Human Resource and Payroll Systems for Scottish Public Sector

Human Resource and Payroll Systems for Scottish Public Sector

The Supply, Implementation and Maintenance and Support of Human Resource and Payroll Systems.

UK-Edinburgh: Time accounting or human resources software package

2012/S 248-410581

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

APUC Limited
14 New Mart Road
Contact point(s): ICT Category Team
For the attention of: David MacLeod
EH14 1RL Edinburgh
Telephone: +44 1314428930
Fax: +44 1314428931

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Scottish Further and Higher Education Funding Council

Aberdeen College

Adam Smith College

Angus College

Anniesland College

Ayr College

Banff and Buchan College

Barony College

Borders College

Cardonald College

Carnegie College

Central College of Commerce

Clydebank College

Coatbridge College

Cumbernauld College

Dumfries and Galloway College

Dundee College

Edinburghs Telford College

Elmwood College

Forth Valley College

Glasgow College of Nautical Studies

Glasgow Metropolitan College

Inverness College

James Watt College

Jewel and Esk College

John Wheatley College

Kilmarnock College

Langside College

Lews Castle College

Moray College

Motherwell College

Newbattle Abbey College

North Glasgow College

North Highland College

Oatridge College

Orkney College

Perth College

Reid Kerr College

Sabhal Mor Ostaig

Shetland College

South Lanarkshire College

Stevenson College

Stow College

West Lothian College

Edinburgh College of Art

Edinburgh Napier University

Glasgow Caledonian University

Glasgow School of Art

Heriot-Watt University

Queen Margaret University

Robert Gordon University

Royal Scottish Academy of Music and Drama

Scottish Agricultural College

UHI Millennium Institute

University of Aberdeen

University of Abertay Dundee

University of Dundee

University of Edinburgh

University of Glasgow

University of St Andrews

University of Stirling

University of Strathclyde

University of the West of Scotland

Edinburgh College

City of Glasgow College

UKUPC (UK Universities Purchasing Consortia)

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:

The Supply, Implementation and Maintenance and Support of Human Resource and Payroll Systems.
II.1.2)Type of contract and location of works, place of delivery or of performance

Main site or location of works, place of delivery or of performance: Scotland.

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 5
Duration of the framework agreement

Duration in years: 2
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 1 000 000 and 6 000 000 GBP

II.1.5)Short description of the contract or purchase(s)

On 1.10.2012, Edinburgh’s Telford College, Stevenson College Edinburgh and Jewel & Esk College merged to form Edinburgh College, which is now the largest college in Scotland. Post-merger, Edinburgh College operates with a number of separate human resource and payroll systems and intends to standardise its operational requirements into one integrated human resource and payroll system. This system is required to support the college’s human resource and payroll processes and to provide accurate and coherent reporting tools. An implementation date (i.e. the single integrated system is in use, fully operational and functional across all four campuses) of 1.8.2013 is required, at which point full testing, data transfer, training and integration must be complete.
The Report of the Review of Further Education Governance in Scotland led by Professor Russel Griggs was published in 2012 and has led to a significant shift towards a Regional structure for colleges. At this time there are a number of both merger and federation models developing in the sector and some of which may also be required to review HR and payroll systems as part of the move to a Regional structure. The Framework Agreement which results from this procurement will be available to all APUC member and members of affiliated HE procurement consortia.
Note: The authority has indicated that they are using the PCS-Tender Module to carry out this procurement process. To access the PCS-Tender Module and record your interest in this notice please visit

If you are not already registered with the PCS-Tender Module registration will be required.

II.1.6)Common procurement vocabulary (CPV)

48450000, 72267100, 72261000, 72263000, 72265000, 72266000, 72267000, 72267100, 72212450, 48219300, 48442000, 48931000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Estimated value excluding VAT:
Range: between 1 000 000 and 6 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The Framework Agreement may be extended for 2 further periods of 1 year.
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: See PQQ Document available on PCS-T.
Minimum level(s) of standards possibly required: See PQQ Document available on PCS-T.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
See PQQ Document available on PCS-T.
Minimum level(s) of standards possibly required:
See PQQ Document available on PCS-T.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 10
Objective criteria for choosing the limited number of candidates: Bidders Details – Information Only
Information regarding economic / financial standing – Minimum Standard (Pass/Fail)
Criminal Convictions and Business Probity – Minimum Standards – Mandatory Exclusion (Pass/Fail)
Criminal Convictions and Business Probity – Minimum Standards – Discretionary Exclusion (Pass/Fail)
Insurances (Pass/Fail)
Conflict of Interest (Pass/Fail)
System Minimum Standards (pass / fail)
Human Resource and Payroll Systems as a Core Business Activity (Weighting 15 %)
Experience in supplying equivalent systems (Weighting 20 %)
Reporting Capabilities (Weighting 10 %)
Database platforms supported (Weighting 10 %)
Web-enabled or –delivered components as core product (Weighting 10 %)
Self-service for managers and staff as a core functionality (Weighting 10 %)
Hosting options supported (Weighting 10 %)
Integrating, configuring and implementing a single HR and Payroll system across a merged or merging organisation (Weighting 15 %)
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

28.1.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 2 Years to 4 Years after the contract award, depending on whether or not extension periods are awarded.
VI.2)Information about European Union funds
VI.3)Additional information

PQQs and ITTs will be issued and must be returned via Public Contracts Scotland Tender portal.
(SC Ref:248560)
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: APUC Ltd will incorporate a minimum 10 calendar day Standstill Period following electronic notification (minimum of 15 calendar days for any other means of communication) to unsuccessful applicants of the award decision. An economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2012 may bring proceedings in the Sheriff Court or the Court of Session.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:21.12.2012