Hysbysiad contract
Adran I:
Endid
contractio
I.1) Enw a chyfeiriad
Scottish Police Authority
2 French Street
Glasgow
G40 4EH
UK
Ffôn: +44 1786895668
E-bost: procurementtenders@scotland.police.uk
NUTS: UKM
Cyfeiriad(au) rhyngrwyd
Prif gyfeiriad: http://www.spa.police.uk
Cyfeiriad proffil y prynwr: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA19762
I.3) Cyfathrebu
Mae'r dogfennau caffael ar gael ar gyfer mynediad uniongyrchol anghyfyngedig a llawn, yn rhad ac am ddim ar:
https://www.publictendersscotland.publiccontractsscotland.gov.uk
Gellir cael gwybodaeth ychwanegol o'r cyfeiriad uchod
Rhaid anfon tendrau neu geisiadau i gymryd rhan yn electronig at:
https://www.publictendersscotland.publiccontractsscotland.gov.uk
I.4) Y math o awdurdod contractio
Corff a lywodraethir gan gyfraith gyhoeddus
I.5) Prif weithgaredd
Trefn a diogelwch cyhoeddus
Adran II: Gwrthrych
II.1) Cwmpas y caffaeliad
II.1.1) Teitl
Provision of Corporate Technology Platform (EcoSystem)
Cyfeirnod: PROC-26-3599
II.1.2) Prif god CPV
48000000
II.1.3) Y math o gontract
Cyflenwadau
II.1.4) Disgrifiad byr
The Authority intends to procure a modern Corporate Technology Platform (Ecosystem) to replace fragmented and ageing legacy corporate systems and provide an integrated digital platform supporting key enabling services across Police Scotland.
The requirement is for an integrated Enterprise Resource Planning (ERP) and Human Capital Management (HCM) Ecosystem, together with the associated hosting, integration, implementation, data migration, training, transition, support and professional services required to deliver and sustain the solution.
The Contract is expected to be for a period of seven (7) years with options, exercisable solely at the Authority's discretion, to extend by up to three (3) further periods of twelve (12) months each, giving a maximum potential duration of ten (10) years.
II.1.5) Cyfanswm gwerth amcangyfrifedig
Gwerth heb gynnwys TAW: 51 700 000.00 GBP
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
48000000
48100000
48422000
48440000
48441000
48442000
48450000
48451000
48490000
48517000
48900000
72210000
72212100
72227000
72254000
72260000
72261000
72263000
72265000
72266000
72267000
72267100
72222300
72267200
II.2.3) Man cyflawni
Cod NUTS:
UKM
II.2.4) Disgrifiad o’r caffaeliad
The Authority intends to award a contract to a single service provider for the provision of a Corporate Technology Platform (EcoSystem).
The requirement is for an integrated Enterprise Resource Planning (ERP) and Human Capital Management (HCM) Ecosystem, together with the associated hosting, integration, implementation, data migration, training, transition, support, and professional services required to deliver and sustain the solution.
The scope of the Ecosystem contract will cover the following elements:
MVP / Minimum Commitment (This is the minimum the Authority will commit to purchase as part of this contract):
- HR
- Payroll
- Duty Management
- Common platform services
Optional Requirements (May be procured as either: a) additional modules within the proposed Ecosystem that will replace the system/solution currently in place, or b) integrations between the Ecosystem and the existing system or service, enabling data exchange, reporting, workflow triggers, or other interoperability without necessarily replacing the existing system):
- Estates
- Fleet
- Finance
- Procurement
Contract Duration & Value:
The Contract is expected to be for an initial period of seven (7) years with options, exercisable solely at the Authority's discretion, to extend by up to three (3) further periods of twelve (12) months each, giving a maximum potential duration of ten (10) years (120 months).
The estimated total value of the Contract is approximately 51,000,000 GBP over the maximum potential contract duration. This includes initial and ongoing software licensing, software support and maintenance, cloud hosting, implementation services, and system integration services.
Procedure & Negotiation Parameters:
This procurement is being conducted using the Competitive Procedure with Negotiation (CPN). The Authority intends to invite a minimum of 5 qualified candidates to participate in Stage 2 (Invitation to Tender), subject to a sufficient number of compliant Stage 1 SPD submissions being received.
In order to identify the Most Economically Advantageous Tender (MEAT), the Authority reserves the right to either:
1. Evaluate all initial tenders and award the contract without entering into negotiations; or
2. Commence negotiations with Bidders who submit compliant initial tenders in order to improve tender content.
Bidders should note that initial tenders should be fully compliant and capable of assessment on their own merits without relying on negotiation or clarification. The Authority also reserves the right to apply successive stages during negotiations to reduce the number of tenders to be negotiated.
