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Hysbysiad o Gontract

Expenses System

  • Cyhoeddwyd gyntaf: 25 Chwefror 2020
  • Wedi'i addasu ddiwethaf: 25 Chwefror 2020

Nid yw'r prynwr yn defnyddio'r wefan hon i weinyddu'r hysbysiad.

I gofnodi eich diddordeb neu gael gwybodaeth neu ddogfennau ychwanegol, darllenwch y cyfarwyddiadau yn Nhestun Llawn yr Hysbysiad. (NODER: Nid oes angen ymateb i Hysbysiadau Dyfarnu Contractau a Hysbysiadau Gwybodaeth Ymlaen Llaw fel arfer)

Cynnwys

Crynodeb

OCID:
Cyhoeddwyd gan:
Scottish Parliamentary Corporate Body
ID Awudurdod:
AA20563
Dyddiad cyhoeddi:
25 Chwefror 2020
Dyddiad Cau:
24 Mawrth 2020
Math o hysbysiad:
Hysbysiad o Gontract
Mae ganddo ddogfennau:
Nac Ydi
Wedi SPD:
Nac Ydi
Mae ganddo gynllun lleihau carbon:
AMH

Crynodeb

The Scottish Parliamentary Corporate Body (SPCB) is looking to appoint a contractor to provide a proven system to record and process expenses claims made by Members of the Scottish Parliament (MSPs), MSP staff, Scottish Parliamentary Services staff and independent Officeholders; and to record and process supplier invoices, on behalf of MSPs. The system must be able to report expenditure against budgets. The system must be able to provide the data for the payment of both expense claims and supplier invoices via the Scottish Government’s Oracle E-Business Suite finance system (known as SEAS), which is utilised by the SPCB.

The system must be able to provide the following functionality:

— the system must be securely accessible from a range of mobile devices (e.g. laptops, mobile phones and tablets) to submit, edit and approve expenditure claims and supplier invoices,

— the system must provide an intuitive workflow for the online, self-service submission, approval, recording and processing of expenditure claims,

— the system must provide an intuitive workflow for the online submission, approval, recording and processing of supplier invoices to third-party suppliers,

— the system must have the ability to create recurring transactions, using the same codes, amount and description, e.g. for monthly property rent payments,

— the system must allow for the electronic capture, storage and processing of supporting documentation in relation to submitted expenditure claims and Supplier Invoices ideally utilising Optical Character Recognition (OCR) (or equivalent) technology,

— the system must be configurable to meet SPCB policies and any relevant statutory requirements and take account of the different approval structures within the SPCB processes and audit requirements,

— the system must be able to hold all data in one system to enable seamless claiming, checking, approval and reporting processes and must provide reporting tools, including the ability to build custom reports. Reports must be exportable into standard formats, e.g. MS Excel,

— the system must allow relevant users to view the current status and underlying detail of claims, supplier invoices and other expenditure and to access information on their latest financial position,

— the system must be able to hold data for carbon footprint analysis and reporting,

— the system must provide a full audit of workflows,

— the system must have the functionality to import bulk data (e.g. excel/csv format),

— the system must have the functionality to upload and record expenditure paid elsewhere in the organisation (e.g. consolidated invoices) as individual General Ledger (GL) transactions,

— the system must have the ability to integrate transactions from the SPCB’s corporate card supplier system,

— Single Sign On (SSO) must be available allowing users to access the system when logging into the Scottish Parliament network,

— the system must comply fully with the obligations on both the SPCB and the contractor under the General Data Protection Regulation and the Data Protection Act 2018 (or equivalent) and be able to evidence compliance with this,

— bidders must provide evidence of documented procedures and policies regarding the level of accessibility of their system, in line with the Equality Act 2010.

The preferred service model for the system is software as a service (SAAS) with the contractor providing the software solution and associated maintenance on an ongoing basis.

The contractor will be responsible for the full implementation of the system including configuration, testing and SPCB staff training.

Please see the attached draft specification document for further information on this requirement. Please note that this document is not yet finalised and is subject to change.

