Award

Ask AI about this notice

Summarise, research or assess it with AI

View Markdown

Share this notice

Send this contract to a colleague

Expenses System

Scottish Parliamentary Corporate Body

This public procurement record has 5 releases in its history.

Award

01 Dec 2020 at 00:00

OJEU - F3 - Contract Award Notice
TenderUpdate

25 Mar 2020 at 00:00

OJEU - F14 - Corrigendum
TenderUpdate

27 Feb 2020 at 00:00

OJEU - F14 - Corrigendum
TenderUpdate

25 Feb 2020 at 00:00

OJEU - F14 - Corrigendum
Tender

21 Feb 2020 at 00:00

OJEU - F2 - Contract Notice
Summary of the contracting process

The Scottish Parliamentary Corporate Body is conducting a selective tender process for the "Expenses System" project, aimed at implementing a system to record and process expenses claims and supplier invoices for Members of the Scottish Parliament and their staff. The procurement is classified under the services category, and the contract is to be delivered at the Scottish Parliament in Holyrood, Edinburgh. Key deadlines include the tender submission deadline on 26 March 2020, and the anticipated contract award date in October 2020, with full system implementation scheduled for 1 April 2021.

This tender presents an excellent growth opportunity for software development companies, especially those specialising in expense management and financial reporting systems. Suppliers capable of providing a comprehensive Software as a Service (SaaS) solution, with the ability to integrate functionalities such as invoice processing and budget reporting, will be particularly well-placed to compete. Bidders will need to demonstrate prior experience in similar projects and are encouraged to showcase innovative solutions that meet the specific needs of the Scottish Parliamentary Corporate Body.

How relevant is this notice?

Notice Information

Notice Title

Expenses System

Notice Description

The Scottish Parliamentary Corporate Body (SPCB) is looking to appoint a Contractor to provide a proven system to record and process expenses claims made by Members of the Scottish Parliament (MSPs), MSP staff, Scottish Parliamentary Services staff and independent Officeholders; and to record and process supplier invoices, on behalf of MSPs. The System must be able to report expenditure against budgets. The System must be able to provide the data for the payment of both expense claims and supplier invoices via the Scottish Government's Oracle E-Business Suite finance system (known as SEAS), which is utilised by the SPCB.

Lot Information

Lot 1

The Scottish Parliamentary Corporate Body (SPCB) is looking to appoint a Contractor to provide a proven system to record and process expenses claims made by Members of the Scottish Parliament (MSPs), MSP staff, Scottish Parliamentary Services staff and independent Officeholders; and to record and process supplier invoices, on behalf of MSPs. The System must be able to report expenditure against budgets. The System must be able to provide the data for the payment of both expense claims and supplier invoices via the Scottish Government's Oracle E-Business Suite finance system (known as SEAS), which is utilised by the SPCB. The System must be able to provide the following functionality: - The System must be securely accessible from a range of mobile devices (e.g. laptops, mobile phones and tablets) to submit, edit and approve expenditure Claims and Supplier Invoices. - The System must provide an intuitive workflow for the online, self-service submission, approval, recording and processing of expenditure claims. - The System must provide an intuitive workflow for the online submission, approval, recording and processing of Supplier Invoices to third-party Suppliers. - The System must have the ability to create recurring transactions, using the same codes, amount and description, e.g. for monthly property rent payments. - The System must allow for the electronic capture, storage and processing of supporting documentation in relation to submitted expenditure Claims and Supplier Invoices ideally utilising Optical Character Recognition (OCR) (or equivalent) technology. - The System must be configurable to meet SPCB policies and any relevant statutory requirements and take account of the different approval structures within the SPCB processes and audit requirements. - The System must be able to hold all data in one system to enable seamless claiming, checking, approval and reporting processes and must provide reporting tools, including the ability to build custom reports. Reports must be exportable into standard formats, e.g. MS Excel. - The System must allow relevant users to view the current status and underlying detail of Claims, Supplier Invoices and other expenditure and to access information on their latest financial position. - The System must be able to hold data for carbon footprint analysis and reporting. - The System must provide a full audit of workflows. - The System must have the functionality to import bulk data (e.g. excel/csv format). - The System must have the functionality to upload and record expenditure paid elsewhere in the organisation (e.g. consolidated invoices) as individual General Ledger (GL) transactions. - The System must have the ability to integrate transactions from the SPCB's Corporate Card supplier system. - Single Sign On (SSO) must be available allowing users to access The System when logging into the Scottish Parliament network. - The System must comply fully with the obligations on both the SPCB and the Contractor under the General Data Protection Regulation and the Data Protection Act 2018 (or equivalent) and be able to evidence compliance with this. - Bidders must provide evidence of documented procedures and policies regarding the level of accessibility of their system, in line with the Equality Act 2010. The preferred service model for The System is Software as a Service (SAAS) with the Contractor providing the software solution and associated maintenance on an ongoing basis. The Contractor will be responsible for the full implementation of The System including configuration, testing and SPCB staff training. Please see the attached draft Specification document for further information on this requirement. Please note that this document is not yet finalised and is subject to change.. SPCB conditions of contract will apply to this contract. These will be issued with the procurement documents at the Invitation to Tender (ITT) stage. It is envisaged that the Contract will be awarded in October 2020 with system implementation commencing immediately on Contract Award. The System should be fully configured, tested, implemented and training completed to go live on 1 April 2021.

