Award

Address Tracing and Mortality Screening - Member Data Services

THE CITY OF EDINBURGH COUNCIL

This public procurement record has 3 releases in its history.

Award

11 Mar 2024 at 00:00

TenderUpdate

04 Oct 2023 at 00:00

Tender

03 Oct 2023 at 00:00

Summary of the contracting process

The City of Edinburgh Council has completed the procurement process for the tender titled "Address Tracing and Mortality Screening – Member Data Services" in the services category. The procurement stage was an open procedure, with the contract awarded to Capita Business Services Limited. The tender was for the Lothian Pension Fund and had a value of £98,625. The City of Edinburgh Council acted as the buyer and the location was in Edinburgh, UK. The deadline for review procedures is specified, and the award was signed on 7th February 2024.

This tender for Member Data Services presents opportunities for businesses in data services, particularly those experienced in address tracing and mortality screening. Companies with expertise in handling member records, pension fund administration, and data accuracy would be well-suited to compete. The contract allows for recurring requirements and focuses on improving member communication and record accuracy for the Lothian Pension Fund in Edinburgh and the Lothians. The procurement method emphasised quality as a major criterion, alongside price considerations, creating a competitive landscape for service providers.

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

Address Tracing and Mortality Screening - Member Data Services

Notice Description

The Lothian Pension Fund require a range of Member Data Services to assist the with effective administration of their funds. The two services required are address tracing and mortality screening this allows the Lothian Pension Fund to update member records with the member's correct address and to check the existence of members thus avoiding overpayment of benefits where pensioner members have deceased or alerting the Fund where deferred beneficiaries have died and a benefit may be payable.

Lot Information

Lot 1

The City of Edinburgh Council is acting on behalf of Lothian Pension Fund ("LPF") in the execution of this Tender, but will not be party to the contract or the management of the contract through its lifetime. LPF is the organisation responsible for administering the Local Government Pension Scheme in the Lothian area. Lothian Pension Fund administers the Local Government Pension Scheme (LGPS) in Edinburgh and the Lothians. LPF require a supplier to conduct Mortality Screening on all Lothian Pension Fund's pensioner and deferred members and to conduct address tracing on all untraced deferred members. This will be a recurring requirement, however through time the requirement may reduce. The requirement is needed to improve the accuracy of member records in accordance with the Pensions Regulator's legislation on record keeping. In additional to improving their records, the service will improve the effectiveness of the communication between Lothian Pension Fund and its members, alerting members timeously with information about elections or choices they are required to make in relation to their benefits that may affect their rights under the scheme.

Renewal: The contract period will be for an initial 2 year period with the option to extend for a further 3 x12 month periods.

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000743239
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAR500619
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
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

66 - Financial and insurance services

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


CPV Codes

66131100 - Pension investment services

66141000 - Pension fund management services

66520000 - Pension services

72416000 - Application service providers

Notice Value(s)

Tender Value
£125,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£98,625 Under £100K

Notice Dates

Publication Date
11 Mar 20241 years ago
Submission Deadline
3 Nov 2023Expired
Future Notice Date
Not specified
Award Date
7 Feb 20242 years ago
Contract Period
27 Nov 2023 - 26 Sep 2028 4-5 years
Recurrence
Not specified

Notice Status

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

Contracting Authority (Buyer)

Main Buyer
THE CITY OF EDINBURGH COUNCIL
Contact Name
Ben Fulton
Contact Email
ben.fulton@edinburgh.gov.uk, nicole.sherry@edinburgh.gov.uk
Contact Phone
+44 1315296432

Buyer Location

Locality
EDINBURGH
Postcode
EH8 8BG
Post Town
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

CAPITA BUSINESS SERVICES

Further Information

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT489648
    Address Tracing and Mortality Screening - Member Data Services - The Lothian Pension Fund require a range of Member Data Services to assist the with effective administration of their funds. The two services required are address tracing and mortality screening this allows the Lothian Pension Fund to update member records with the member's correct address and to check the existence of members thus avoiding overpayment of benefits where pensioner members have deceased or alerting the Fund where deferred beneficiaries have died and a benefit may be payable.
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAR500619
    Address Tracing and Mortality Screening - Member Data Services - The Lothian Pension Fund require a range of Member Data Services to assist the with effective administration of their funds. The two services required are address tracing and mortality screening this allows the Lothian Pension Fund to update member records with the member's correct address and to check the existence of members thus avoiding overpayment of benefits where pensioner members have deceased or alerting the Fund where deferred beneficiaries have died and a benefit may be payable.

