Section one: Contracting entity
one.1) Name and addresses
ScotRail Trains Limited
Atrium Court, 50 Waterloo Street
Glasgow
G2 6HQ
sheryl.s.cupples@scotrail.co.uk
Telephone
+44 3448110141
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=AA30589
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.6) Main activity
Railway services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
ScotRail Finance and Payroll Services
Reference number
SR-PACT-PROJ-673
two.1.2) Main CPV code
- 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
two.1.3) Type of contract
Services
two.1.4) Short description
ScotRail currently operates an out-sourced Shared Service Centre providing finance and payroll service functions. Whilst ScotRail are looking to engage the market and understand the capabilities of potential suppliers to provide these services in the future, we are also exploring other options including insourcing of both finance and payroll services.
This procurement will help shape our strategy for the future of our finance and payroll functions. Should the outsourcing model be approved, ScotRail plan to launch an ITN early next year.
Prospective suppliers who have the capacity and capability are asked to access our procurement portal Wax Digital to complete the Pre-Qualification Questionnaire (PQQ).
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Finance Services
Lot No
1
two.2.2) Additional CPV code(s)
- 79211000 - Accounting services
- 79211120 - Sales and purchases recording services
- 66122000 - Corporate finance and venture capital services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
Main site or place of performance
Glasgow/Scotland/UK
two.2.4) Description of the procurement
ScotRail Trains Limited are looking for a provider of Finance Services for the provision of Accounts Payable, Accounts Receivable, Treasury and VAT services.
An effective Finance Services provision is essential in ensuring suppliers are paid accurately and on time; customers are invoiced promptly and debts collected; and VAT returns are made accurately and in line with HMRC rules and regulations. The Finance Services provision should deliver a service which works seamlessly with the business and be viewed as an extension to the in-house Finance department.
Associated tasks to be administered by the provider will include but are not limited
to the following-
- Process AP invoices daily
- Prepare a twice a week BACS payment run
- Prepare manual CHAPs payment runs as required
- Resolve invoice queries from suppliers, liaising with ScotRail requisitioners when required
- Raise AR invoices as required, which includes regular tenant income contracts as well as ad hoc other services
- Post journals as required into finance system (cash journals, AP journals, etc)
- Prepare 12 VAT returns per year based on special periods (aligning with the 4 week rail periods)
- Provide VAT support when processing both AP and AR invoices
- Period end reporting and prepare key reconciliations on a periodic basis (13 periods based on 4 week rail periods)
- MI reporting
ScotRail currently uses Advanced products (Open Accounts and EBIS) for their finance related systems and will provide licence access to these systems. However, the finance system may be subject to change over the life of the contract where ScotRail review their systems strategy for this service and are required to conduct a tender for the system in the future.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
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
2 periods of up to 12 months as optional extensions
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 50
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
For more information and to complete the Pre Qualification Questionnaire (PQQ) please access our Wax e-sourcing portal here - https://scotrail.wax-live.com/S2C/DisplayModules/TradeModules/Negotiations/Opportunities/ListEvents.aspx
two.2) Description
two.2.1) Title
Payroll Services
Lot No
2
two.2.2) Additional CPV code(s)
- 79211110 - Payroll management services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
Main site or place of performance
Glasgow/Scotland/UK
two.2.4) Description of the procurement
ScotRail trains are looking for a provider of Payroll Services for the processing of a payroll for circa 6,000 active employees on a 4 weekly pay cycle.
An effective payroll provision is essential in ensuring employees are paid accurately and on time, maintaining compliance with tax and legal requirements, and providing accurate data and reporting information as required. The payroll service should deliver a seamless employee experience and support employee engagement and trust in ScotRail as an employer.
Associated tasks to be administered by the provider will include but are not limited to the following:
- Processing salary payments for rostered and non-rostered staff every 4 weeks
- Processing additional payments including overtime
- Ensuring compliance with all HMRC regulations
- Processing sick pay entitlements
- Processing payment for family friendly leave
- Implementing pay awards in a timely manner to ensure positive employee relations are maintained with the four Trade Unions
- Process changes to employee Terms & Conditions as required
- Updating payroll records periodically to ensure accurate payment to employees
- Responding to queries from employees by phone and email
- Process payments to third parties and complete the associated administrative tasks
- Pension scheme administration
- Processing P11D’s
- MI reporting
ScotRail currently uses iTrent for payroll and will provide licence access to the system. However, the payroll system may be subject to change over the life of the contract where ScotRail review their systems strategy for this service and are required to conduct a tender for the system in the future
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
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
2 periods of up to 12 months as optional extensions
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 50
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
For more information and to complete the Pre Qualification Questionnaire please access our Wax e-sourcing portal here - https://scotrail.wax-live.com/S2C/DisplayModules/TradeModules/Negotiations/Opportunities/ListEvents.aspx
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated procedure with prior call for competition
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
Date
19 January 2026
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
27 February 2026
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)
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
For more information and access to our PQQ please access our Wax e-sourcing portal here - https://scotrail.wax-live.com/S2C/DisplayModules/TradeModules/Negotiations/Opportunities/ListEvents.aspx
(SC Ref:818982)
six.4) Procedures for review
six.4.1) Review body
High Court of Justiciary
Glasgow
Country
United Kingdom