Renewal: up to 10 one-year extensions at the sole discretion of the SPCB.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000610285
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=DEC401178
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
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

CPV Codes

48000000 - Software package and information systems

48217000 - Transaction-processing software package

48313000 - Optical-character-recognition (OCR) software package

48422000 - Software package suites

48440000 - Financial analysis and accounting software package

48442000 - Financial systems software package

48450000 - Time accounting or human resources software package

48517000 - IT software package

48812000 - Financial information systems

72222300 - Information technology services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£350,000 £100K-£500K

Notice Dates

Publication Date
1 Dec 20205 years ago
Submission Deadline
24 Mar 2020Expired
Future Notice Date
Not specified
Award Date
6 Nov 20205 years ago
Contract Period
Not specified - Not specified
Recurrence
March 2034

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Scottish Parliamentary Corporate Body
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
EDINBURGH
Postcode
EH99 1SP
Postcode Area
Edinburgh
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM75 City of Edinburgh
Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh East and Musselburgh

Supplier Information

Number of Suppliers
1
Supplier Name

Point Progress

Further Information

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=FEB381547&idx=2
    3rd March 2020 - If they wish, bidders may use the attached template to respond to question 4C1.2 of the ESPD.
  • https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=FEB381547&idx=1
    24th February 2020 - Expenses System Draft Specification. This document is in draft format and is subject to change.
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB381547
    Expenses System - The Scottish Parliamentary Corporate Body (SPCB) is looking to appoint a Contractor to provide a proven system to record and process expenses claims made by Members of the Scottish Parliament (MSPs), MSP staff, Scottish Parliamentary Services staff and independent Officeholders; and to record and process supplier invoices, on behalf of MSPs. The System must be able to report expenditure against budgets. The System must be able to provide the data for the payment of both expense claims and supplier invoices via the Scottish Government's Oracle E-Business Suite finance system (known as SEAS), which is utilised by the SPCB.
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=DEC401178
    Expenses System - The Scottish Parliamentary Corporate Body (SPCB) is looking to appoint a Contractor to provide a proven system to record and process expenses claims made by Members of the Scottish Parliament (MSPs), MSP staff, Scottish Parliamentary Services staff and independent Officeholders; and to record and process supplier invoices, on behalf of MSPs. The System must be able to report expenditure against budgets. The System must be able to provide the data for the payment of both expense claims and supplier invoices via the Scottish Government's Oracle E-Business Suite finance system (known as SEAS), which is utilised by the SPCB.

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

JSON Markdown

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.

Loading OCDS record...