Testun llawn y rhybydd

Hysbysiad contract

Adran I: Endid contractio

I.1) Enw a chyfeiriad

Scottish Parliamentary Corporate Body

The Scottish Parliament, Procurement Services

Edinburgh

EH99 1SP

UK

Person cyswllt: Euan Muirhead

Ffôn: +44 1313486506

E-bost: Euan.Muirhead@parliament.scot

NUTS: UKM75

Cyfeiriad(au) rhyngrwyd

Prif gyfeiriad: http://www.parliament.scot

Cyfeiriad proffil y prynwr: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10284

I.2) Caffael ar y cyd

Caiff y contract ei ddyfarnu gan gorff prynu canolog

I.3) Cyfathrebu

Mae'r dogfennau caffael ar gael ar gyfer mynediad uniongyrchol anghyfyngedig a llawn, yn rhad ac am ddim ar:

www.publiccontractsscotland.gov.uk


Gellir cael gwybodaeth ychwanegol o'r cyfeiriad uchod


Rhaid anfon tendrau neu geisiadau i gymryd rhan yn electronig at:

www.publiccontractsscotland.gov.uk


I.4) Y math o awdurdod contractio

Arall: Devolved parliament

I.5) Prif weithgaredd

Arall: Legislative body

Adran II: Gwrthrych

II.1) Cwmpas y caffaeliad

II.1.1) Teitl

Expenses System

Cyfeirnod: ICT-SER-113

II.1.2) Prif god CPV

72222300

 

II.1.3) Y math o gontract

Gwasanaethau

II.1.4) Disgrifiad byr

The Scottish Parliamentary Corporate Body (SPCB) is looking to appoint a contractor to provide a proven system to record and process expenses claims made by Members of the Scottish Parliament (MSPs), MSP staff, Scottish Parliamentary Services staff and independent officeholders; and to record and process supplier invoices, on behalf of MSPs. The system must be able to report expenditure against budgets. The system must be able to provide the data for the payment of both expense claims and supplier invoices via the Scottish Government’s Oracle E-Business Suite finance system (known as SEAS), which is utilised by the SPCB.

II.1.6) Gwybodaeth am lotiau

Mae’r contract hwn wedi’i rannu’n lotiau: Na

II.2) Disgrifiad

II.2.2) Cod(au) CPV ychwanegol

48442000

48812000

48440000

48450000

48313000

48517000

48000000

48217000

48422000

II.2.3) Man cyflawni

Cod NUTS:

UKM75


Prif safle neu fan cyflawni:

Scottish Parliament, Holyrood, Edinburgh, EH99 1SP.

II.2.4) Disgrifiad o’r caffaeliad

The Scottish Parliamentary Corporate Body (SPCB) is looking to appoint a contractor to provide a proven system to record and process expenses claims made by Members of the Scottish Parliament (MSPs), MSP staff, Scottish Parliamentary Services staff and independent Officeholders; and to record and process supplier invoices, on behalf of MSPs. The system must be able to report expenditure against budgets. The system must be able to provide the data for the payment of both expense claims and supplier invoices via the Scottish Government’s Oracle E-Business Suite finance system (known as SEAS), which is utilised by the SPCB.

The system must be able to provide the following functionality:

— the system must be securely accessible from a range of mobile devices (e.g. laptops, mobile phones and tablets) to submit, edit and approve expenditure claims and supplier invoices,

— the system must provide an intuitive workflow for the online, self-service submission, approval, recording and processing of expenditure claims,

— the system must provide an intuitive workflow for the online submission, approval, recording and processing of supplier invoices to third-party suppliers,

— the system must have the ability to create recurring transactions, using the same codes, amount and description, e.g. for monthly property rent payments,

— the system must allow for the electronic capture, storage and processing of supporting documentation in relation to submitted expenditure claims and Supplier Invoices ideally utilising Optical Character Recognition (OCR) (or equivalent) technology,

— the system must be configurable to meet SPCB policies and any relevant statutory requirements and take account of the different approval structures within the SPCB processes and audit requirements,

— the system must be able to hold all data in one system to enable seamless claiming, checking, approval and reporting processes and must provide reporting tools, including the ability to build custom reports. Reports must be exportable into standard formats, e.g. MS Excel,

— the system must allow relevant users to view the current status and underlying detail of claims, supplier invoices and other expenditure and to access information on their latest financial position,

— the system must be able to hold data for carbon footprint analysis and reporting,

