---
title: "Expenses System"
ocid: "ocds-r6ebe6-0000610285"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-r6ebe6-0000610285"
markdown_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000610285.md"
json_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000610285.json"
source: "Public Contracts Scotland"
current_stage: "Award"
buyer: "SCOTTISH PARLIAMENTARY CORPORATE BODY"
published: "2020-12-01"
---

# Expenses System

Buyer: SCOTTISH PARLIAMENTARY CORPORATE BODY  
Current stage: Award  
OCID: ocds-r6ebe6-0000610285

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## Summary

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.

## Notice

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.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Public Contracts Scotland |
| Latest notice | https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=DEC401178 |
| 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 |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 1 Dec 2020 |
| Submission deadline | 24 Mar 2020 |
| Future notice date | Not specified |
| Award date | 6 Nov 2020 |
| Contract period | Not specified |
| Recurrence | March 2034 |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £350,000 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Complete |
| Awards status | Not specified |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | SCOTTISH PARLIAMENTARY CORPORATE BODY |
| Locality | EDINBURGH |
| Post town | Edinburgh |
| Postcode | EH99 1SP |
| Country | Scotland |
| ITL 1 | TLM Scotland |
| ITL 2 | TLM1 East Central Scotland |
| ITL 3 | TLM13 City of Edinburgh |
| Local authority | City of Edinburgh |
| Electoral ward | City Centre |
| Westminster constituency | Edinburgh East and Musselburgh |
| Delivery location | TLM75 City of Edinburgh |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | POINT PROGRESS |

## CPV Codes

### Divisions

- 48 - Software package and information systems
- 72 - IT services: consulting, software development, Internet and support

### 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

## Release History

- 1 Dec 2020 at 00:00 - Award - OJEU - F3 - Contract Award Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=DEC401178
- 25 Mar 2020 at 00:00 - TenderUpdate - OJEU - F14 - Corrigendum - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAR384330
- 27 Feb 2020 at 00:00 - TenderUpdate - OJEU - F14 - Corrigendum - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAR382274
- 25 Feb 2020 at 00:00 - TenderUpdate - OJEU - F14 - Corrigendum - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB381963
- 21 Feb 2020 at 00:00 - Tender - OJEU - F2 - Contract Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB381547

## 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.

## Notice URLs

- http://
- http://www.creditsafe.com/products/business-credit-reports/
- http://www.parliament.scot
- http://www.publiccontractsscotland.gov.uk
- https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000610285
- https://cyberassessment.gov.scot

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-r6ebe6-0000610285. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-r6ebe6-0000610285.json.