Cloud - Based Computerised Maintenance Management System

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.

The 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’s needs. The Library expects no on-premise installation.

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.

The 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’s needs. The Library expects no on-premise installation.

The new CMMS will be able to mange all of the Library's premises including 4 sites in Edinburgh and 2 sites in Glasgow.

The required CMMS solution is expected to provide functionalities to assist the Library to achieve the following objectives:

• Reduce the time staff and managers spend running maintenance operations by streamlining processes.
• Provide clear reports, allowing the maintenance manager to keep track of spending and ensure money is used wisely.
• Enable staff, contractors, and users to easily report problems and see how repairs are progressing.
• Track jobs by time and cost, enabling clear understanding of how long things take and how much they cost.
• Report on performance to help improve services.
• Provide information that helps prove value for money to the Library and its Board.
• Connect with smart devices and cloud-based systems to improve automation and data sharing.. N/A

This tender process will comprise of 2 stages where, following the initial evaluation of the tender responses, the tenderers

will be invited to a demonstration stage.

Findings from the demonstration stage will be used to verify Tenderer’s 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.

The Library is not bound to accept the lowest or any submission.

Form of Contract - the successful tenderer will be required to enter into a formal contract in the form as detailed in ITT.