Award

Specification - Background / Introduction to Requirements

THE CITY OF EDINBURGH COUNCIL

This public procurement record has 2 releases in its history.

Award

30 May 2017 at 00:00

Tender

26 May 2017 at 00:00

Summary of the contracting process

The City of Edinburgh Council is conducting a public procurement process titled "Specification - Background / Introduction to Requirements" aimed at acquiring an integrated pension administration and payroll software system for the Local Government Pension Scheme (LGPS) in Scotland. This tender falls under the services category and is located in Edinburgh, with a submission deadline set for 26 June 2017. The procurement is classified as a selective tendering process under a restricted procedure and has an estimated value of £2,800,000. Bidders should be prepared to submit electronic responses via the designated online platform.

This tender presents significant opportunities for software development and service businesses, particularly those specialising in pension administration, payroll systems, and public sector IT services. Businesses ready to meet the technical requirements outlined in the Statement of Requirements, including providing support for User Acceptance Testing (UAT), would be well-suited to compete. Additionally, there may be future collaboration opportunities with other Councils looking to implement similar solutions, enhancing the potential for business growth across the sector.

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Notice Title

Specification - Background / Introduction to Requirements

Notice Description

In order to administer the Local Government Pension Scheme (LGPS) in Scotland, Lothian Pension Fund requires an integrated pension administration and payroll software system to provide benefit entitlement calculations and payments in compliance with relevant LGPS Regulations. The Statement of Requirements document provides a detailed description, including technical requirements, of the proposed service.

Lot Information

Lot 1

The City of Edinburgh Council (The Council) is the administering authority of the Local Government Pension Scheme (LGPS) in Scotland for the Lothian area. Lothian Pension Fund (LPF), which is not a separate legal entity from the Council, carries out the specialist activities of investing the assets (approximately GBP 6bn) and administering the benefits of three funds - Lothian Pension Fund, Lothian Buses Pension Fund and Scottish Homes Pension Fund - on behalf of over 100 contributing employers and over 80,000 members. Where stated "LPF" this refers to all the three funds. In order to administer the Local Government Pension Scheme (LGPS) in Scotland, LPF requires an integrated pension administration and payroll software system to provide benefit entitlement calculations and payments in compliance with relevant LGPS Regulations. The proposed contract is primarily intended for use by The City of Edinburgh Council, in its role as administering authority of the Local Government Pensions Scheme (LGPS) in Scotland for the Lothian region. However, bidders should note that The City of Edinburgh Council took the decision to offer all other Scottish LGPS's the opportunity to make use of the proposed service at some point in the future when their current arrangements expire. The following other LGPS pension funds have indicated that they may wish to enter into an agreement with the successful supplier when their current arrangements end: - Falkirk Council Pension Fund - Fife Council Pension Fund - Highlands Pension Fund - Scottish Borders Council Pension Fund - Shetland Islands Council Pension Fund - Strathclyde Pension Fund - Tayside Pension Fund Bidders should note that, although the LGPS's named above have indicated an interest in possibly entering into similar agreements with the successful Contractor for delivery of the service when their current arrangements expire, they are under no obligation to do so. Similarly, in the event that, for any reason, the Contractor does not wish to participate in such an arrangement, they will retain a 'Right of Refusal' to enter into any such contract with any other Scottish LGPS.

Renewal: The original contract will be for a duration of 10 years, with options to extend for two further periods of 2 year each, giving a total maximum contract duration of 14 years.

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000497399
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN284776
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
OJEU - F3 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Restricted procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

66 - Financial and insurance services


CPV Codes

48812000 - Financial information systems

66520000 - Pension services

66521000 - Individual pension services

66523100 - Pension fund administration services

Notice Value(s)

Tender Value
£2,800,000 £1M-£10M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
30 May 20178 years ago
Submission Deadline
26 Jun 2017Expired
Future Notice Date
Not specified
Award Date
30 May 20178 years ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Cancelled
Lots Status
Cancelled
Awards Status
Unsuccessful
Contracts Status
Not Specified

Contracting Authority (Buyer)

Main Buyer
THE CITY OF EDINBURGH COUNCIL
Additional Buyers

DUNDEE CITY COUNCIL

FALKIRK COUNCIL

FIFE COUNCIL

SCOTTISH BORDERS COUNCIL

SHETLAND ISLANDS COUNCIL

STRATHCLYDE PENSION FUND

THE HIGHLAND COUNCIL

Contact Name
Colin Black, Kara Coles
Contact Email
brian.mccreadie@edinburgh.gov.uk, charlie.maccallum@highland.gcsx.gov.uk, contract.admin@shetland.gov.uk, enquiry.procurement@fife.gov.uk, eprocurement@dundeecity.gov.uk, juliet.hall@fife.gov.uk, kara.coles@highland.gov.uk, linda.welsh@glasgow.gov.uk, procurement@scotborders.gov.uk, purchasing@falkirk.gov.uk
Contact Phone
+44 1314693543, +44 1315292160, +44 1324506566, +44 1382434000, +44 1412875186, +44 1463253532, +44 1463702000, +44 1595744595, +44 1835824000, +44 3451550000

Buyer Location

Locality
EDINBURGH
Postcode
EH8 8BG
Post Town
Edinburgh
Country
Scotland

Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM2 Highlands and Islands
Small Region (ITL 3)
TLM20 Highlands and Islands
Delivery Location
TLM Scotland

