United Kingdom-Haddington: Personnel and payroll services

Agency: TED
Level of Government: State & Local
  • R - Professional, Administrative and Management Support Services
Opps ID: NBD00003028082677196
Posted Date: Sep 29, 2017
Due Date: Nov 15, 2017
Solicitation No: 383055-2017
Source: Members Only
29/09/2017 S187 - - Services - Contract notice - Open procedure

United Kingdom-Haddington: Personnel and payroll services

2017/S 187-383055

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1) Name and addresses
East Lothian Council
John Muir House, East Lothian
EH41 3HA
United Kingdom
Telephone: +44 1620827754
E-mail: procurement@eastlothian.gov.uk
NUTS code: UKM73

Internet address(es):

Main address: http://www.eastlothian.gov.uk

Address of the buyer profile: http://www.publictenderscotland.publiccontractsscotland.gov.uk

I.2) Joint procurement
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: http://www.publictenderscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: http://www.publictenderscotland.publiccontractsscotland.gov.uk
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services

Section II: Object

II.1) Scope of the procurement
II.1.1) Title:

HR and Payroll System.

Reference number: CON-17-023
II.1.2) Main CPV code
II.1.3) Type of contract
II.1.4) Short description:

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

II.1.5) Estimated total value
Value excluding VAT: 425 000.00 GBP
II.1.6) Information about lots
This contract is divided into lots: no
II.2) Description
II.2.1) Title:
II.2.2) Additional CPV code(s)
II.2.3) Place of performance
NUTS code: UKM73
Main site or place of performance:

East Lothian.

II.2.4) Description of the procurement:

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.

II.2.5) Award criteria
Criteria below
Quality criterion - Name: Business Functional Spec / Requirements / Weighting: 35
Quality criterion - Name: Externally Hosted IT Questionnaire / Weighting: 20
Quality criterion - Name: Project Team / Weighting: 2
Quality criterion - Name: Implementation / Weighting: 7
Quality criterion - Name: Support and Contract Management / Weighting: 6
Price - Weighting: 30
II.2.6) Estimated value
Value excluding VAT: 425 000.00 GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

Two further 12 month extensions.

II.2.10) Information about variants
Variants will be accepted: no
II.2.11) Information about options
Options: no
II.2.12) Information about electronic catalogues
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14) Additional information

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.

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
III.1.2) Economic and financial standing
List and brief description of selection criteria:

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 = 10 000 000 GBP

Public Liability Insurance = 5 000 000 GBP

Professional Indemnity Insurance = 5 000 000 GBP


Where a bidder does not hold or commit to obtaining the types of insurance indicated, the Council may exclude the Tenderer from the competition.

III.1.3) Technical and professional ability
List and brief description of selection criteria:

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),


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.

III.1.5) Information about reserved contracts
III.2) Conditions related to the contract
III.2.1) Information about a particular profession
III.2.2) Contract performance conditions:
III.2.3) Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.3) Information about a framework agreement or a dynamic purchasing system
IV.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6) Information about electronic auction
IV.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S: 2017/S 131-267915
IV.2.2) Time limit for receipt of tenders or requests to participate
Date: 15/11/2017
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4) Languages in which tenders or requests to participate may be submitted:
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date: 15/11/2017
Local time: 12:00

John Muir House.

Section VI: Complementary information

VI.1) Information about recurrence
This is a recurrent procurement: no
VI.2) Information about electronic workflows
VI.3) Additional information:

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 8999. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

As part of the Council's wider duties towards its citizens, the Council wishes to engage with suppliers, providers and contractors to deliver benefits to our young people, through work experience opportunities, training opportunities or links with schools as well as engaging in supply chain initiatives.

The successful tenderer will be required to engage with East Lothian Works to discuss what Community Benefits can be sought from this contract.

(SC Ref:508848).

VI.4) Procedures for review
VI.4.1) Review body
East Lothian Council
John Muir House, East Lothian
EH41 3HA
United Kingdom
Telephone: +44 1620827827

Internet address: http://www.eastlothian.gov.uk

VI.4.2) Body responsible for mediation procedures
VI.4.3) Review procedure
VI.4.4) Service from which information about the review procedure may be obtained
VI.5) Date of dispatch of this notice:
TI Title United Kingdom-Haddington: Personnel and payroll services
ND Document number 383055-2017
PD Publication date 29/09/2017
OJ OJ S 187
AU Authority name East Lothian Council
OL Original language EN
HD Heading - - Services - Contract notice - Open procedure
CY Country UK
AA Type of authority 3 - Regional or local authority
HA EU Institution -
DS Document sent 26/09/2017
DT Deadline 15/11/2017
NC Contract 4 - Services
PR Procedure 1 - Open procedure
TD Document 3 - Contract notice
RP Regulation 5 - European Union, with participation of GPA countries
PC CPV code 79631000 - Personnel and payroll services
OC Original CPV code 79631000 - Personnel and payroll services
RC NUTS code UKM73
IA Internet address (URL) http://www.eastlothian.gov.uk
DI Directive Public procurement Directive 2014/24/EU


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