Award

HR and Payroll System

EAST LOTHIAN COUNCIL

This public procurement record has 2 releases in its history.

Award

14 Jun 2018 at 00:00

Tender

26 Sep 2017 at 00:00

Summary of the contracting process

The East Lothian Council is currently engaged in a procurement process for an HR and Payroll System designed to support the management of its employees. This open tender is part of the services category, with a contract value of £425,000. The tender submission period concluded on 15th November 2017, following the initiation of the tender on the 26th September 2017. The project is based in Haddington, East Lothian, and the contract will not be divided into lots due to the technical nature of the requirements.

This procurement presents significant opportunities for businesses, particularly those specialising in HR and payroll systems, software development, or IT services. Companies that can demonstrate relevant experience, hold proper insurance certifications, and meet financial criteria will be well-positioned to compete. Suppliers interested in fostering community benefits, such as providing work experience and training opportunities, will also be favoured, enhancing their chances of winning this contract.

Find more tenders on our Open Data Platform.
How relevant is this notice?

D3 Tenders Premium

Win More Public Sector Contracts

AI-powered tender discovery, pipeline management, and market intelligence — everything you need to grow your public sector business.

Notice Title

HR and Payroll System

Notice Description

East Lothian Council is seeking to purchase a HR and Payroll System.

Lot Information

Lot 1

HR and Payroll System for the employees and management of the local authority. This contract will not be divided into lots due to the technical nature of the requirement.. Economic operators may be excluded from this competition if they are in any of the situations referred to in the regulation 58 of the Public Contracts(Scotland)Regulation 2015.

Renewal: two further 12 month extensions

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000508848
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN322366
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

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

Common Procurement Vocabulary (CPV)

CPV Divisions

79 - Business services: law, marketing, consulting, recruitment, printing and security


CPV Codes

79631000 - Personnel and payroll services

Notice Value(s)

Tender Value
£425,000 £100K-£500K
Lots Value
£425,000 £100K-£500K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
14 Jun 20187 years ago
Submission Deadline
15 Nov 2017Expired
Future Notice Date
Not specified
Award Date
5 Jun 20187 years ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Not Specified
Contracts Status
Active

Contracting Authority (Buyer)

Main Buyer
EAST LOTHIAN COUNCIL
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
HADDINGTON, EAST LOTHIAN
Postcode
EH41 3HA
Post Town
Edinburgh
Country
Scotland

Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM11 East Lothian and Midlothian
Delivery Location
TLM73 East Lothian and Midlothian

Local Authority
East Lothian
Electoral Ward
Haddington and Lammermuir
Westminster Constituency
Lothian East

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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.