Note: The Authority's minimum requirements and final award criteria are non-negotiable.
Candidates must refer to the Corporate Technology Platform (EcoSystem) Information and Instructions for Candidates document available on PCS-Tender for full procurement details and instructions.
II.2.5) Meini prawf dyfarnu
Maen prawf isod:
Maes prawf ansawdd: Quality
/ Pwysoliad: 60
Price
/ Pwysoliad:
40
II.2.7) Hyd y contract, y cytundeb fframwaith neu’r system brynu ddynamig
Hyd mewn misoedd: 120
Gall y contract hwn gael ei adnewyddu: Ydy
Disgrifiad o’r adnewyddiadau:
The Authority reserves the right, at its sole discretion, to extend the Contract by up to 3 further 12-month periods (12+12+12 months), to a maximum of 10 years (120 months). Extensions are subject to satisfactory performance, ongoing business requirements, and formal written approval prior to expiry.
II.2.9) Gwybodaeth am y cyfyngiadau ar nifer yr ymgeiswyr a gaiff eu gwahodd
Nifer yr ymgeiswyr a ragwelir: 5
Meini prawf gwrthrychol ar gyfer dewis y nifer cyfyngedig o ymgeiswyr:
The top five (5) ranked Candidates identified by applying the Part IV Selection Criteria weightings below will be invited to participate in Stage 2 (ITT):
- 4C.1.2.A – Corporate EcoSystem Service Delivery: 20%
- 4C.1.2.B – Project Delivery: 15%
- 4C.1.2.C – Project Delivery - Project Management: 10%
- 4C.1.2.D – Data Migration of Complex Legacy Systems to Cloud: 15%
- 4C.1.2.E – Integration of Back Office Corporate Systems Including With Frontline Mission Critical Systems: 15%
- 4C.2.A – Key Persons: 10%
- 4C.4.A – Supply Chain Management: 10%
- 4C.7.A – Environmental: 5%
Tie Breaker Mechanism:
In the event of a tie for fifth place, the Candidate with the highest score for 4C.1.2.A Case Study 1 (Corporate EcoSystem Service Delivery) will be invited to participate in the ITT stage. If a tie remains, the Candidate with the highest score for 4C.1.2.B Case Study 2 (Project Delivery) will be invited. If a tie still remains, the Candidate with the highest score for 4C.1.2.C Case Study 3 (Project Delivery: Project Management) will be invited. Where a tie cannot be broken using this hierarchy, the Authority reserves the right to invite all tied Candidates to Stage 2.
Discretionary Expansion:
The Authority reserves the right to invite more than five (5) Candidates to tender where considered necessary to ensure sufficient competition and equal treatment of Candidates.
Financial Standing Assurances:
Candidates should be aware that the Authority reserves the right to seek additional assurances where a Candidate fails to achieve the required financial standing by way of a commitment to obtaining a Parent Company Guarantee (PCG) or a Bank Guarantee. Failure to provide this commitment may result in exclusion from the tender process. Failure to execute either guarantee if required will result in contract award not being made to the successful Candidate.
II.2.10) Gwybodaeth am amrywiadau
Derbynnir amrywiadau:
Na
II.2.11) Gwybodaeth am opsiynau
Opsiynau:
Ydy
Disgrifiad o’r opsiynau:
The Authority reserves the right to procure additional software licensing, software support, maintenance, cloud hosting, professional services, consultancy, system integrations, and training—all associated with the successful solution—at any point during the initial contract period and any subsequent extension period(s).
The value of all potential optional modules, services, and extensions has been accounted for in the total estimated contract value stated in this Notice.
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
Candidates must refer to the Corporate Technology Platform (EcoSystem) Information & Instructions for Candidates on PCS-Tender. Non-compliance may result in submission rejection.
Economic operators may be excluded from this competition under Regulation 58 of the Public Contracts (Scotland) Regulations 2015.
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:
SPD Question 4A.1 Trade Registers
It is a requirement of this procurement that UK-based Candidates must hold a valid registration with Companies House. Where a UK-based Candidate is not registered with Companies House, they must be able to verify to the Authority’s satisfaction that they are actively trading under the company name and from the address provided in their submission. Candidates based in the UK must confirm their Companies House registration status within this question. Candidates based outside the UK must be enrolled in the relevant professional or trade register appropriate to their country of establishment, as described in Schedule 5 of the Public Contracts (Scotland) Regulations 2015.