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-r6ebe6-0000743239-2024-03-11T00:00:00Z",
    "date": "2024-03-11T00:00:00Z",
    "ocid": "ocds-r6ebe6-0000743239",
    "initiationType": "tender",
    "parties": [
        {
            "id": "org-40",
            "name": "The City of Edinburgh Council",
            "identifier": {
                "legalName": "The City of Edinburgh Council"
            },
            "address": {
                "streetAddress": "Waverley Court, 4 East Market Street",
                "locality": "Edinburgh",
                "region": "UKM75",
                "postalCode": "EH8 8BG"
            },
            "contactPoint": {
                "email": "nicole.sherry@edinburgh.gov.uk",
                "url": "https://www.publictendersscotland.publiccontractsscotland.gov.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "Regional or local authority",
                        "scheme": "TED_CA_TYPE"
                    },
                    {
                        "id": "01",
                        "description": "General public services",
                        "scheme": "COFOG"
                    }
                ],
                "url": "http://www.edinburgh.gov.uk"
            }
        },
        {
            "id": "org-44",
            "name": "Sheriff Court",
            "identifier": {
                "legalName": "Sheriff Court"
            },
            "address": {
                "streetAddress": "Sheriff Court House, 27 Chambers Street",
                "locality": "Edinburgh",
                "postalCode": "EH1 1LB"
            },
            "contactPoint": {
                "url": "http://"
            },
            "roles": [
                "reviewBody"
            ]
        },
        {
            "id": "org-19",
            "name": "The City of Edinburgh Council",
            "identifier": {
                "legalName": "The City of Edinburgh Council"
            },
            "address": {
                "streetAddress": "Waverley Court, 4 East Market Street",
                "locality": "Edinburgh",
                "region": "UKM75",
                "postalCode": "EH8 8BG"
            },
            "contactPoint": {
                "email": "Ben.Fulton@edinburgh.gov.uk",
                "telephone": "+44 1315296432",
                "url": "http://"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "http://www.edinburgh.gov.uk"
            }
        },
        {
            "id": "org-265",
            "name": "The City of Edinburgh Council",
            "identifier": {
                "legalName": "The City of Edinburgh Council"
            },
            "address": {
                "streetAddress": "4 East Market Street",
                "locality": "Edinburgh",
                "region": "UKM75",
                "postalCode": "EH8 8BG"
            },
            "contactPoint": {
                "name": "Ben Fulton",
                "email": "ben.fulton@edinburgh.gov.uk",
                "telephone": "+44 1315296432",
                "url": "http://"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "Regional or local authority",
                        "scheme": "TED_CA_TYPE"
                    },
                    {
                        "id": "01",
                        "description": "General public services",
                        "scheme": "COFOG"
                    }
                ],
                "url": "http://www.edinburgh.gov.uk"
            }
        },
        {
            "id": "org-429",
            "name": "Capita Business Services Limited",
            "identifier": {
                "legalName": "Capita Business Services Limited"
            },
            "address": {
                "streetAddress": "71 Victoria Street",
                "locality": "London",
                "region": "UK",
                "postalCode": "SW1H 0 XA"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "scale": "large",
                "url": "http://"
            }
        },
        {
            "id": "org-253",
            "name": "Sheriff Court",
            "identifier": {
                "legalName": "Sheriff Court"
            },
            "address": {
                "locality": "Sheriff Court House, 27 Chambers Street",
                "postalCode": "EH1 1LB"
            },
            "contactPoint": {
                "url": "http://"
            },
            "roles": [
                "reviewBody"
            ]
        }
    ],
    "buyer": {
        "name": "The City of Edinburgh Council",
        "id": "org-265"
    },
    "tender": {
        "id": "CT1243",
        "title": "Address Tracing and Mortality Screening - Member Data Services",
        "description": "The Lothian Pension Fund require a range of Member Data Services to assist the with effective administration of their funds. The two services required are address tracing and mortality screening this allows the Lothian Pension Fund to update member records with the member's correct address and to check the existence of members thus avoiding overpayment of benefits where pensioner members have deceased or alerting the Fund where deferred beneficiaries have died and a benefit may be payable.",
        "status": "complete",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "id": "66131100",
                        "scheme": "CPV"
                    },
                    {
                        "id": "66141000",
                        "scheme": "CPV"
                    },
                    {
                        "id": "66520000",
                        "scheme": "CPV"
                    },
                    {
                        "id": "72416000",
                        "scheme": "CPV"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKM75"
                    },
                    {
                        "region": "UKM75"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amount": 125000,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "mainProcurementCategory": "services",
        "submissionMethod": [
            "electronicSubmission"
        ],
        "submissionMethodDetails": "https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html",
        "tenderPeriod": {
            "endDate": "2023-11-03T14:00:00Z"
        },