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-r6ebe6-0000508848-2018-06-14T00:00:00Z",
    "date": "2018-06-14T00:00:00Z",
    "ocid": "ocds-r6ebe6-0000508848",
    "initiationType": "tender",
    "parties": [
        {
            "id": "org-3",
            "name": "East Lothian Council",
            "identifier": {
                "legalName": "East Lothian Council"
            },
            "address": {
                "streetAddress": "John Muir House",
                "locality": "Haddington, East Lothian",
                "region": "UKM73",
                "postalCode": "EH41 3HA"
            },
            "contactPoint": {
                "email": "procurement@eastlothian.gov.uk",
                "telephone": "+44 1620827754",
                "url": "http://www.publictenderscotland.publiccontractsscotland.gov.uk"
            },
            "roles": [
                "buyer",
                "reviewBody"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "Regional or local authority",
                        "scheme": "TED_CA_TYPE"
                    },
                    {
                        "id": "01",
                        "description": "General public services",
                        "scheme": "COFOG"
                    }
                ],
                "url": "http://www.eastlothian.gov.uk"
            }
        },
        {
            "id": "org-35",
            "name": "East Lothian Council",
            "identifier": {
                "legalName": "East Lothian Council"
            },
            "address": {
                "streetAddress": "John Muir House",
                "locality": "Haddington, East Lothian",
                "region": "UKM73",
                "postalCode": "EH41 3HA"
            },
            "contactPoint": {
                "email": "procurement@eastlothian.gov.uk",
                "telephone": "+44 1620827754",
                "url": "http://"
            },
            "roles": [
                "buyer",
                "reviewBody"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "Regional or local authority",
                        "scheme": "TED_CA_TYPE"
                    },
                    {
                        "id": "01",
                        "description": "General public services",
                        "scheme": "COFOG"
                    }
                ],
                "url": "http://www.eastlothian.gov.uk"
            }
        }
    ],
    "buyer": {
        "name": "East Lothian Council",
        "id": "org-35"
    },
    "tender": {
        "id": "CON-17-023",
        "title": "HR and Payroll System",
        "description": "East Lothian Council is seeking to purchase a HR and Payroll System.",
        "status": "complete",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "id": "79631000",
                        "scheme": "CPV"
                    }
                ],
                "deliveryLocation": {
                    "description": "East Lothian"
                },
                "deliveryAddresses": [
                    {
                        "region": "UKM73"
                    },
                    {
                        "region": "UKM73"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amount": 425000,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "mainProcurementCategory": "services",
        "submissionMethod": [
            "electronicSubmission"
        ],
        "submissionMethodDetails": "http://www.publictenderscotland.publiccontractsscotland.gov.uk",
        "tenderPeriod": {
            "endDate": "2017-11-15T12:00:00Z"
        },
        "awardPeriod": {
            "startDate": "2017-11-15T12:00:00Z"
        },
        "documents": [
            {
                "id": "SEP296760",
                "documentType": "contractNotice",
                "title": "HR and Payroll System",
                "description": "East Lothian Council is seeking to purchase a HR and Payroll System.",
                "url": "https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP296760",
                "format": "text/html"
            },
            {
                "id": "JUN322366",
                "documentType": "awardNotice",
                "title": "HR and Payroll System",
                "description": "East Lothian Council is seeking to purchase a HR and Payroll System.",
                "url": "https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN322366",
                "format": "text/html"
            }
        ],
        "lots": [
            {
                "id": "1",
                "description": "HR and Payroll System for the employees and management of the local authority. This contract will not be divided into lots due to the technical nature of the requirement.. Economic operators may be excluded from this competition if they are in any of the situations referred to in the regulation 58 of the Public Contracts(Scotland)Regulation 2015.",
                "status": "complete",
                "value": {
                    "amount": 425000,
                    "currency": "GBP"
                },
                "hasOptions": false,
                "submissionTerms": {
                    "variantPolicy": "notAllowed"
                },
                "contractPeriod": {
                    "durationInDays": 1800
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "two further 12 month extensions"
                }
            }
        ],
        "bidOpening": {
            "date": "2017-11-15T12:00:00Z",
            "address": {
                "streetAddress": "John Muir House"
            }
        },
        "coveredBy": [
            "GPA"
        ],
        "selectionCriteria": {
            "criteria": [
                {
                    "type": "economic",
                    "description": "ESPD Question 4B4 - Bidders will be required to provide evidence of their financial standing which will be require to meet the following criteria: i) The ratio of total assets to total liabilities (net assets) should be positive in 2 out of 3 years. ii) The accounts should not show a loss in 2 consecutive years. iii) The accounts should not show a loss in 1 year and negative net current assets in any 1 year. Where the information provided does not meet item (i) but there is an improving trend East Lothian Council may consider items (ii) and (iii) and will have discretion, with regard to the evidence provided and taking into account the level of risk to East Lothian Council, as to whether a bidder will pass this requirement. East Lothian Council may also request a parent company guarantee where this is appropriate. ESPD Question 4B5 - It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below: Employer's (Compulsory) Liability Insurance = 10 million GBP Public Liability Insurance = 5 million GBP Professional Indemnity Insurance = 5 million GBP http://www.hse.gov.uk/pubns/hse40.pdf Where a bidder does not hold or commit to obtaining the types of insurance indicated, the Council may exclude the Tenderer from the competition."
                },
                {
                    "type": "technical",
                    "description": "Bidders will be required to provide examples that demonstrate that they have the relevant experience to deliver the services/supplies as described in part II.2.4 of the OJEU Contract Notice or the relevant section of the Site Notice. Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract. Bidders should evidence that they have Quality Management Procedures in place: 1. The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent), OR 2. The bidder must have the following: a. A documented policy regarding quality management. The policy must set out responsibilities for quality management demonstrating that the bidder has, and continues to implement, a quality management policy that is authorised by their Chief Executive, or equivalent, which is periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for quality management throughout the organisation. b. Documented procedures for periodically reviewing, correcting and improving quality performance including processes for ensuring that the bidder's quality management is effective in reducing/preventing incidents of sub-standard delivery. This must include the quality of output and general performance. c. A documented process for ensuring that quality management is effective in reducing/preventing incidents of sub-standard delivery. This must include the quality of output and general performance. The bidder must be able to provide copies of their organisation's documentation procedures that meet current agreed good practice. These must include the arrangements for quality management throughout the bidder's organisation. They must set out how the bidder's organisation will carry out its policy, with a clear indication of how the arrangements are communicated to the workforce. d. Documented arrangements for providing the bidder's workforce with quality related training and information appropriate to the type of work for which this organisation is likely to bid. This will demonstrate that the organisation has in place, and implements, training arrangements to ensure that its workforce has sufficient skills and understanding to discharge their various responsibilities. These must include a programme of training that will keep the workforce up to date with required knowledge about quality related issues, including copies of job profiles; training manuals and records. e. Documented arrangements that the organisation has a system for monitoring quality management procedures on an on-going basis. The bidder's organisation must be able to provide evidence of systematic, periodic review and improvement of quality in respect of output and general performance f. Documented arrangements for ensuring that the bidders apply quality management measures that are appropriate to the work for which they are being engaged. g. A documented process demonstrating how the bidder deals with complaints. The bidder must be able to provide details of how their organisation maintains records of any complaints received and how corrective measures are carried out to prevent reoccurrence. Bidders must hold an accredited independent third party certificate of compliance in accordance with ISO 27001 (or equivalent) for Information technology security techniques, information security management systems. Alternatively bidders must be able to provide evidence of documented procedures and policies regarding their information technology security techniques."
                }
            ]
        },
        "submissionTerms": {
            "languages": [
                "en"
            ],
            "bidValidityPeriod": {
                "durationInDays": 120
            }
        },
        "classification": {
            "id": "79631000",
            "scheme": "CPV"
        },
        "hasRecurrence": false
    },
    "language": "EN",
    "relatedProcesses": [
        {
            "id": "1",
            "relationship": [
                "planning"
            ],
            "scheme": "EU-OJ",
            "identifier": "2017/S 187-383055"
        }
    ],
    "description": "(SC Ref:546747)",
    "links": [
        {
            "rel": "canonical",
            "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000508848"
        },
        {
            "rel": "canonical",
            "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000508848"
        }
    ],
    "noticetype": "OJEU - F3 - Contract Award Notice",
    "awards": [
        {
            "id": "ELC-CON-17-023",
            "relatedLots": [
                "1"
            ]
        }
    ],
    "contracts": [
        {
            "id": "ELC-CON-17-023",
            "awardID": "ELC-CON-17-023",
            "status": "active",
            "dateSigned": "2018-06-05T00:00:00Z"
        }
    ]
}