Tender for Employee Assistance Programme

Tender for Employee Assistance Programme – Police Scotland

The Scottish Police Authority on behalf of Police Scotland are looking to contract with a single supplier to deliver an Employee Assistance Programme.

United Kingdom-Glasgow: Company health services

2018/S 145-332127

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Scottish Police Authority
1 Pacific Quay, 2nd Floor
Glasgow
G51 1DZ
United Kingdom
Contact person: June Northcote
Telephone: +44 1786896109
E-mail: june.northcote@scotland.pnn.police.uk
NUTS code: UKM

Internet address(es):Main address: http://www.spa.police.uk

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA19762

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.publictendersscotland.publiccontractsscotland.gov.uk

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: www.publictendersscotland.publiccontractsscotland.gov.uk

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Other activity: Police Authority for the Police Service of Scotland with functions referred to in Section 2 of the Police and Fire Reform (Scotland) Act 2012

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Provision of Services in Relation to an Employee Assistance Programme

Reference number: Project- 11316

II.1.2)Main CPV code

85147000

II.1.3)Type of contract

Services

II.1.4)Short description:

The Scottish Police Authority on behalf of Police Scotland are looking to contract with a single supplier to deliver an Employee Assistance Programme.

II.1.5)Estimated total value

Value excluding VAT: 472 000.00 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)

85312320

79625000

II.2.3)Place of performance

NUTS code: UKM

II.2.4)Description of the procurement:

The purpose of this Contract is to ensure that the continuing needs of Police Scotland are met with regards to employee assistance. Police Scotland has a headcount of approximately 23 000. Since April 2018 Police Scotland has added 850 members of the Mountain Rescue Team onto the service users who can access this provision. The current usage of the Service is approximately 5% per annum. The EAP Service that Police Scotland requires is:

Worksite focused programmes to assist in the identification and resolution of employee concerns which affect, or may affect, performance. Such employee concerns typically include, but are not limited to:

— personal matters — health, relationships, family, financial, emotional, legal, anxiety, alcohol, drugs and other related issues,

— work matters — work demands, working relationships, personal and interpersonal skills, work/life balance, stress and other related issues.

The main services shall comprise but not be limited to the following component parts, and shall be provided as follows:

— Telephone Counselling Service,

— Information Service,

— Face-to-face Counselling Sessions,

— Referral Procedures,

— Onward Referral Procedures.

Required Minimum Standard of Professional Ability:

The personnel, and if applicable any subcontractors, engaged by the Contractor to provide counselling must have appropriate qualifications (as determined by relevant professional bodies and industry standards) so as to provide the specified service to the Police Authority to a suitable and effective standard.

Personnel, and if applicable any sub-contractors, must be members of one of the following or equivalent bodies.

— British Association for Counselling and Psychotherapy (BACP),

— Employee Assistance Professionals Association (EAPA),

— British Psychological Society (BPS),

— UK Council for Psychotherapy (UKCP),

— Counselling and Psychotherapy in Scotland (COSCA).

The service must comply with BACP Ethical Framework for Good Practice in Counselling, or equivalent.

A practising counsellor must hold a Diploma in Counselling or equivalent level as a minimum qualification.

Psychologists should belong to a recognised UK professional body and in addition be entered in the Allied Professionals Register.

The Contractor must ensure that additional qualifications are held in order to deliver specific items of service delivery e.g. Trauma Counselling etc.

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: 472 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48

This contract is subject to renewal: yes

Description of renewals:

An option to extend up to 12 months.

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

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:

The suppliers must be able to meet the following minimum Standard of Professional Ability:

Personnel, and if applicable any sub-contractors, must be members of one of the following or equivalent bodies.

— British Association for Counselling and Psychotherapy (BACP),

— Employee Assistance Professionals Association (EAPA),

— British Psychological Society (BPS),

— UK Council for Psychotherapy (UKCP),

— Counselling and Psychotherapy in Scotland (COSCA).

The service must comply with BACP Ethical Framework for Good Practice in Counselling, or equivalent.

A practising counsellor must hold a Diploma in Counselling or equivalent level as a minimum qualification.

Psychologists should belong to a recognised UK professional body and in addition be entered in the Allied Professionals Register.