        "awardPeriod": {
            "startDate": "2023-11-03T14:00:00Z"
        },
        "documents": [
            {
                "id": "OCT489648",
                "documentType": "contractNotice",
                "title": "Address Tracing and Mortality Screening - Member Data Services",
                "description": "The Lothian Pension Fund require a range of Member Data Services to assist the with effective administration of their funds. The two services required are address tracing and mortality screening this allows the Lothian Pension Fund to update member records with the member's correct address and to check the existence of members thus avoiding overpayment of benefits where pensioner members have deceased or alerting the Fund where deferred beneficiaries have died and a benefit may be payable.",
                "url": "https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT489648",
                "format": "text/html"
            },
            {
                "id": "MAR500619",
                "documentType": "awardNotice",
                "title": "Address Tracing and Mortality Screening - Member Data Services",
                "description": "The Lothian Pension Fund require a range of Member Data Services to assist the with effective administration of their funds. The two services required are address tracing and mortality screening this allows the Lothian Pension Fund to update member records with the member's correct address and to check the existence of members thus avoiding overpayment of benefits where pensioner members have deceased or alerting the Fund where deferred beneficiaries have died and a benefit may be payable.",
                "url": "https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAR500619",
                "format": "text/html"
            }
        ],
        "lots": [
            {
                "id": "1",
                "description": "The City of Edinburgh Council is acting on behalf of Lothian Pension Fund (\"LPF\") in the execution of this Tender, but will not be party to the contract or the management of the contract through its lifetime. LPF is the organisation responsible for administering the Local Government Pension Scheme in the Lothian area. Lothian Pension Fund administers the Local Government Pension Scheme (LGPS) in Edinburgh and the Lothians. LPF require a supplier to conduct Mortality Screening on all Lothian Pension Fund's pensioner and deferred members and to conduct address tracing on all untraced deferred members. This will be a recurring requirement, however through time the requirement may reduce. The requirement is needed to improve the accuracy of member records in accordance with the Pensions Regulator's legislation on record keeping. In additional to improving their records, the service will improve the effectiveness of the communication between Lothian Pension Fund and its members, alerting members timeously with information about elections or choices they are required to make in relation to their benefits that may affect their rights under the scheme.",
                "status": "complete",
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "70"
                        },
                        {
                            "type": "price",
                            "description": "30"
                        }
                    ]
                },
                "hasOptions": false,
                "submissionTerms": {
                    "variantPolicy": "notAllowed"
                },
                "contractPeriod": {
                    "startDate": "2023-11-27T00:00:00Z",
                    "endDate": "2028-09-26T00:00:00Z"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "The contract period will be for an initial 2 year period with the option to extend for a further 3 x12 month periods."
                }
            }
        ],
        "bidOpening": {
            "date": "2023-11-03T14:00:00Z"
        },
        "contractTerms": {
            "hasElectronicPayment": true,
            "hasElectronicOrdering": true,
            "electronicInvoicingPolicy": "allowed"
        },
        "coveredBy": [
            "GPA"
        ],
        "selectionCriteria": {
            "criteria": [
                {
                    "type": "economic",
                    "description": "Economic and financial standing Question 4B.1 Turnover Economic and financial standing Question 4B.4 Ratios Economic and financial standing Question 4B.5 Insurance",
                    "minimum": "Economic and financial standing Question 4B.1 Turnover Tenderers are required to have a minimum \"general\" annual turnover of GBP50,000 for the last two financial years. Where a Tenderer does not have an annual turnover of this value, the Council may exclude the Tenderer from the competition or may apply discretion seeking supporting evidence to determine the Tenderer's suitability to proceed in the competition. Economic and financial standing Question 4B.4 Ratios Tenderers will be required provide the following information in response to 4B.4: Current ratio for Current Year: 1:1.15 Current ratio for Prior Year: 1:1.15 The formula for calculating a Tenderer's current ratio is current assets divided by current liabilities. The acceptable range for each financial ratio is greater than 1:15. Where a Tenderer's current ratio is less than the acceptable value, the Council may exclude the Tenderer from the competition or may apply discretion seeking supporting evidence to determine the Tenderer's suitability to proceed in the competition. Economic and financial standing Question 4B.5 Insurance Employer's liability to at least to the level required by law Public liability to GBP5,000,000 in respect of any one claim; no annual or total cap Cyber Liability to GBP1,000,000 in respect of any one claim; no annual or total cap"
                },
                {
                    "type": "technical",
                    "description": "Technical And Professional Ability 4C.1.2 Previous experience Technical And Professional Ability 4C.4 Prompt Payment Qualifications 4c.6 & 6.1 NCSC Cloud security",
