Section one: Contracting authority
one.1) Name and addresses
Scottish Government
Victoria Quay
Edinburgh
EH6 6QQ
Telephone
+44 1312443619
Country
United Kingdom
NUTS code
UKM - Scotland
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10482
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
one.4) Type of the contracting authority
Ministry or any other national or federal authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
IPED - The Supply and Support of a Correspondence Management System
Reference number
664929
two.1.2) Main CPV code
- 72512000 - Document management services
two.1.3) Type of contract
Services
two.1.4) Short description
The Scottish Government is seeking a suitably qualified and experienced service provider who will be responsible for the supply and support of a new Correspondence Management System. Both the Solution, and Services, which are to be provided by the Service Provider will form the core of a wider Correspondence Management capability, including updated operating models and business process improvements, to be implemented by the SG.
two.1.5) Estimated total value
Value excluding VAT: £2,500,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48311000 - Document management software package
- 48311100 - Document management system
- 72212311 - Document management software development services
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
two.2.4) Description of the procurement
The Scottish Government is seeking a suitably qualified and experienced service provider who will be responsible for the supply and support of a new Correspondence Management System. Both the Solution, and Services, which are to be provided by the Service Provider will form the core of a wider Correspondence Management capability, including updated operating models and business process improvements, to be implemented by the SG.
The purpose of this procurement is to provide a platform to manage the processing of the vast and varied correspondence submitted through various channels in a secure and managed software as a service solution.
The correspondence in scope for this solution that are received into Scottish Government via various channels that can be categorised as one of four key types -
-Ministerial Correspondence
-General Correspondence
-Freedom of Information (FOI) Requests
-Parliamentary Questions
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 70
Price - Weighting: 30
two.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
Initial contract period will be 24 months with the possible extension of a further 24 months.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
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.1.2) Economic and financial standing
List and brief description of selection criteria
Financial Ratio
Minimum Insurance Levels
Minimum level(s) of standards possibly required
Financial Ration - Current Ratio is equal to or greater than 1.0 (Current Assist / Current Liabilities)
Insurances
Public Liability - 1 million GBP
Professional Indemnity - 1 million GBP
Employer’s liability - 5 million GBP
three.1.3) Technical and professional ability
List and brief description of selection criteria
4C.4 - Supply Chain Management/Tracking Systems Used.
4C.7 - Environmental Management Measures.
4C.10 - Subcontractors
Minimum level(s) of standards possibly required
4C.4 - If bidders intend to use a supply chain to deliver the requirements detailed in the Contract Notice, they should confirm they have (or have access to) the relevant supply chain management and tracking systems to ensure a resilient and sustainable supply chain. This will include confirmation that they have the systems in place to pay subcontractors through the supply chain promptly and effectively, and provide evidence when requested of: a)
their standard payment terms b) ≥95% of all supply chain invoices being paid on time (in accordance with the terms of contract) in the last financial year. If the bidder is unable to confirm (b) they must provide an improvement plan, signed by their Director, which improves the payment performance.
4C.7 - Bidders will be required to provide evidence that their organisation has taken steps to build their awareness of the climate change emergency and how they will respond. Accepted evidence includes but is not limited to: - a completed copy of the Bidder ‘relevant contract’ Climate Change Plan Template, including planned projects and actions to reduce the bidder’s carbon emissions. This does not need to contain calculated carbon emissions.
4C.10 - Please provide details of the proportion (i.e. percentage) of the contract that you intend to subcontract.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
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: 2024/S 000-037778
four.2.2) Time limit for receipt of tenders or requests to participate
Date
6 June 2025
Local time
12:00pm
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
Duration in months: 6 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
6 June 2025
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 29099. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
(SC Ref:796999)
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sherriff Court
Sheriff Court House, 27 Chamber Street
Edinburgh
EH1 1LB
Country
United Kingdom