Tender for Human Resource Information System

Tender for Human Resource Information System

To procure a cloud based (Software-as-a-Service (SaaS)), Human Resources Information System (HRIS).

United Kingdom-Glasgow: Personnel and payroll services

2018/S 067-149005

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

The Skills Development Scotland Co. Limited
Monteith House, First Floor, 11 George Square
G2 1DY
United Kingdom
Telephone: +44 1412256710
E-mail: iain.skene@sds.co.uk
NUTS code: UKM

I.2)Information about joint procurement

The contract is awarded by a central purchasing body


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

I.4)Type of the contracting authority

Regional or local agency/office

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement


Human Resource Information System (HRIS)

Reference number: P17-157

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

HRIS System for the employees and management of Scottish Enterprise (SE).

II.1.5)Estimated total value

Value excluding VAT: 662 500.00 GBP

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: UKM
Main site or place of performance:


II.2.4)Description of the procurement:

Skills Development Scotland, on behalf of Scottish Enterprise, has a requirement to procure a cloud based (Software-as-a-Service (SaaS)), Human Resources Information System (HRIS) to support the organisation gain efficiencies in providing HR services across all staff levels.

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: 40
Quality criterion – Name: Non-Functional Spec/Externally Hosted IT Questionnaire / Weighting: 20
Quality criterion – Name: Presentation/Demo / Weighting / Weighting: 10
Price – Weighting: 30

II.2.6)Estimated value

Value excluding VAT: 662 500.00 GBP

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

Duration in months: 36
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: yes
Description of options:

(due to the optional two one-year extensions – see II.2.7).

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

List and brief description of conditions:

ESPD Question 4D.1 – 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, plus a Cyber Essentials Certification.

Alternatively, bidders must be able to provide evidence of documented procedures and policies regarding their information technology security techniques. Or in the case of cyber security, bidders will have to demonstrate that they meet the Cyber Essentials requirements, which must be verified by technically competent and independent 3rd party.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

ESPD Question 4B.1.2 — The financial information is reviewed to ascertain if the potential bidder’s financial standing is sufficient to allow it to be able to deliver the contract requirements. Amongst other matters, due to the value and assessed risk associated with this commission, bidders will be required to demonstrate a minimum average turnover of 265 000 GBP over the last two years for which accounts/financial statements are required.

If the minimum average turnover is not available due to the supplier’s status or length of time trading, suppliers should submit a banker’s reference or alternative information to demonstrate their financial capacity.

SDS may seek a Parent Company Guarantee if available.

If financial information is not provided, SDS reserves the right to request alternative information that may assist us in managing any residual risk or to remove the candidate from the tender process.

ESPD Question 4B.3 — Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up or started trading.

ESPD Question 4B.4 — Bidders will be required to state the value for the liquidity ratio. The liquidity ratio should be equal to or greater than 0.8.

SDS may carry out independent Financial Credit checks on your organisation. The checks undertaken shall provide SDS with information on your organisation’s risk rating.

It shall be at SDS discretion whether we deem the risk to be unacceptable and therefore may exclude your organisation from being taken any further in the Procurement process.

SDS also reserve the right to request further information, if no information can be found within the Credit rating system, or the information is incomplete.

ESPD Question 4B.5.1 — 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 in accordance with any legal obligation for the time being in force = 5 000 000 GBP.

Public Liability Insurance = 2 000 000 GBP for any one incident and unlimited in total.

Professional Indemnity Insurance = 2 000 000 GBP for any one incident and unlimited in total.

Please add details of any other relevant insurance policies you may have, along with the level of cover held.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

ESPD Question 4C.1.2 — 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 are required to provide 3 recent case studies detailing their experience over the last 3 years of providing fully implemented full HRIS and relevant add-ons like Payroll and Learning Management Systems, highlighting any elements which are sub-contracted.

Case studies should (where possible) also include client name/telephone/ e-mail address information, dates and contract values. SDS will have discretion to choose from the list, and thereafter obtain at least 2 references from the bidder’s client base. Each case study will be scored separately.

Bidders must demonstrate they have relevant experience of delivering an HRIS similar to our requirements.

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.1.1)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: 09/05/2018
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

IV.2.7)Conditions for opening of tenders

Date: 09/05/2018
Local time: 12:00

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:

Question 2A.17 — Form of Participation (Notably as part of a group, consortium, joint venture or similar).

Any contract will be entered into with the nominated lead organisation and all members of the consortium, who will in these circumstances each be required to execute said contract together with all ancillary documentation, evidencing their joint and several liabilities in respect of the obligations and liabilities of the contract. It will be for members of the consortium to sort out their respective duties and liabilities amongst each other. For administrative purposes, any associated documentation will be sent to the nominated lead organisation.

Question 2D.1.2 — If a substantial proportion of the work would go to a subcontractor, we may ask for a completed ESPD form for those subcontractors (only Sections A and B of Part II and Part III will be requested). We will advise bidders if we require this information prior to the subcontractor commencing work on the contract.

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=538146

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.

(SC Ref:538146).

Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=538146

VI.4)Procedures for review

VI.4.1)Review body

The Skills Development Scotland Co. Limited
Monteith House, First Floor, 11 George Square
G2 1DY
United Kingdom
Telephone: +44 1412256710Internet address:www.skillsdevelopmentscotland.co.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:



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