Section one: Contracting authority
one.1) Name and addresses
Forestry and Land Scotland
Great Glen House, Leachkin Road
Inverness
IV3 8NW
Procurement@forestryandland.gov.scot
Telephone
+44 3000676000
Country
United Kingdom
NUTS code
UKM - Scotland
Internet address(es)
Main address
http://www.forestryandland.gov.scot
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA30371
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Environment
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Transformation of Legacy Finance, Purchase-To-Pay, and Business Planning Systems
Reference number
C0212
two.1.2) Main CPV code
- 72210000 - Programming services of packaged software products
two.1.3) Type of contract
Services
two.1.4) Short description
Forestry and Land Scotland (FLS) are looking to procure a cloud solution and implementation services to replace the organisation’s current legacy Finance, Purchase to Pay, and Business Planning systems.
In addition to the above-noted core solution and related services, FLS may require the provision of certain optional solutions and services and/or additional solutions and services relating to FLS’s HR and Payroll systems, which optional or additional solutions and/or services would be required to provide FLS with seamless data flow between its HR and Payroll systems and its Finance, Purchase to Pay and Business Planning systems.
There is no obligation on FLS to require the provision of any such optional or additional solutions and/or services by the successful tenderer, nor on bidders to provide these, and FLS shall be entitled at its discretion to procure any solutions and/or services that are the same as or similar to the optional or additional solutions and/or services from any third party.
Further detail in relation to the specification of the above-noted core solution and related services and the optional or additional solutions and/or services and FLS’s requirements in relation thereto will be contained in the procurement documents relative to this contract opportunity.
two.1.5) Estimated total value
Value excluding VAT: £6,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48451000 - Enterprise resource planning software package
- 72212451 - Enterprise resource planning software development services
- 48440000 - Financial analysis and accounting software package
- 48443000 - Accounting software package
- 48441000 - Financial analysis software package
- 48442000 - Financial systems software package
- 77000000 - Agricultural, forestry, horticultural, aquacultural and apicultural services
- 72263000 - Software implementation services
- 48000000 - Software package and information systems
- 30196000 - Planning systems
- 48490000 - Procurement software package
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
two.2.4) Description of the procurement
The purpose of this procurement is to implement a modern, integrated, modular, enterprise system with a centralised database that has the ability to support FLS’ finance, purchase to pay and business planning processes. It must be able to integrate with 3rd party systems, operate in real-time, provide meaningful management information and have a consistent look and feel across all business modules.
The solution will provide the foundation for Digital Transformation across FLS and the delivery of the FLS draft Digital Strategy.
The contract will be subject to Community Benefits and support FLS to meet their requirements of the Climate Change (Duties of Public Bodies: Reporting Requirements) (Scotland) Amendment Order 2020 and the sustainability targets.
The estimated value of this procurement is circa 4.5M GBP - 6M GBP
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 70
Price - Weighting: 30
two.2.6) Estimated value
Value excluding VAT: £6,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
84
This contract is subject to renewal
Yes
Description of renewals
There is an option to extend for a maximum of 3 additional years.
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:
Responses of the Bidders who are not subject to any of the exclusion grounds and who meet the applicable selection criteria in relation to economic and financial standing will be evaluated based on the experience examples provided to demonstrate their technical and professional ability. Further information in relation to the applicable exclusion grounds and selection criteria is contained in the tender documents, including the Instructions to Bidders Cover Letter on PCS-T.
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
In addition to the above-noted core solution and related services, FLS may require the provision of certain optional solutions and services and/or additional solutions and services relating to FLS’s HR and Payroll systems, which optional or additional solutions and/or services would be required to provide FLS with seamless data flow between its HR and Payroll systems and its Finance, Purchase to Pay and Business Planning systems.
There is no obligation on FLS to require the provision of any such optional or additional solutions and/or services by the successful tenderer, nor on bidders to provide these, and FLS shall be entitled at its discretion to procure any solutions and/or services that are the same as or similar to the optional or additional solutions and/or services from any third party.
Further detail in relation to the specification of the above-noted core solution and related services and the optional or additional solutions and/or services and FLS’s requirements in relation thereto will be contained in the procurement documents relative to this contract opportunity.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) 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) Regulations 2015.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
N/A
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
As per the Invitation to Tender documents located within Public Contract Scotland - Tender.
three.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 four. Procedure
four.1) Description
four.1.1) Type of procedure
Competitive procedure with negotiation
four.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
four.1.5) Information about negotiation
The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2021/S 000-031719
four.2.2) Time limit for receipt of tenders or requests to participate
Date
13 May 2022
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
11 July 2022
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 6 February 2023
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: Around February 2029 is when procurement should initiate a project for the renewal of the Finance System.
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Scoring Methodology 0-4 will be used to evaluate the technical ability of the SPD. Further detailed description has been inserted in the SPD Instruction to Bidders Document.
The Instruction to Bidders Document can be found in the additional attachment folder located on Public Contract Scotland - Tender.
The Scottish Government's Supplier Journey website will guide you through the process of bidding for public sector goods and services, available here: https://www.supplierjourney.scot/
The Supplier Developer Programme is available to assist Suppliers with public procurement including training events: https://www.sdpscotland.co.uk/region/public-bodies-forestry-commission/
The Buyer Help and Guidance on PCS-T here:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/web/buyerhelp.html
The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 20620. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
The Contracting Authority does not intend to include a sub-contract clause as part of community benefits (as per Section 25 of the Procurement Reform (Scotland) Act 2014) in this contract for the following reason:
Suppliers within this market are likely to have established partnership and subcontracting relationships. As this will be a contract for Software as a Service implementation of cloud software, it is unlikely that it would involve opportunities for local suppliers, third sector, or supported businesses. Therefore, it is not considered appropriate or proportionate to include the subcontracting clause.
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Community benefits have been considered, those of which are directly related to the type of services required. Community Benefits will addressed through a scored technical question, and delivery of these will become a condition of contract. This will be monitored as part of contract management.
The recommended approach is for FLS to develop a ‘menu’ of Community Benefits that the organisation would like the successful supplier to deliver. The potential benefits are expected to include digital training/upskilling (e.g.: of suppliers operating within forestry/rural environment), volunteer days relating to forestry, and other objectives lined to FLS’ activities and priorities. The options for potential benefits will be finalised prior to the issue of ITT.
The bidders will be required to confirm the community benefit they would commit to providing and describe their approach to its delivery, including engagement with FLS and resources that they may require from FLS.
If successful, the winning bidder will be required to discuss the content of their community benefit proposal and agree a plan for the delivery of the agreed community benefits which will become a condition of the contract.
(SC Ref:680267)
six.4) Procedures for review
six.4.1) Review body
Court of Session
Parliament House, Parliament Square
Edinburgh
EH1 1RQ
supreme.courts@scotcourts.gov.uk
Telephone
+44 1312252595
Country
United Kingdom