "criteria": [
        {
          "appliesTo": [
            "supplier"
          ],
          "description": "The relevant selection criteria will be included in the SPD module.",
          "type": "suitability"
        },
        {
          "appliesTo": [
            "supplier"
          ],
          "description": "The relevant selection criteria will be included in the SPD module.",
          "minimum": "Tenderers must be of sound economic standing to be able to fulfil contractual requirements if appointed. Tenderers must submit three most recent financial years of audited accounts including (i) balance sheets and (ii) profit and loss information - or equivalent information, according to circumstances.\nIt is a requirements for tenderers to hold, or commit to obtain prior to the commencement of any subsequently awarded contract the types and levels of insurances indicated below:\nEmployers Liability: 5,000,000 GBP\nProfessional Indemnity: 2,000,000 GBP\nPublic / Product Liability: 2,000,000 GBP",
          "type": "economic"
        },
        {
          "appliesTo": [
            "supplier"
          ],
          "description": "The relevant selection criteria will be included in the SPD module.",
          "minimum": "The relevant selection criteria will be included in the SPD module.",
          "type": "technical"
        }
      ]
    },
    "status": "active",
    "submissionMethod": [
      "electronicSubmission"
    ],
    "submissionMethodDetails": "https://www.publiccontractsscotland.gov.uk",
    "submissionTerms": {
      "languages": [
        "en"
      ]
    },
    "techniques": {
      "hasElectronicAuction": true
    },
    "tenderPeriod": {
      "endDate": "2025-10-08T12:00:00+01:00"
    },
    "title": "Cloud - Based Computerised Maintenance Management System",
    "value": {
      "amount": 250000,
      "currency": "GBP"
    }
  }
}