✓Tender information last checkedLast checked 16 Oct 2026, 12:21.
Opportunity overview
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.
Classification
CPV72268000 — Software supply services
CPV48000000 — Software package and information systems
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-078936
Status
planned
Main Procurement Category
services
Legal basis
Id
32014L0024
Scheme
CELEX
Classification
Scheme
CPV
Id
72268000
Description
Software supply services
Communication
Future Notice Date
16 Jun 2027, 00:00
Covered By
GPA
Lots and requirements
Entry 1
Id
1
Description
See attached documentation
Status
planned
Items and delivery
Item 1
Id
1
Related Lot
1
Additional Classifications
Entry 1
Scheme
CPV
Id
48161000
Description
Library management system
Entry 2
Scheme
CPV
Id
79995000
Description
Library management services
Entry 3
Scheme
CPV
Id
48000000
Description
Software package and information systems
Entry 4
Scheme
CPV
Id
48100000
Description
Industry specific software package
Entry 5
Scheme
CPV
Id
48311000
Description
Document management software package
Delivery locations
Entry 1
Region
UKM75
Delivery Location
Description
National Records of Scotland, General Register House
1 published notice version reviewed by ProcuraAxis.
1 VERSION
1
097803-2026planning ·
PROCURAAXIS ANALYSIS
ProcuraAxis Analysis
Our approved analysis of the opportunity appears below the official tender information.
ANALYSIS PREVIEW
Opportunity intelligence at a glance
Early-stage planned Request for Information (RFI) by National Records of Scotland to explore commercial replacement options for its Axiell CALM collections management system before its stated end-of-support date of 31 December 2027. It is not an invitation to tender or an open bidding opportunity.
Who this may suit
Potential fit for providers of collections, archive, library, document-management or integrated information systems that can evidence relevant replacement-platform capability. Supplier eligibility, response process and final delivery scope are unknown.
Key points identified
Replacement solutionIdentify and implement a replacement for the current collections management capability before 31 December 2027.Evidence: "Axiell CALM reaches end-of-support on 31 December 2027, creating a requirement to identify and implement a replacement solution before this date."
Functional scopeThe current ecosystem supports accessioning, cataloguing, conservation, search room services, reader services, collection access and online public discovery.Evidence: "supporting accessioning, cataloguing, conservation, search room services, reader services, collection access and online public discovery."
Legacy application consolidationPotential consolidation of associated legacy applications into a more integrated platform.Evidence: "potentially consolidate a number of associated legacy applications into a more integrated platform."
94% approved-analysis confidence4 supplier criteria identified4 risks or unknowns
ProcuraAxis structures information found in published procurement records, checks the result for consistency and publishes only approved analysis. Confidence describes the completeness and consistency of the available source information; it is not a guarantee of eligibility or contract award.
Early-stage planned Request for Information (RFI) by National Records of Scotland to explore commercial replacement options for its Axiell CALM collections management system before its stated end-of-support date of 31 December 2027. It is not an invitation to tender or an open bidding opportunity.
Who this may suit
Potential fit for providers of collections, archive, library, document-management or integrated information systems that can evidence relevant replacement-platform capability. Supplier eligibility, response process and final delivery scope are unknown.
Key deliverables
Market information on commercial replacement collections-management solutions
Potentially an integrated platform consolidating associated legacy applications
Support for collections-management functions including accessioning, cataloguing, conservation, search-room and reader services, collection access and public discovery
SUPPLIER REQUIREMENTS
4 criteria identified
Replacement solution
98% confidence
Identify and implement a replacement for the current collections management capability before 31 December 2027.
View supporting evidence
"Axiell CALM reaches end-of-support on 31 December 2027, creating a requirement to identify and implement a replacement solution before this date."
Functional scope
97% confidence
The current ecosystem supports accessioning, cataloguing, conservation, search room services, reader services, collection access and online public discovery.
View supporting evidence
"supporting accessioning, cataloguing, conservation, search room services, reader services, collection access and online public discovery."
Legacy application consolidation
94% confidence
Potential consolidation of associated legacy applications into a more integrated platform.
View supporting evidence
"potentially consolidate a number of associated legacy applications into a more integrated platform."
Supplier eligibility
99% confidence
Unknown.
View supporting evidence
No eligibility conditions are stated in the supplied notice content.
COMMERCIAL AND DELIVERY
Contract intelligence
Commercial
Estimated maximum value
88% confidence
Up to GBP 350,000; basis, inclusions and whether this applies to any future procurement are unknown.
View supporting evidence
Source field: value_max "350000"; currency "GBP".
Commercial terms
99% confidence
Unknown.
View supporting evidence
No pricing model, contract term or commercial terms are stated.
Delivery
Delivery location
87% confidence
UKM75; further delivery-site detail is not stated.
View supporting evidence
Location record: "Delivery location"; region "UKM75".
Implementation timing
97% confidence
Replacement is required before 31 December 2027; detailed timetable is unknown.
View supporting evidence
"creating a requirement to identify and implement a replacement solution before this date."
Request for Information (RFI), not an Invitation to Tender.
View supporting evidence
"This exercise is a Request for Information only and does not constitute an Invitation to Tender."
Submission deadline
99% confidence
Unknown.
View supporting evidence
Source field submission_deadline is null.
RISKS AND UNKNOWNS
Points requiring attention
Market-engagement only
99% confidence
This is an RFI and not an invitation to tender; no bidding opportunity is stated.
View supporting evidence
"This exercise is a Request for Information only and does not constitute an Invitation to Tender."
Final scope uncertainty
97% confidence
The notice is exploring whether suitable solutions exist and describes integration/consolidation as potential, so final requirements are not confirmed.
View supporting evidence
"intended to help NRS understand the current market" and "potentially consolidate".
Supplier response requirements
99% confidence
Unknown.
View supporting evidence
No response instructions, selection criteria or submission deadline are supplied.
Lot detail limitation
99% confidence
The sole planned lot has no title and only states "See attached documentation"; no documents are supplied.
View supporting evidence
Lot 1 title is null; description: "See attached documentation"; documents array is empty.
ProcuraAxis analysis supplements, but does not replace, the original notice and tender documents. Always verify eligibility, deadlines and commercial terms with the issuing authority.
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