Supply and Maintenance of a Finance and Procurement Solution

Supply and Maintenance of a Finance and Procurement Solution

Phase 1: Supply, Implementation, Support and Maintenance of a Finance and Procurement solution including any associated modules.

United Kingdom-Giffnock: IT services: consulting, software development, Internet and support

2018/S 112-255255

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

East Renfrewshire Council
Eastwood HQ, Eastwood Park,
G46 6UG
United Kingdom
Contact person: Debbie Hill, Principal Category Manager, Procurement
Telephone: +44 1415778486
NUTS code: UKM83

I.1)Name and addresses

Fife Council
Fife House, North Street
United Kingdom
Telephone: +44 3451550000
NUTS code: UKM72Internet address(es):Main address:

Address of the buyer profile:

I.2)Information about joint procurement

The contract involves joint procurement
In the case of joint procurement involving different countries, state applicable national procurement law:

Fife Council (See Tender Information Pack loaded into PCS-Tender system for full details of their participation).


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:

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


Finance, Procurement, HR Payroll System(s) and Associated Modules

Reference number: CE 18 19 012

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

East Renfrewshire Council has embarked on a change programme to modernise the way that it works and address the joint pressures of increasing demands and financial constraints. This includes modernising and transforming the processes and the systems that are used to manage Finance, Procurement and HR and Payroll. See additional information for fuller details.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKM83
NUTS code: UKM72
Main site or place of performance:

East Renfrewshire Council — Lead buyer.

Fife Council — Potential participant.

II.2.4)Description of the procurement:

The Council now invites suitably qualified bidders to respond with competitive tenders for the following requirements.

Phase 1: Supply, Implementation, Support and Maintenance of a Finance and Procurement solution including any associated modules.

1) It should be noted that there is no guarantee that the Council will take the procurement module offered under this phase and reserve the right to compare any offering against the procurement offering available from the Scottish Government (PECOS).

Potential Phase 2 – Supply, Implementation, Support and Maintenance of HR & Payroll solution including any associated modules.

1) As part of this tendering opportunity it is recognised that there are efficiencies from having one supplier offering a finance, procurement and HR solution. Bidders responding will therefore be invited to provide within their response indicative costs for this potential Phase 2.

2) There is no guarantee that the Council will take the HR and Payroll solution offered from the successful supplier for Phase 1. A further review (post award of phase 1) will be carried out by the Council on the HR and Payroll offering before any final decision on implementing Phase 2 is taken.

3) The Council therefore cannot offer any guarantee to proceeding with Phase 2 under this Contract and reserve the right to go back to the market for an HR and Payroll solution.

Bidders responding to this tender opportunity must be able to offer a solution to meet Phase 1.

Bids including Phase 2 proposals will be welcomed from single suppliers or from consortium bids where a partnership approach has been taken.

Bids for Phase 2 only will not be accepted and will be removed from this exercise.

In order to support the Councils business operations the Council reserves the right to introduce/include other Council critical systems at our discretion as we progress with the Contract and after the initial phase(s) via the awarded solution.

The successful supplier will be responsible for integrating the system with key operational business systems, and deploying an effective reporting solution.

The estimated budget for Phases 1 and 2 is approximately 5 800 000 GBP covering the total contract period of 10 years for East Renfrewshire Council. This is an indicative figure only and no guarantee is given with regard to the Council’s overall uptake of any resulting contract. The Council reserves the right to spend up to 15 000 000 GBP over the life of this Framework Agreement but this value cannot be guaranteed. This value represents potential spend for East Renfrewshire Council only and not any collaborative partners named as part of this exercise.

Contract award will be offered as a Framework Agreement. There is no guarantee given with regard to East Renfrewshire Councils overall uptake of any resulting contract or from any Councils named as part of this exercise.

Tenderers should note that Fife Council, are mentioned in the relating Contract notice. Fife Council have expressed interest in being able to procure with the successful supplier should they find the awarded solution(s) fit for purpose. Fife Council are not bound to make any further competition under this Framework Agreement for either Phase 1 or Phase 2 systems. The Council will be responsible for their own engagement with the successful supplier following any award made by East Renfrewshire Council. Their estimated spend is in the region of 9 500 000 GBP.

It will be acceptable for bidders responding to this opportunity to submit a consortium bid with a partner of their choice. Where this option is taken the lead contractor must identify their partner in part 2A. 17. 2 of the ESPD and download and submit the ESPD attachment at part 2A. 17 .4 which has to be duly completed by each participant in the consortium group.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 24 500 000.00 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:

5 x 12 month extensions available at the discretion of the Council. Extensions will be reviewed annually.

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: yes
Description of options:

See Tender Information Pack for full details.

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

Please see Tender information pack loaded into the PCS-Tender system which provides fuller details on this contract opportunity.

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

List and brief description of conditions:

As per tendering documentation.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
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

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure


IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with a single operator
In the case of framework agreements, provide justification for any duration exceeding 4 years: To ensure system can be embedded and efficiencies gained a Framework exceeding 4 years is being offered.
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

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 27/07/2018
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: 5 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 27/07/2018
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

It may be the case that the Council will re-tender this in the future but this cannot be guaranteed. Possible re-tender could be anytime from 2022.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 11009. For more information see:

A sub-contract clause has been included in this contract. For more information see:

Community benefits are included in this requirement. For more information see:

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

Full information on this is provided within the PCS-Tender system.

(SC Ref:546339).

VI.4)Procedures for review

VI.4.1)Review body

East Renfrewshire Council
Eastwood HQ, Eastwood Park,
G46 6UG
United Kingdom
Telephone: +44 1415778591
E-mail: address:
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:


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