                    "minimum": "Technical And Professional Ability 4C.1.2 Previous experience Please provide relevant examples of services carried out during the last three years as specified in the Contract Notice: Tenderers are required to provide 2 examples of services carried out within the past three (3) years that demonstrate that they have the relevant experience to deliver services similar in scope, scale and duration to that described in the ITT and Tracing and Mortality Screening Procurement Specification document. Tenderers who fail to provide relevant examples of delivering similar services may be assessed as a FAIL and excluded from the procurement process. Please download and complete the 'SPD Part 4C previous experience template'. Technical And Professional Ability 4C.4 Prompt Payment It is a mandatory requirement of this Contract that a prompt payment clause is present in all Contracts used in the delivery of the requirements. This ensures payment of subcontractors at all stages of the supply chain within 30 days and includes an obligation to provide a point of contact for subcontractors to refer to in the case of payment difficulties. This will require active monitoring of payment performance as well as the provision of evidence and reports to the Council on request or as contractually scheduled. Bidders should confirm that this condition will be met within the response to this question. Qualifications 4c.6 & 6.1 NCSC Cloud security The following educational and professional qualifications are held by the organisation itself: The proposed solution must be accessed through a web browser and meet at least the NCSC Cloud security guidance. See: https://www.ncsc.gov.uk/collection/cloudsecurity/implementingthecloudsecurityprinciples The supplier should be able to demonstrate they have in place the following: Primary and backup hosting environments with SOC 2 type II accreditation Business Continuity and disaster recovery plans Annual penetration testing of the hosting environment Change Management process Patching and update plans/procedures"
                }
            ]
        },
        "submissionTerms": {
            "languages": [
                "en"
            ],
            "bidValidityPeriod": {
                "durationInDays": 120
            }
        },
        "classification": {
            "id": "66141000",
            "scheme": "CPV"
        },
        "reviewDetails": "Precise information on deadline(s) for review procedures: An economic operator that suffers or risks suffering loss or damage attributable to a breach of duty under Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or Court of Session. . A claim for an ineffectiveness order must be made within 30 days of the Contract Award Notice being published in the Find a Tender Service /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,
        "legalBasis": {
            "id": "32014L0024",
            "scheme": "CELEX"
        },
        "amendments": [
            {
                "id": "amd-19",
                "description": "To allow sufficient time to review tenders",
                "unstructuredChanges": [
                    {
                        "oldValue": {
                            "date": "2023-11-03T14:00:00Z"
                        },
                        "newValue": {
                            "date": "2023-11-06T14:00:00Z"
                        },
                        "where": {
                            "section": "IV.2.2",
                            "label": "Time limit"
                        }
                    }
                ]
            }
        ]
    },
    "language": "EN",
    "description": "The City of Edinburgh Council are procuring this on behalf of Lothian Pension Fund. It is a mandatory requirement of this Contract that a prompt payment clause is present in all Contracts used in the delivery of the requirements. This ensures payment of sub-contractors at all stages of the supply chain within 30 days and includes an obligation to provide a point of contact for sub-contractors to refer to in the case of payment difficulties. This will require active monitoring of payment performance as well as the provision of evidence and reports to the Council on request or as contractually scheduled. (SC Ref:760130)",
    "links": [
        {
            "rel": "canonical",
            "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000743239"
        },
        {
            "rel": "canonical",
            "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000743239"
        },
        {
            "rel": "canonical",
            "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000743239"
        }
    ],
    "noticetype": "OJEU - F3 - Contract Award Notice",
    "awards": [
        {
            "id": "CT1243",
            "suppliers": [
                {
                    "id": "org-429",
                    "name": "Capita Business Services Limited"
                }
            ],
            "relatedLots": [
                "1"
            ]
        }
    ],
    "contracts": [
        {
            "id": "CT1243",
            "awardID": "CT1243",
            "status": "active",
            "value": {
                "amount": 98625,
                "currency": "GBP"
            },
            "dateSigned": "2024-02-07T00:00:00Z"
        }
    ],
    "relatedProcesses": [
        {
            "id": "1",
            "relationship": [
                "planning"
            ],
            "scheme": "EU-OJ",
            "identifier": "2023/S 000-029159"
        }
    ],
    "bids": {
        "statistics": [
            {
                "id": "1140",
                "measure": "bids",
                "value": 6,
                "relatedLot": "1"
            },
            {
                "id": "1141",
                "measure": "smeBids",
                "value": 0,
                "relatedLot": "1"
            },
            {
                "id": "1142",
                "measure": "foreignBidsFromEU",
                "value": 0,
                "relatedLot": "1"
            },
            {
                "id": "1143",
                "measure": "foreignBidsFromNonEU",
                "value": 6,
                "relatedLot": "1"
            },
            {
                "id": "1144",
                "measure": "electronicBids",
                "value": 6,
                "relatedLot": "1"
            }
        ]
    }
}