The Contractor must ensure that additional qualifications are held in order to deliver specific items of service delivery e.g. Trauma Counselling etc.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

In order to pass the Financial Check section of the contract, it is mandatory for companies to attain the undernoted:

To establish the financial standing of a potential Tenderer, the SPA will firstly take into account a risk report provided independently by Credit Safe. Tenderers are asked to provide their Company Number so that the SPA can run this report. Within such reports, the risk of business failure is expressed as a score of 30 or below (high risk of business failure). In the event that a company is determined to have a risk failure rating of 30 and below i.e. that the company is considered to have a high risk of business failure, the submission will not be considered further.

If you are successful in the award of this Contract, and where, during the life of the Contract, including any extension period, your risk failure rating falls below 30 then the SPA reserves the right to remove you from this Contract. It is the Supplier’s responsibility to ensure that the information held by Credit Safe is accurate and up to date.

For the avoidance of doubt, the SPA will request a report from Credit Safe following the closing date for the receipt of the Tenders to ensure that the most up to date information is used. Where you are not registered on Credit Safe e.g. charitable organisations or new start companies / sole traders with less than 3 years’ trading history, discretionary powers are available to the Chief Financial Officer to consider abbreviated accounts along with banker’s references etc.

Tenderers should be aware that any outstanding court judgements will have a detrimental effect on the rating held by Credit Safe and it is your responsibility to ensure that the information held by Credit Safe is accurate and up to date — failure to do so will result in rejection of your submission.

Important note: This requirement is not applicable to sole traders / charities. Sole traders / charities may be required to provide a banker’s reference if successful.

Tenderers are required to have a minimum “general” annual turnover of 1 000 000 GBP for the last 2 financial years. Where a Tenderer does not have an annual turnover of this value, the SPA may exclude the Tenderer from the competition or may apply discretion seeking supporting evidence to determine the Tenderer’s suitability to proceed in the competition. Where this information is not available due to a new company being established a business plan should be provided demonstrating how the organisation will meet the annual turnover requirement.

Tenderers are required to hold, or commit to obtaining prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below. Where a Tenderer does not hold or commit to obtaining the types and levels of insurance indicated, the SPA will exclude the Tenderer from the competition.

a. Public Liability Insurance: 5 000 000 GBP;

b. Product Liability Insurance: 5 000 000 GBP;

c. Professional Indemnity Insurance: 5 000 000 GBP;

d. Employers (Compulsory) Liability Insurance: in accordance with any legal obligation for the time being in force.

Minimum level(s) of standards possibly required:

Please see details above.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

With reference to ESPD question 4C.1.2, tenderers will be required to provide 2 examples to demonstrate that they have the relevant experience to deliver the services described in Part II.2.4 of the OJEU Contract Notice.

Minimum level(s) of standards possibly required:

Examples provided must be relating to comparable tenders in value and type previously undertaken within the last three years. One of the examples must be dealing with Police or Blue Light Services.

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:

Service Levels for Delivery of Employee Assistance Programme are listed in Appendix of the ITT found on the PCS Tender portal.

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)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

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

Date: 10/09/2018

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:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 10/09/2018

Local time: 12:30

Place:

Glasgow.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes

Estimated timing for further notices to be published:

March 2023.

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:

Economic operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulation 2015.

To access PCS-Tender, record your interest in this notice and access the tender document please visit:

https://www.publictendersscotland.publiccontractsscotland.gov.uk and search for Project Code 11316 under ITTs Open to All Suppliers. Please use the Search / Filter function, then select Project Code from the dropdown. Please note that once you have expressed interest in the ITT it will move to your My ITTs area.

For further information on using PCS-Tender, please read the Supplier Response Guide:

https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/supplierhelppage/PCS-TSupplierResponseGuide.pdf

If you have already registered on Public Contracts Scotland and PCS-Tender and paired your accounts you can access PCS-Tender through your Public Contracts Scotland Control Panel.

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 11316

For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

(SC Ref:548925)

VI.4)Procedures for review

VI.4.1)Review body

Scottish Police Authority
1 Pacific Quay, 2nd Floor
Glasgow
G51 1DZ
United Kingdom
Telephone: +44 1786896109Internet address: http://www.spa.police.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:

27/07/2018