City of Edinburgh Council Payroll Support Framework

City of Edinburgh Council Payroll Support Framework

The City of Edinburgh Council are seeking a minimum of 3 payroll support providers to be part of a Payroll Support Service Framework.

Payroll Support Service Framework

CONTRACT NOTICE – NATIONAL
SERVICES

1 Authority Details

1.1

Authority Name and Address


The City of Edinburgh Council

Waverley Court, 4 East Market Street,

Edinburgh

EH8 8BG

UK

Paula Deegan

+44 1314693543
http://www.edinburgh.gov.uk
www.publiccontractsscotland.gov.uk
www.publiccontractsscotland.gov.uk

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Payroll Support Service Framework

2.2

Description of the goods or services required

The City of Edinburgh Council are seeking a minimum of 3 payroll support providers to be part of a Payroll Support Service Framework.

The purpose of the Framework agreement is to offer a selection of Payroll Support Services for the Supported Person to choose from, in keeping with the values and principles of the Social Care (Self directed support) (Scotland) Act 2013.

This Framework Agreement does not guarantee business for the Provider for any set period of time or for any number of people. It is expected that the Framework contractors (a minimum of three) will be ranked based on best value service.

The payroll support service will contribute to helping people to attain maximum independence, choice, control, inclusion and quality of life.

Key Objectives

The key objectives of the Payroll Support Service shall be to provide the following by a fully trained, highly committed payroll team. The following is not an exhaustive list but does reflect the minimum core service which is required to be delivered to the supported person who is employing up to 2 Personal Assistants.

– Set up the Payroll service for the supported person

– Provide people with timesheets to record the hours their employees works

– Register the supported person as the employer with HMRC and deal with all correspondence from them;

– Deal with all correspondence from HMRC including end of year submissions

– Process 4 weekly / monthly salaries;

– Calculate payments to the personal assistants, including statutory payments when required (redundancy, sickness, holiday pay, maternity pay etc)

– Provide payslips (up to 2 per supported person per month/4 weeks)

– Calculate HMRC payment submissions;

– Retain annual leave records for employees

– Assist with pension auto-enrolment and ongoing support;

The provider will also be able to offer an additional enhanced financial management service for those who require this for a variety of reasons and where either authorisation in his/her support plan has been given by The City of Edinburgh Council, or the supported person is self-funding. This will be at a stipulated price which will incorporate all of the aforementioned core service as well as the following:

– The provider will manage the finances on behalf of the supported person, whilst they remain in charge of the services they receive and the way in which their services are delivered. This service is in relation to Personal Assistants/Payroll only.

– Following discussion with The City of Edinburgh Council, all agreed outgoings will be paid by the provider on behalf of the supported person. This may include invoices for agencies, wage payments to employees, payments for Employers Liability Insurance, HMRC payments etc.

– The provider will be required to operate a separate bank account in the name of the supported person for processing Direct Payments/Personal Budgets.

– The provider will maintain an auditable accounting system that enables them to produce a statement of Receipts and Payments for each individual. A statement of account will also be provided to supported people and the City of Edinburgh Council as required.

The Provider will employ such staff as it believes appropriate to carry out the tasks and duties laid down in the Service Specification. Such staff will have the necessary skills, training and experience to undertake the professional role on behalf of the Council for the Service.

The Service Provider will ensure that the taking up of references for all staff involved will be undertaken. It is a mandatory requirement of this contract that the Contractor has carried out and obtained Standard Disclosure Scotland checks for all relevant staff. Please refer to www.disclosurescotland.co.uk for guidance.

The council is inviting interested organisations to apply for this Framework by noting interest on Public Contracts Scotland, completing the European Single Procurement Document(ESPD)and a Tender Submission. A guidance document and the ESPD will be available for immediate download following your note of interest.

Bidders must complete and return all required documents no later than 13:00 on Monday 11th July 2016.

NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=448519.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3

Notice Coding and Classification

209999 other Financial Services
329999 other Social Community Care Supplies and Services

160 Edinburgh & Lothians

2.4

Total quantity or scope of tender

In 2014/15 the total number of individuals accessing a Payroll Support Service authorised by the City of Edinburgh Council funding was over 270. It is anticipated that this demand may grow by at least 10 percent per annum, however there is no guarantee of increased demand or business.

3 Conditions for Participation

3.1

Minimum standards and qualification required

The council is inviting interested organisations to apply for this Framework by noting interest on Public Contracts Scotland, completing the European Single Procurement Document(ESPD)and a Tender Submission. A guidance document, the ESPD, The Tender Submission template, The Service Specification, Terms and Conditions and all TUPE information will be available for immediate download following your note of interest.

Bidders must complete and return all required documents no later than 13:00 on Monday 11th July 2016.

Bidders must pay very close attention to the Conditions to Participation contained within the Istructions to Tenderers (ITT) document which is available for immediate download when you note interest on Public Contracts Scotland.

The Council will evaluate the responses to the ESPD, the Tender Submissions and the Pricing Schedule to progress the invitation to tender. Full guidance of the evaluation process and scoring methodology can be found in guidance documents which can be downloaded when you note interest on Public Contracts Scotland.

4 Administrative Information

4.1

Type of Procedure

Single stage – Any candidate may submit a tender.

4.2

Reference number attributed to the notice by the contracting authority

CT 0378

4.3

Time Limits

Time-limit for receipt of completed tenders
11-07-2016  Time  13:00

Estimated award date
24-10-2016

4.5

Language or languages in which tenders or requests to participate can be drawn up

EN

4.6

Tender Submission Postbox

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

5 Other Information

5.1

Additional Information

A tenderer that suffers loss as a result of a breach of duty under the Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or the Court of Session. The City of Edinburgh Council (the Council) will have a minimum standstill period of 10 days before awarding the contract. The communication of the award decision notice will be sent by fax or e-mail to all tenderers with the standstill period commencing on the next working day. If proceedings are started in the Sheriff Court or the Court of Session against the Council in respect of the decision to award the contract within the standstill period then the Council is prevented from awarding the contract. Post contract award the Sheriff Court or the Court of Session may (1) award damages provided proceedings are brought within 3 months from the date when the grounds for the bringing of the proceedings first arose (2) be entitled to issue an ineffectiveness order or impose a financial penalty on the Council. A claim for an ineffectiveness order must be made within 30 days of the Contract Award Notice being published in the 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.

(SC Ref:448519)

Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:

As detailed in the Council’s Sustainable Procurement Policy, the Council is committed to maximising social, economic and environmental benefits through the delivery of Council Contracts (known as ‘Community Benefits’). Community benefits include targeted recruitment and training; sourcing from Small and Medium Enterprises (SMEs), Social Enterprises and Third Sector Organisations; contributions to education within communities; community consultation, engagement and strengthening of community relations; environmental improvement; volunteering; providing community resources; mentoring and sponsorship of community organisations.

The Council will work in partnership with the successful Service Provider on supporting the Edinburgh Guarantee’s vision of increasing the number and range of employment opportunities or other support available for the city’s young people. Further information on the Edinburgh Guarantee can be found at: http://www.edinburgh.gov.uk/info/20163/opportunities_for_young_people/69/edinburgh_guarantee

The Service Provider will endeavour to secure further community benefits, which may include additional funding, beneficial links/networks and learning and expertise which will enhance the experience of the Supported People.

5.2

Additional Documentation

Incumbent Payroll TUPE Information
TUPE Note to Suppliers
PAYROLL SUPPORT SERVICE SPECIFICATION FINAL
ESPD (Scotland) v1.4
Pricing Schedule
Instructions to Tenderers
CEC Terms and Conditions
Tenderer’s Submission

5.3

Publication date of this notice

08-06-2016

Express an interest online

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