Section one: Contracting authority
one.1) Name and addresses
Scottish Fire and Rescue Service
Headquarters, Westburn Drive
Cambuslang
G72 7NA
Contact
Ashley Gould
ashley.gould@firescotland.gov.uk
Country
United Kingdom
NUTS code
UKM95 - South Lanarkshire
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA19543
one.3) Communication
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 above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Public order and safety
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Rostering And Availability Software As A Service, And Solution Implementation
Reference number
T3C-100-2223
two.1.2) Main CPV code
- 72212330 - Scheduling and productivity software development services
two.1.3) Type of contract
Services
two.1.4) Short description
Rostering Systems Software As A Service
two.1.5) Estimated total value
Value excluding VAT: £3,850,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79630000 - Personnel services except placement and supply services
- 35123300 - Timekeeping system
- 35125200 - Time control system or working time recorder
- 31711300 - Electronic timekeeping systems
- 48219300 - Administration software package
- 72212332 - Scheduling software development services
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
Main site or place of performance
Throughout Scotland
two.2.4) Description of the procurement
The Scottish Fire & Rescue Service requires a unified rostering system for its 8,250 employees (3700 Wholetime, 3700 Retained/Volunteer and 850 Support), who work a multitude of duty patterns. Both Software as a Service and Implementation of the contracted solution will form the subject of this contract.
two.2.5) Award criteria
Quality criterion - Name: Quality/Technical Merit / Weighting: 70
Price - Weighting: 30
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
The contracting authority may at its sole discretion extend the contract for up to three periods of up to 12 months each. The initial period of the contract shall be 84 months (seven years) unless terminated prior to that time in accordance with the terms of the contract; and the maximum period of the contract if extended will be 120 months.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The contracting authority shall have in its sole discretion the freedom to add related services to the original award
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
1 Financial stability and reliability
2 Insurance levels
Minimum level(s) of standards possibly required
1 Tenderers will be assessed in terms of financial standing by reference to the Service's contracted assessment portal
2 Employers Liability : GBP 10M
Public Liability: GBP 10M
Product Liability: N/A
Professional Liability: GBP 5M
three.1.3) Technical and professional ability
List and brief description of selection criteria
1 Experience of the successful delivery of projects similar in scale and value
2 Experience of successfully dealing with project/programme governance and assurance regimes
Minimum level(s) of standards possibly required
1 Tenderers must demonstrate as part of their Single Procurement Document submission that they have three years' experience of successful delivery of the required services to a similarly sized or emergency service organisation
2 Tenderers must also demonstrate that they have experience of at least one other application of corporate project governance and assurance regimes
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: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
27 November 2023
Local time
12:00pm
Changed to:
Date
30 November 2023
Local time
12:00pm
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
27 November 2023
Local time
12:00pm
Place
Inverness
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: No earlier than October 2030
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
An upper affordability level over the life of the contract including implementation and extension costs has been stated in this notice as required. This total can be divided into implementation costs at GBP
250,000, and service costs of GBP 3,600,000 over the full ten-year potential lifecycle of the contact to be awarded. The Contracting Authority's current annual costs are in the region of GBP 170000. The Contracting Authority is required to make significant savings over the next four years and this project is expected to contribute, having had industry responses during pre-market engagement that this should be achievable.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=747230.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://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.
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:
Tenderers are to describe in detail how they will directly support the Contracting Authority in delivering community benefits in a way which will meet the requirements of the Procurement Reform (Scotland) Act 2014 as follows:
“Sustainable Procurement Duty
For the purposes of the Act, it is the duty of a contracting authority-
(a) before carrying out a regulated procurement, to consider how in conducting the procurement process it can-
(i) improve the economic, social and environmental wellbeing of the authority’s area,
(ii) facilitate the involvement of small and medium enterprises, third sector bodies and supported businesses in the process, and
(iii) promote innovation, and
(b) in carrying out the procurement, to act with a view to securing such improvements identified as a result of paragraph (a)(i).
Community Benefit Requirement
For the purposes of the Act, a community benefit requirement is a contractual requirement imposed by a contracting authority relating to-
(i) training and recruitment, or
(ii) the availability of sub-contracting opportunities, or
(b) which is otherwise intended to improve the economic, social or environmental wellbeing of the authority’s area in a way additional to the main purpose of the contract in which the requirement is included.”
Specifically, the programme of work must include, but not be limited to the following elements:
Demonstration of their commitment to progressing towards adopting the five Fair Work First criteria for workers (including any agency or sub-contractor workers) engaged in the delivery of this contract. Answers should include, but not be limited to current and planned actions that show how they will embed these practices during the lifetime of this contract, tangible and measurable examples and should also describe how they will report on, and demonstrate progress, to the contracting authority during the lifetime of the contract
(SC Ref:747230)
six.4) Procedures for review
six.4.1) Review body
Glasgow Sheriff Court and Justice of the Peace Court
1 Carlton Place
Glasgow
G5 9TW
ashley.gould@firescotland.gov.uk
Telephone
+44 1414298888
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
The Scottish Fire and Rescue Service (SFRS) must, by notice in writing as soon as possible after the decision has been made, inform all tenderers and candidates of its decision to award the contract, conclude the framework agreement or establish a dynamic purchasing system. The SFRS will incorporate a minimum 10 calendar day standstill at the point information on the contract award is communicated to tenderers. The SFRS is obliged to comply with the regulations and any eligible economic operator can bring an action in the Sherriff Court or the Court of Session where as a consequence of a breach by the SFRS, they suffer or risk suffering loss or damage. The bringing of court proceedings during the standstill period means that the SFRS must not enter into the contract, conclude the framework agreement or establish the dynamic purchasing system unless the proceedings are determined, discontinued or disposed of: or the court, by interim order, brings to an end the prohibition. The bringing of court proceedings after the standstill period has elapsed and the remedies that are available to the courts are detailed in the Regulations.