Local Authority
Highland
Electoral Ward
Inverness West
Westminster Constituency
Inverness, Skye and West Ross-shire

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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                "description": "The City of Edinburgh Council (The Council) is the administering authority of the Local Government Pension Scheme (LGPS) in Scotland for the Lothian area. Lothian Pension Fund (LPF), which is not a separate legal entity from the Council, carries out the specialist activities of investing the assets (approximately GBP 6bn) and administering the benefits of three funds - Lothian Pension Fund, Lothian Buses Pension Fund and Scottish Homes Pension Fund - on behalf of over 100 contributing employers and over 80,000 members. Where stated \"LPF\" this refers to all the three funds. In order to administer the Local Government Pension Scheme (LGPS) in Scotland, LPF requires an integrated pension administration and payroll software system to provide benefit entitlement calculations and payments in compliance with relevant LGPS Regulations. The proposed contract is primarily intended for use by The City of Edinburgh Council, in its role as administering authority of the Local Government Pensions Scheme (LGPS) in Scotland for the Lothian region. However, bidders should note that The City of Edinburgh Council took the decision to offer all other Scottish LGPS's the opportunity to make use of the proposed service at some point in the future when their current arrangements expire. The following other LGPS pension funds have indicated that they may wish to enter into an agreement with the successful supplier when their current arrangements end: - Falkirk Council Pension Fund - Fife Council Pension Fund - Highlands Pension Fund - Scottish Borders Council Pension Fund - Shetland Islands Council Pension Fund - Strathclyde Pension Fund - Tayside Pension Fund Bidders should note that, although the LGPS's named above have indicated an interest in possibly entering into similar agreements with the successful Contractor for delivery of the service when their current arrangements expire, they are under no obligation to do so. Similarly, in the event that, for any reason, the Contractor does not wish to participate in such an arrangement, they will retain a 'Right of Refusal' to enter into any such contract with any other Scottish LGPS.",
                "status": "cancelled",
                "hasOptions": false,
                "secondStage": {
                    "minimumCandidates": 6
                },
                "selectionCriteria": {
                    "description": "Objective criteria for choosing the limited number of candidates is as described in the ESPD and the Instruction Documents."
                },
                "submissionTerms": {
                    "variantPolicy": "notAllowed"
                },
                "contractPeriod": {
                    "durationInDays": 5040
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "The original contract will be for a duration of 10 years, with options to extend for two further periods of 2 year each, giving a total maximum contract duration of 14 years."
                }
            }
        ],
        "communication": {
            "atypicalToolUrl": "http://www.publiccontractsscotland.gov.uk"
        },
        "contractTerms": {
            "hasElectronicPayment": true,
            "hasElectronicOrdering": true,
            "electronicInvoicingPolicy": "allowed"
        },
        "coveredBy": [
            "GPA"
        ],
        "otherRequirements": {
            "requiresStaffNamesAndQualifications": true
        },
        "secondStage": {
            "invitationDate": "2017-07-07T00:00:00Z"
        },
        "submissionTerms": {
            "languages": [
                "en"
            ],
            "bidValidityPeriod": {
                "endDate": "2018-05-31T00:00:00Z"
            }
        },
        "classification": {
            "id": "66523100",
            "scheme": "CPV"
        },
        "reviewDetails": "A tenderer that suffers loss as a result of a breach of duty under the Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or the Court of Session. The City of Edinburgh Council (the Council) will have a minimum standstill period of 10 days before awarding the contract. The communication of the award decision notice will be sent by fax or e-mail to all tenderers with the standstill period commencing on the next day. If proceedings are started in the Sheriff Court or the Court of Session against the Council in respect of the decision to award the contract within the standstill period then the Council is prevented from awarding the contract. Post contract award the Sheriff Court or the Court of Session may (1) award damages provided proceedings are brought within 3 months from the date when the grounds for the bringing of the proceedings first arose (2) be entitled to issue an ineffectiveness order or impose a financial penalty on the Council. A claim for an ineffectiveness order must be made within 30 days of the Contract Award Notice being published in the OJEU or within 30 days of the date those who expressed an interest in or otherwise bid for the contract were informed of the conclusion of the contract or in any other case within 6 months from the date on which the contract was entered into.",
        "hasRecurrence": false
    },
    "language": "EN",
    "relatedProcesses": [
        {
            "id": "1",
            "relationship": [
                "planning"
            ],
            "scheme": "EU-OJ",
            "identifier": "2016/S 132-237503"
        }
    ],
    "description": "Those bidders invited to stage 2 may wish to note than when submitting their price proposals they will be required to identify and include specific details of Lothian Pension Fund (LPF) \"in house\" staff resources (by job role and hours involved for each)which they anticipate LPF will require in order to conduct all necessary User Acceptance Testing (UAT) of their proposed system solution. These UAT staff resorcing costs will be included as part of the bidders overall pricing proposal when evaluating the pricing schedules submitted by bidders. Any prospective bidders who may have concerns regarding the Councils proposed approach to this procuremnt exercise are advised to submit clear and comprehensive details of their concerns in writing to the Council via the Question and Answer facility within 30 days of publication. (SC Ref:497763)",
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    "noticetype": "OJEU - F3 - Contract Award Notice",
    "awards": [
        {
            "id": "N/a",
            "status": "unsuccessful",
            "statusDetails": "discontinued",
            "relatedLots": [
                "1"
            ]
        }
    ]
}