— the system must provide a full audit of workflows,

— the system must have the functionality to import bulk data (e.g. excel/csv format),

— the system must have the functionality to upload and record expenditure paid elsewhere in the organisation (e.g. consolidated invoices) as individual General Ledger (GL) transactions,

— the system must have the ability to integrate transactions from the SPCB’s corporate card supplier system,

— Single Sign On (SSO) must be available allowing users to access the system when logging into the Scottish Parliament network,

— the system must comply fully with the obligations on both the SPCB and the contractor under the General Data Protection Regulation and the Data Protection Act 2018 (or equivalent) and be able to evidence compliance with this,

— bidders must provide evidence of documented procedures and policies regarding the level of accessibility of their system, in line with the Equality Act 2010.

The preferred service model for the system is software as a service (SAAS) with the contractor providing the software solution and associated maintenance on an ongoing basis.

The contractor will be responsible for the full implementation of the system including configuration, testing and SPCB staff training.

Please see the attached draft specification document for further information on this requirement. Please note that this document is not yet finalised and is subject to change.

II.2.5) Meini prawf dyfarnu

Maen prawf isod:

Maes prawf ansawdd: Quality / Pwysoliad: 70

Maen prawf cost: Price / Pwysoliad: 30

II.2.7) Hyd y contract, y cytundeb fframwaith neu’r system brynu ddynamig

Hyd mewn misoedd: 60

Gall y contract hwn gael ei adnewyddu: Ydy

Disgrifiad o’r adnewyddiadau:

Up to 10 one-year extensions at the sole discretion of the SPCB.

II.2.9) Gwybodaeth am y cyfyngiadau ar nifer yr ymgeiswyr a gaiff eu gwahodd

Meini prawf gwrthrychol ar gyfer dewis y nifer cyfyngedig o ymgeiswyr:

This procurement will be conducted through the use of the restricted procedure.

All queries about this procurement must be made via Public Contracts Scotland as defined in Section I.3) (Communication) of this contract notice.

The process we will apply will be:

Statements including the specific requirements can be found within Section III.1.2) (Economic and financial standing) and Section III.1.3) (Technical and professional ability) of this contract notice.

All bidders must complete the ESPD (Scotland) document, a link to which can be found in Section VI.3) (Additional information) of this contract notice.

The ESPD Part 2, bidder information, should be completed in full;

The ESPD Part 3, Exclusion, should be completed in full;

The ESPD Part 4, Section A: Not used;

The ESPD Part 4, Section B: economic and financial standing, will be scored on a pass/fail basis;

The ESPD Part 4, Section D: not used.

The ESPD Part 4, Section C: 4C2 to 4C12 — not used. Question 4C1.2 has a 100 % weighting. This question is split into 5 requirements with each individually weighted as follows:

(i)40%;

ii)15%;

(iii)15%;

(iv)25%;

(v)5%.

The scores for each requirement will be added together to give an overall total score for 4C1.2. Please see Section III.1.3) of this contract notice for supporting information on this question.

Each requirement in Question 4C1.2 will be scored in the following way:

0 = Unacceptable. Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability relevant to this criterion.

1 = Poor. Response is partially relevant but generally poor. The response shows some elements of relevance to the criterion but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/capacity/capability.

2 = Acceptable. Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar nature.

3 = Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

4 = Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

It is envisaged that the top 5 scoring bidders will be invited to tender. If there is a tie for 5th place then the bidder who scored highest from the tied bidders in question 4C1.2(i) will be invited. If there is still a tie after question 4C1.2(i) has been considered then the bidder who scored highest from the tied bidders in question 4C1.2(iv) will be invited. If there is still a tie after question 4C1.2(iv) has been considered, then all those bidders still tied for 5th place will be invited to tender.

Should any candidate invited to tender withdraw from the process at any point, for any reason, then the SPCB reserves the right to invite the bidder ranked next in the process as a replacement.

II.2.10) Gwybodaeth am amrywiadau

Derbynnir amrywiadau: Na

II.2.11) Gwybodaeth am opsiynau

Opsiynau: Na

II.2.13) Gwybodaeth am Gronfeydd yr Undeb Ewropeaidd

Mae'r broses gaffael yn gysylltiedig â phrosiect a/neu raglen a ariennir gan gronfeydd yr Undeb Ewropeaidd: Na

II.2.14) Gwybodaeth ychwanegol

SPCB conditions of contract will apply to this contract. These will be issued with the procurement documents at the invitation to tender (ITT) stage.

It is envisaged that the contract will be awarded in October 2020 with system implementation commencing immediately on contract award. The system should be fully configured, tested, implemented and training completed to go live on 1.4.2021.

Section III: Gwybodaeth gyfreithiol, economaidd, ariannol a thechnegol

III.1) Amodau ar gyfer cymryd rhan

III.1.1) Addasrwydd i ymgymryd â’r gweithgaredd proffesiynol, gan gynnwys gofynion mewn perthynas â chofrestru ar gofrestri proffesiynol neu gofrestri masnach

Rhestr a disgrifiad byr o’r amodau:

In relation to the ESPD:

4A1 — not used;

4A2 — not used.

III.1.2) Statws economaidd ac ariannol

Rhestr a disgrifiad byr o’r meini prawf dethol:

The Scottish Parliamentary Corporate Body (SPCB) uses Creditsafe, an independent provider of online business credit reports, to assess the financial standing of tenderers. Tenderers are encouraged to review their financial performance on Creditsafe and read information about how that data is collected and used prior to submitting a tender. Information and the opportunity to run a free report can be found at http://www.creditsafe.com/products/business-credit-reports/

If a tenderer does not agree with the credit rating it has been given by Creditsafe it can provide supporting evidence to demonstrate its current position and this will be taken into account when the financial standing is being assessed.

If a tenderer is not listed on Creditsafe, for whatever reason, then it may be asked to submit equivalent accounts to enable the required assessment of financial standing to be carried out.


Lefel(au) gofynnol y safonau sydd eu hangen:

Tenderers should have a Creditsafe credit rating of 40 or higher to demonstrate satisfactory financial standing. If a tenderer has a lower credit rating score and has the backing of a parent company with a credit rating of 40 or higher, then the provision of a parent company guarantee prior to the award of any contract will be acceptable. If a tenderer has a lower credit rating score and no evidence to support a stable or improved financial standing then the tender may be rejected.

III.1.3) Gallu technegol a phroffesiynol

Rhestr a disgrifiad byr o’r meini prawf dethol:

ESPD Section 4, question 4C1.2 — bidders are required to provide examples that demonstrate that they have experience in providing, implementing and supporting a system capable of meeting the requirements as described in part II.2.4) of the contract notice. Bidders are required to provide 2 examples of contracts (at least one of which must have been in the last 3 years) where they have provided an online expenses system to process expense claims. Examples which also include the ability to process invoices will be scored more favourably. The examples provided as part of this response should demonstrate the following areas as a minimum:

(i) evidence of the provision of a system to submit, record, process and approve expenses claims including reporting expenditure against budgets. If the system provides the ability to process invoices, then this should be similarly evidenced. (40 % weighting);

(ii) evidence of working with a customer to implement their expense rules into the system, for example, approval levels, budget limits etc. (15 % weighting);

(iii) evidence of the system’s ability to interface and/or link with customers’ existing systems. (15 % weighting);

(iv) evidence of a proven system implementation process including project management, configuration, testing, training and timescales. Bidders should also outline any issues experienced during implementation and how these were overcome. (25 % weighting);

(v) details of ongoing support, maintenance and upgrades for the system including the levels and method of support provided and how maintenance and upgrades are communicated with the customer. (5 % weighting).


Lefel(au) gofynnol y safonau sydd eu hangen:

Please note that there are minimum requirements concerning Cyber Security for this contract to which a pass/fail marking will attach. Bidders will be required to complete an online supplier assurance questionnaire using the Scottish Cyber Assessment Service (SCAS). A link to SCAS can be found here: https://cyberassessment.gov.scot.

The questionnaire will be aligned to a Cyber Risk Profile that has been established for the contract, based on the SPCB’s assessment of cyber risk.

For this contract, minimum requirements also include the holding of Cyber Essentials Plus (or equivalent)

Further details will be set out in the procurement documents at the ITT Stage. A contract condition for this procurement requires the bidder to comply with minimum security requirements.

