Section one: Contracting authority
one.1) Name and addresses
The City of Edinburgh Council
Waverley Court, 4 East Market Street
Edinburgh
EH8 8BG
Telephone
+44 1315296432
Country
United Kingdom
NUTS code
UKM75 - Edinburgh, City of
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00290
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
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Address Tracing and Mortality Screening – Member Data Services
Reference number
CT1243
two.1.2) Main CPV code
- 66141000 - Pension fund management services
two.1.3) Type of contract
Services
two.1.4) Short description
The Lothian Pension Fund require a range of Member Data Services to assist the with effective administration of their funds.
The two services required are address tracing and mortality screening this allows the Lothian Pension Fund to update member records with the member's correct address and to check the existence of members thus avoiding overpayment of benefits where pensioner members have deceased or alerting the Fund where deferred beneficiaries have died and a benefit may be payable.
two.1.5) Estimated total value
Value excluding VAT: £125,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 66131100 - Pension investment services
- 66141000 - Pension fund management services
- 66520000 - Pension services
- 72416000 - Application service providers
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
two.2.4) Description of the procurement
The City of Edinburgh Council is acting on behalf of Lothian Pension Fund (“LPF”) in the execution of this Tender, but will not be party to the contract or the management of the contract through its lifetime.
LPF is the organisation responsible for administering the Local Government Pension Scheme in the Lothian area. Lothian Pension Fund administers the Local Government Pension Scheme (LGPS) in Edinburgh and the Lothians. LPF require a supplier to conduct Mortality Screening on all Lothian Pension Fund's pensioner and deferred members and to conduct address tracing on all untraced deferred members. This will be a recurring requirement, however through time the requirement may reduce.
The requirement is needed to improve the accuracy of member records in accordance with the Pensions Regulator's legislation on record keeping. In additional to improving their records, the service will improve the effectiveness of the communication between Lothian Pension Fund and its members, alerting members timeously with information about elections or choices they are required to make in relation to their benefits that may affect their rights under the scheme.
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
Start date
27 November 2023
End date
26 September 2028
This contract is subject to renewal
Yes
Description of renewals
The contract period will be for an initial 2 year period with the option to extend for a further 3 x12 month periods.
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
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
Economic and financial standing Question 4B.1 Turnover
Economic and financial standing Question 4B.4 Ratios
Economic and financial standing Question 4B.5 Insurance
Minimum level(s) of standards possibly required
Economic and financial standing Question 4B.1 Turnover
Tenderers are required to have a minimum “general” annual turnover of GBP50,000 for the last two financial years. Where a Tenderer does not have an annual turnover of this value, the Council 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.
Economic and financial standing Question 4B.4 Ratios
Tenderers will be required provide the following information in response to 4B.4:
Current ratio for Current Year: 1:1.15
Current ratio for Prior Year: 1:1.15
The formula for calculating a Tenderer’s current ratio is current assets divided by current liabilities. The acceptable range for each financial ratio is greater than 1:15. Where a Tenderer’s current ratio is less than the acceptable value, the Council 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.
Economic and financial standing Question 4B.5 Insurance
Employer’s liability to at least to the level required by law
Public liability to GBP5,000,000 in respect of any one claim; no annual or total cap
Cyber Liability to GBP1,000,000 in respect of any one claim; no annual or total cap
three.1.3) Technical and professional ability
List and brief description of selection criteria
Technical And Professional Ability 4C.1.2 Previous experience
Technical And Professional Ability 4C.4 Prompt Payment
Qualifications 4c.6 & 6.1 NCSC Cloud security
Minimum level(s) of standards possibly required
Technical And Professional Ability 4C.1.2 Previous experience
Please provide relevant examples of services carried out during the last three years as specified in the Contract Notice:
Tenderers are required to provide 2 examples of services carried out within the past three (3) years that demonstrate that they have the relevant experience to deliver services similar in scope, scale and duration to that described in the ITT and Tracing and Mortality Screening Procurement Specification document. Tenderers who fail to provide relevant examples of delivering similar services may be assessed as a FAIL and excluded from the procurement process.
Please download and complete the 'SPD Part 4C previous experience template'.
Technical And Professional Ability 4C.4 Prompt Payment
It is a mandatory requirement of this Contract that a prompt payment clause is present in all Contracts used in the delivery of the requirements. This ensures payment of subcontractors at all stages of the supply chain within 30 days and includes an obligation to provide a point of contact for subcontractors to refer to in the case of payment difficulties. This will require active monitoring of payment performance as well as the provision of evidence and reports to the Council on request or as contractually scheduled. Bidders should confirm that this condition will be met within the response to this question.
Qualifications 4c.6 & 6.1 NCSC Cloud security
The following educational and professional qualifications are held by the organisation itself:
The proposed solution must be accessed through a web browser and meet at least the NCSC Cloud security guidance.
See: https://www.ncsc.gov.uk/collection/cloudsecurity/implementingthecloudsecurityprinciples
The supplier should be able to demonstrate they have in place the following:
Primary and backup hosting environments with SOC 2 type II accreditation
Business Continuity and disaster recovery plans
Annual penetration testing of the hosting environment
Change Management process
Patching and update plans/procedures
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.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
3 November 2023
Local time
2:00pm
Changed to:
Date
6 November 2023
Local time
2:00pm
See the change notice.
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: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
3 November 2023
Local time
2:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
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
The City of Edinburgh Council are procuring this on behalf of Lothian Pension Fund.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 25307. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
(SC Ref:743239)
six.4) Procedures for review
six.4.1) Review body
Sheriff Court
Sheriff Court House, 27 Chambers Street
Edinburgh
EH1 1LB
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Precise information on deadline(s) for review procedures:
An economic operator that suffers or risks suffering loss or damage attributable to a breach of duty under Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or Court of Session. . A claim for an ineffectiveness order must be made within 30 days of the Contract Award Notice being published in the Find a Tender Service /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.