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PROCUREMENT OPPORTUNITY

CFM0398 - Plotbox Digital Bereavement System

Fife Council · compiled

Tender information last checkedLast checked 30 Sept 2026, 05:39.

Opportunity overview

This procurement is for the purchase of the Plotbox system. This is a digital bereavement system that allows management of crematorium, cemetery and burials.

Awarded to

Amounts belong to published awards or contracts. Where several suppliers share one value, it is labelled as shared and is not a supplier-specific allocation.

GSS NI t/a PlotBox

2 award entriesMatch pending…
Contract value
£250k
Awarded
Not supplied
Contract signed
9 Jul 2025
Status
active
Location
Ballymena, UK, BT43 7QA, United Kingdom
View 2 award IDs

038876-2025-1, 042320-2025-1

Classification

  • CPV72260000 — Software-related services

Lots

  • This contract is for the provision of the Plotbox Pro bereavement digitisation system. Plotbox is a cloud-based cemetery, crematorium and bereavement management solution that helps crematoria and cemeteries operate to high standards. The area of Fife has 2 crematoria located in Dunfermline and Kirkcaldy. The crematoria in Dunfermline covers the west of Fife and the Kirkcaldy crematoria covers the east. There are currently 115 cemeteries that Fife Council are responsible for with 62 of these cemeteries actively hosting burials.Value not stated

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
ocds-h6vhtk-055cbc
Status
complete
Review Details
Economic operators should approach the contracting authority in the first instance. However, the only formal remedy is to apply to the courts: An economic operator that suffers, or is at risk of suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 or the Procurement Reform (Scotland) Act 2014, may bring proceedings in the Sheriff Court or the Court of Session
Procurement Method
limited
Main Procurement Category
services
Procurement Method Details
Award procedure without prior publication of a call for competition
Why this procedure was chosen
Proposed direct award due to the uniqueness of the system that is being purchased. Fife Council's Procurement have researched multiple frameworks for possible alternatives to ensure a transparent, open and fair procurement process if conducted. Plotbos offer unique services that no known alternative could provide according to the market research that was conducted. Things such as portals for Funeral Directors and Memorial Masons were not something that was commonly found on any other alternative/framework.

Covered By

GPA

Legal basis

Id
32014L0024
Scheme
CELEX

Classification

Id
72260000
Scheme
CPV
Description
Software-related services

Procedure reasons

Entry 1
Id
D_OUTSIDE_SCOPE
Scheme
TED_PT_AWARD_CONTRACT_WITHOUT_CALL
Description
The procurement falls outside the scope of application of the directive

Lots and requirements

Entry 1
Id
1
Status
cancelled
Has Options
No
Description
This contract is for the provision of the Plotbox Pro bereavement digitisation system. Plotbox is a cloud-based cemetery, crematorium and bereavement management solution that helps crematoria and cemeteries operate to high standards. The area of Fife has 2 crematoria located in Dunfermline and Kirkcaldy. The crematoria in Dunfermline covers the west of Fife and the Kirkcaldy crematoria covers the east. There are currently 115 cemeteries that Fife Council are responsible for with 62 of these cemeteries actively hosting burials.

Award criteria

Criteria

Criterion 1
Type
price

Items and delivery

Item 1
Id
1
Related Lot
1

Delivery locations

Entry 1
Region
UKM72
Entry 2
Region
UKM72

Buyer, suppliers and contacts

Organisation 1
Id
GB-FTS-2273
Name
Fife Council

Roles

buyer
centralPurchasingBody

Address

Region
UK
Locality
Glenrothes
Postal Code
KY7 5LT
Country Name
United Kingdom
Street Address
Fife House, North Street

Details

Classifications

Entry 1
Id
REGIONAL_AUTHORITY
Scheme
TED_CA_TYPE
Description
Regional or local authority
Entry 2
Id
01
Scheme
COFOG
Description
General public services

Identifier

Legal Name
Fife Council

Contact

Name
Owen Maxwell
Organisation 2
Id
GB-FTS-153965
Name
GSS NI t/a PlotBox

Roles

supplier

Address

Region
UK
Locality
Ballymena
Postal Code
BT43 7QA
Country Name
United Kingdom
Street Address
ECOS Centre Kernohans Lane, Broughshane Road

Details

Scale
sme

Identifier

Legal Name
GSS NI t/a PlotBox
Organisation 3
Id
GB-FTS-79382
Name
Kirkcaldy Sheriff Court

Roles

reviewBody

Address

Locality
Kirkcaldy
Postal Code
KY1 3BQ
Country Name
United Kingdom
Street Address
Whytecauseway

Identifier

Legal Name
Kirkcaldy Sheriff Court

Contact

Telephone
+44 592260171
Organisation 4
Id
GB-FTS-13831
Name
Fife Council

Roles

mediationBody
reviewContactPoint

Address

Locality
Glenrothes
Postal Code
KY7 5LT
Country Name
United Kingdom
Street Address
North Street

Identifier

Legal Name
Fife Council

Contact

Award information

Award 1
Id
038876-2025-1
Status
active

Suppliers

Supplier 1
Id
GB-FTS-153965
Name
GSS NI t/a PlotBox

Related lots

1
Award 2
Id
042320-2025-1
Status
active

Suppliers

Supplier 1
Id
GB-FTS-153965
Name
GSS NI t/a PlotBox

Related lots

1

Contracts and changes

Entry 1
Id
038876-2025-1
Status
active
Award ID
038876-2025-1
Date Signed
10 Jul 2025, 00:00

Value

Amount
250,000
Currency
GBP
Entry 2
Id
042320-2025-1
Status
active
Award ID
042320-2025-1
Date Signed
10 Jul 2025, 00:00

Value

Amount
250,000
Currency
GBP

Recorded locations

  • Buyer location · Glenrothes · UK · KY7 5LT · United Kingdom
  • Delivery location · UKM72

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. ocds-h6vhtk-055cbc-2025-07-23T12:00:16+01:00compiled ·