Tender for Pension Administration and Payroll Software System

Tender for Pension Administration and Payroll Software System

In order to administer the Local Government Pension Scheme in Scotland, LPF requires an integrated pension administration and payroll software system.

United Kingdom-Edinburgh: Pension fund administration services

2017/S 177-362588

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

The City of Edinburgh Council
Waverley Court, 4 East Market Street
United Kingdom
Telephone: +44 1315292160
E-mail: brian.mccreadie@edinburgh.gov.uk
NUTS code: UKM75

I.1)Name and addresses

Falkirk Council
Municipal Buildings, West Bridge Street
United Kingdom
Telephone: +44 1324506566
E-mail: pcu@falkirk.gov.uk
NUTS code: UKM76Internet address(es):Main address: http://www.falkirk.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00184

I.1)Name and addresses

Fife Council
Fife House, North Street
United Kingdom
Telephone: +44 3451550000
E-mail: enquiry.procurement@fife.gov.uk
NUTS code: UKM72Internet address(es):Main address: http://www.fifedirect.org.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00187

I.1)Name and addresses

Scottish Borders Council
Council Headquarters
Newtown St Boswells
United Kingdom
Telephone: +44 1835824000
E-mail: procurement@scotborders.gov.uk
Fax: +44 1835825150
NUTS code: UKInternet address(es):Main address: http://www.scotborders.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00394

I.1)Name and addresses

Shetland Islands Council
Town Hall, Hillhead
United Kingdom
Telephone: +44 1595744595
E-mail: contract.admin@shetland.gov.uk
Fax: +44 1595744509
NUTS code: UKM66Internet address(es):Main address: www.shetland.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00402

I.1)Name and addresses

Dundee City Council
Dundee House, 50 North Lindsay Street
United Kingdom
Telephone: +44 1382434000
E-mail: eprocurement@dundeecity.gov.uk
Fax: +44 1382433045
NUTS code: UKM71Internet address(es):Main address: www.dundeecity.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00220

I.1)Name and addresses

Strathclyde Pension Fund
c/o Glasgow City Council, 6th Floor, Capella Building, 60 York Street
G2 8JX
United Kingdom
Telephone: +44 1412875186
E-mail: linda.welsh@glasgow.gov.uk
NUTS code: UKMInternet address(es):Main address: http://www.spfo.org.uk/

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA19122

I.1)Name and addresses

The Highland Council
Council Headquarters, Glenurquhart Road
United Kingdom
Telephone: +44 1349886606
E-mail: charlie.maccallum@highland.gcsx.gov.uk
NUTS code: UKM62Internet address(es):Main address: http://www.highland.gov.uk/

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00045

I.2)Joint procurement

The contract involves joint procurement


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 authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement


Integrated Pension Administration and Payroll Software System.

Reference number: CT0400

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

In order to administer the Local Government Pension Scheme (LGPS) in Scotland, LPF requires an integrated pension administration and payroll software system to provide benefit entitlement calculations and payments in compliance with relevant LGPS Regulations. The Statement of Requirements document provides a detailed description, including technical requirements, of the proposed service.

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: UKM
Main site or place of performance:


II.2.4)Description of the procurement:

The City of Edinburgh Council (The Council) is the administering authority of the Local Government Pension Scheme (LGPS) in Scotland for the Lothian area. Lothian Pension Fund (LPF), which is not a separate legal entity from the Council, carries out the specialist activities

of investing the assets (approximately 6 000 000 000 GBP) and administering the benefits of three funds — Lothian Pension Fund, Lothian Buses, Pension Fund and Scottish Homes Pension Fund — on behalf of over 100 contributing employers and over 80,000 members. Where stated ‘LPF’ this refers to all the three funds.

In order to administer the Local Government Pension Scheme (LGPS) in Scotland, LPF requires an integrated pension administration and payroll software system to provide benefit entitlement calculations and payments in compliance with relevant LGPS Regulations. The proposed contract is primarily intended for use by The City of Edinburgh Council, in its role as administering authority of the Local Government Pensions Scheme (LGPS) in Scotland for the Lothian region. However, bidders should note that The City of Edinburgh Council took the decision to offer all other Scottish LGPS’s the opportunity to make use of the proposed service at some point in the future when their current arrangements expire. The following other LGPS pension funds have indicated that they may wish to enter into an agreement with the successful supplier when

their current arrangements end:

— Falkirk Council Pension Fund

— Fife Council Pension Fund

— Highlands Pension Fund

— Scottish Borders Council Pension Fund

— Shetland Islands Council Pension Fund

— Strathclyde Pension Fund

— Tayside Pension Fund

Bidders should note that, although the LGPS’s named above have indicated an interest in possibly entering into similar agreements with the successful Contractor for delivery of the service when their current arrangements expire, they are under no obligation to do so. Similarly, in the event that, for any reason, the Contractor does not wish to participate in such an arrangement, they will retain a ‘Right of Refusal’ to enter into any such contract with any other Scottish LGPS.

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

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

Duration in months: 168
This contract is subject to renewal: yes
Description of renewals:

The original contract will be for a duration of 10 years, with options to extend for two further periods of 2 years each, giving a total maximum contract duration of 14 years.

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

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

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

Notice number in the OJ S: 2017/S 104-207686

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

Date: 13/10/2017
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

Tender must be valid until: 13/04/2018

IV.2.7)Conditions for opening of tenders

Date: 13/10/2017
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

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

VI.3)Additional information:

Tenderers may wish to note that when submitting their pricing proposals they will be required to identify and include specific details of LPF’s ‘in house’ staff resources (by job role and man hours involved for each) which they anticipate LPF will require in order to conduct all necessary UAT of their proposed system solution. These UAT staff resourcing costs will be included as part

of the bidder’s overall pricing proposal when evaluating the Pricing Schedules submitted by bidders. Any prospective bidders who may

have any concerns regarding the Council’s proposed approach to this procurement exercise are advised to submit clear and comprehensive

details of their concerns, in writing, to the Council via the Question and Answer facility on the PCS web portal within 30 days of the publication of this Tender Notice.

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=511803.

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:511803)

Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=511803

VI.4)Procedures for review

VI.4.1)Review body

The City of Edinburgh Council
Waverley Court, 4 East Market Street
United Kingdom
Telephone: +44 1314693922Internet address:http://www.edinburgh.gov.uk
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

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 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.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: