Section one: Contracting authority
one.1) Name and addresses
The Common Services Agency (more commonly known as NHS National Services Scotland) (NSS)
1 South Gyle Crescent
Edinburgh
EH12 9EB
Telephone
+44 1312756000
Country
United Kingdom
NUTS code
UKM - Scotland
Internet address(es)
Main address
http://www.nss.nhs.scot/browse/procurement-and-logistics
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11883
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
www.publictendersscotland.publiccontractsscotland.gov.uk/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.publictendersscotland.publiccontractsscotland.gov.uk/
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Health
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
NHS GDPR Compliance Tool
two.1.2) Main CPV code
- 72000000 - IT services: consulting, software development, Internet and support
two.1.3) Type of contract
Services
two.1.4) Short description
Procurement of a GDPR Compliance Tool to support NHS Scotland Information Governance with the delivery of their core compliance activities which include completion and review of Data Protection Impact Assessments, maintenance of Information Asset Registers and Records of Processing.
two.1.5) Estimated total value
Value excluding VAT: £900,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
Main site or place of performance
Scotland
two.2.4) Description of the procurement
Procurement of a GDPR Compliance Tool to support NHS Scotland Information Governance with the delivery of their core compliance activities which include completion and review of Data Protection Impact Assessments, maintenance of Information Asset Registers and Records of Processing.
The solution is required to enable NHS Scotland Information Governance to effectively deliver better and more efficient services to their colleagues, their organisation and third parties that they work with. The solution will also provide ease in carrying out the administrative activities, making tasks such as maintaining an archive of past assessments, templates, reporting, import and export of data more seamless, thereby improving NHS Scotland Information Governance business processes.
two.2.5) Award criteria
Quality criterion - Name: Functional Requirements / Weighting: 40
Quality criterion - Name: Non-Functional Requirements / Weighting: 30
Price - Weighting: 30
two.2.6) Estimated value
Value excluding VAT: £900,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
The Agreement includes two optional extension periods of 12 months each.
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
SPD Q.4B.1.1: Bidders are required to provide statement of accounts or extracts relating to their business for the previous 3 years. Where any are risks identified by NSS as part of the due diligence carried out on the above information NSS may require Bidders to provide additional information to demonstrate financial standing. Additional information can include but not be limited to:
- parent company accounts (if applicable)
- deeds of guarantee
- bankers statements and references
- accountants’ references
- management accounts
- financial projections, including cash flow forecasts
- details and evidence of previous contracts, including contract values
- capital availability.
Bidders who cannot provide suitable evidence of a secure financial standing may be excluded from the procurement.
Q.4B.5.1 and Q.4B.5.2: It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:
Employers liability insurance: 5 000 000 GBP;
Public liability insurance: 1 000 000 GBP;
Professional indemnity insurance: 1 000 000 GBP
three.1.3) Technical and professional ability
List and brief description of selection criteria
4C.1.2 Please provide details of three relevant examples of services carried out during the last three years.
4.C.2 Bidders are required to confirm compliance with standards, such as ISO or equivalent, set by technical bodies, especially those responsible for quality control. Please provide examples such as the following:
- Cyber Essentials
- ISO 9001 - Quality Management Systems
- ISO 27001 - Information Security Management
- ISO 27017 - Code of practice for information security controls
- ISO 27018 - Code of practice for protection of personally identifiable information (PII) in public clouds acting as PII processors
- UK Government 14 Cloud Security Principles
Please state the relevance of any such educational and professional qualifications.
4C.6: Bidders will be required to confirm that they and/or the service provider have relevant educational and professional qualifications such as the following: ISO27001 or equivalent ITIL qualifications [Helpdesk, etc] or equivalent other professional qualifications relevant to the Services outlined in the Contract Notice.
And:
4C.6.1: Bidders will be required to confirm that they and/or the service provider's managerial staff have relevant educational and professional qualifications such as the following: ISO27001 or equivalent ITIL qualifications [Helpdesk, etc] or equivalent other professional qualifications relevant to the Services outlined in the Contract Notice.
4C.10: Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract
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 000-018198
four.2.2) Time limit for receipt of tenders or requests to participate
Date
27 January 2025
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
27 January 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 ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Estimated Value:
The estimated value provided in sections II.1.5 and II.2.6 includes the initial 36 month contract period and the two optional extension periods of 12 months each.
Cyber Security:
It is a mandatory requirement that Bidders complete and pass a cyber security questionnaire which will be issued by Core to Cloud. Potential Bidders who plan to submit a Tender should, at the earliest possible opportunity, provide the following information to NSS via the PCS-T message board to allow Core to Cloud to issue the questionnaire:
- Bidder name
- Contact email
- Contact telephone number
Successful Bidders must take part in the NHS Scotland cyber security monitoring programme.
Fair Work Practices:
Bidders must describe how they will commit to fair work practices for workers (including any agency or subcontractor workers) engaged in the delivery of the contract as detailed within the ITT.
Carbon Reduction:
Bidders must provide their Carbon Reduction Plan for the main organisation(s) where the service or systems will be operated from under the Contract. This information will be used to demonstrate that suppliers awarded to public sector contracts are supporting the Scottish ambition of a net zero position by 2040.
Scottish Landscape:
All Bidders must provide as much of the following information as possible:
- number of employees in Scotland.
- number and location of any bases in Scotland
- total spend in Scotland used to support your business
- use of local sub-contractors
- rent for office or warehouses
- salaries
- hotels & transportation
- goods/services provided by local businesses
- other expenses
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 28095. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
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:
It is a mandatory requirement that Bidders agree to support the concept, provision and ongoing development of community benefits provision in relation to this Agreement. Bidders are required to agree to this mandatory requirement. They are also requested to provide a brief summary of the community benefits that have recently been delivered within Scotland, and also what impact and outcomes these have achieved. Bidders are required to summarise any community/social benefits that will be delivered as part of this Agreement if successful, or, alternatively, Bidders confirm that they will engage with the NHS Scotland Community Benefits Gateway (CBG). This gateway, developed through requests from suppliers seeking opportunities to support the delivery of community benefits within the contracting region, provides information community benefit opportunities. The CBG is a free and easy to use online service that connects NHS Scotland suppliers with third sector community organisations within Scotland and will be used for tracking and reporting, and is an approved, compliant route to the realisation of community benefits. For further information please visit: https://www.nss.nhs.scot/procurement-and-logistics/sustainability/access-our-community-benefit-gateway/.
(SC Ref:784857)
six.4) Procedures for review
six.4.1) Review body
Sheriff Court House
Edinburgh
EH1 1LB
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Economic operators should approach the contracting authority in the first instance. However, the only formal remedy is to apply to the courts:
An economic operator that suffers, or is at risk of suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 or the Procurement Reform (Scotland) Act 2014, may bring proceedings in the Sheriff Court or the Court of Session.