III.2) Amodau sy’n gysylltiedig â’r contract

Section IV: Gweithdrefn

IV.1) Disgrifiad

IV.1.1) Y math o weithdrefn

Gweithdrefn gyfyngedig

IV.1.8) Gwybodaeth am Gytundeb Caffael y Llywodraeth (GPA)

The procurement is covered by the Government Procurement Agreement: Ydy

IV.2) Gwybodaeth weinyddol

IV.2.1) Cyhoeddiad blaenorol mewn perthynas â’r weithdrefn hon

Rhif yr hysbysiad yn OJ S:

2019/S 173-422176

IV.2.2) Terfyn amser i dendrau neu geisiadau i gymryd rhan ddod i law

Dyddiad: 24/03/2020

Amser lleol: 12:00

IV.2.3) Dyddiad amcangyfrifedig ar gyfer anfon gwahoddiadau i dendro neu i gymryd rhan at yr ymgeiswyr a ddewiswyd

Dyddiad: 05/05/2020

IV.2.4) Ym mha iaith/ieithoedd y gellir cyflwyno tendrau neu geisiadau i gymryd rhan

EN

Section VI: Gwybodaeth ategol

VI.1) Gwybodaeth am ailddigwydd

Caffaeliad cylchol yw hwn: Ydy

Amseriad amcangyfrifedig ar gyfer cyhoeddi hysbysiadau pellach:

March 2034

VI.2) Gwybodaeth am lifau gwaith electronig

Defnyddir archebion electronig

Derbynnir anfonebau electronig

Defnyddir taliadau electronig

VI.3) Gwybodaeth ychwanegol

A bidder's conference will be held at the Scottish Parliament Building in May 2020. Further details will be provided in the tender documentation.

System demonstrations will form part of the tender evaluation. It is anticipated that these will be held at the Scottish Parliament Building in late July 2020. Further details will be provided in the tender documentation.

The successful contractor will be required to work with the SPCB to establish any community benefits that are achievable under the contract.

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=610285.

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.

(SC Ref:610285)

Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=610285

VI.4) Gweithdrefnau adolygu

VI.4.1) Corff adolygu

Edinburgh Sheriff Court House

Sheriff Court House

Edinburgh

EH1 1LB

UK

VI.5) Dyddiad anfon yr hysbysiad hwn

21/02/2020

Codio

Categorïau nwyddau

ID Teitl Prif gategori
48422000 Casgliadau pecynnau meddalwedd Pecyn meddalwedd a chyfres pecyn meddalwedd rheoli cyfleusterau
72222300 Gwasanaethau technoleg gwybodaeth Systemau gwybodaeth neu wasanaethau adolygu a chynllunio technoleg strategol
48313000 Pecyn meddalwedd adnabod nodau gweledol (OCR) Pecyn meddalwedd creu dogfennau
48450000 Pecyn meddalwedd cyfrifyddu amser neu adnoddau dynol Pecyn meddalwedd trafodion busnes a busnes personol
48440000 Pecyn meddalwedd dadansoddi ariannol a chyfrifyddu Pecyn meddalwedd trafodion busnes a busnes personol
48217000 Pecyn meddalwedd prosesu trafodion Pecyn meddalwedd rhwydweithio
48442000 Pecyn meddalwedd systemau ariannol Pecyn meddalwedd dadansoddi ariannol a chyfrifyddu
48517000 Pecyn meddalwedd TG Pecyn meddalwedd cyfathrebu
48812000 Systemau gwybodaeth ariannol Systemau gwybodaeth
48000000 Systemau pecynnau meddalwedd a gwybodaeth Gwasanaethau Cyfrifiadurol a Chysylltiedig

Lleoliadau Dosbarthu

ID Disgrifiad
100 DU - I gyd

Cyfyngiadau Rhanbarthol ar y Rhybuddion

Mae’r prynwr wedi cyfyngu’r rhybuddion ar gyfer yr hysbysiad hwn i gyflenwyr yn y rhanbarthau canlynol.

ID Disgrifiad
Nid oes cyfyngiadau ar y rhybuddion ar gyfer yr hysbysiad hwn.

Ynglŷn â'r prynwr

Prif gyswllt:
Euan.Muirhead@parliament.scot
Cyswllt gweinyddol:
N/a
Cyswllt technegol:
N/a
Cyswllt arall:
N/a

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