SPD Question 4A.2 Authorisation/Membership
It is a requirement of this Contract that Candidates must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS EN ISO 27001 and must be certified to Cyber Essentials Plus by an IASME accredited (or equivalent) body. Candidates are required to confirm and demonstrate compliance as part of their response.
If a Candidate does not currently hold these certifications but is actively working towards them, they must advise the expected date of attainment. Valid ISO 27001 and Cyber Essentials Plus certifications must be fully in place prior to the commencement of any subsequently awarded contract. Failure to have these in place prior to award will result in the Contract not being awarded.
III.1.2) Statws economaidd ac ariannol
Rhestr a disgrifiad byr o’r meini prawf dethol:
The minimum economic and financial requirements are detailed in Appendix 1 (SPD requirements) of the document titled "Corporate Technology Platform (EcoSystem) ITP Information and Instructions for Candidates" attached to the PCS-Tender project.
This section refers to SPD (Scotland) Section IV: Selection Criteria – Part 4B (Economic and Financial Standing):
4B.1.1 & 4B.1.3 – Specific Yearly Turnover: Candidates must meet the minimum average annual turnover threshold as specified in the procurement documentation.
4B.3 – Other Economic/Financial Requirements: Candidates must satisfy the financial ratio and credit risk assessments detailed in the candidate instructions.
4B.5.1, 4B.5.2 & 4B.5.3 – Insurance Requirements: Candidates must confirm they hold, or commit to obtaining prior to contract commencement, the required levels of Employer’s Liability, Public Liability, and Professional Indemnity insurance.
4B.6 & 4B.6.1 – Financial Assurance / Guarantees: The Authority reserves the right to require additional assurances (such as a Parent Company Guarantee or Bank Guarantee) where a Candidate fails to satisfy the standard financial standing criteria
Lefel(au) gofynnol y safonau sydd eu hangen:
SPD Section IV: Selection Criteria – Part 4B (Economic & Financial Standing)
4B.1.1 – General Turnover:
Candidates are required to have a minimum average annual general turnover of at least 55,000,000 GBP for the last three (3) available financial years in the business area covered by this contract. Where turnover information is not available for the full three-year period, the Candidate must state the exact date on which they were established or commenced trading.
4B.5.1 & 4B.5.2 – Insurance Requirements:
It is a mandatory requirement of this contract that Candidates hold, or commit to obtaining prior to the commencement of any subsequently awarded contract, the following insurance coverage levels:
Employer’s (Compulsory) Liability Insurance: Minimum 10,000,000 GBP in respect of each claim, without limit to the number of claims.
Public Liability Insurance: Minimum 5,000,000 GBP in respect of each claim, without limit to the number of claims.
Professional Indemnity Insurance: Minimum 5,000,000 GBP in respect of each claim, without limit to the number of claims.
Product Liability Insurance: Minimum 5,000,000 GBP in respect of each claim and in the aggregate.
Cyber Liability Insurance: Minimum 10,000,000 GBP in respect of each claim and in the aggregate.
Candidates may be required to provide valid copies of insurance certificates detailing insurer name, policy numbers, expiration dates, limits, and excesses.
4B.6 & 4B.6.1 – Financial Risk & Guarantees:
Candidates must achieve a Creditsafe risk score of greater than 30 (or equivalent acceptable risk level).
The Authority reserves the right to seek additional financial assurances where a Candidate fails to achieve the required financial standing score, by requiring a formal commitment to obtain a Parent Company Guarantee (PCG) or Bank Guarantee prior to contract award.
III.1.3) Gallu technegol a phroffesiynol
Rhestr a disgrifiad byr o’r meini prawf dethol:
Candidates must refer to the document titled "Corporate Technology Platform (EcoSystem) Information and Instructions for Candidates" attached to the PCS-Tender project for full details regarding Section IV, Part 4C (Technical and Professional Ability).
This section covers the following SPD (Scotland) Part IV: Section C selection criteria:
4C.1.2 (Technical Experience & Case Studies): Demonstration of past performance and technical capability through relevant case studies covering core Ecosystem delivery, project management, complex cloud data migration, and system integrations.
4C.2 (Key Persons & Technical Personnel): Qualifications, skills, and relevant experience of key personnel assigned to deliver the contract.
4C.4 (Supply Chain Management & Subcontracting): Demonstration of supply chain oversight, quality management, and subcontracting controls.
4C.7 (Environmental Management): Environmental management measures, sustainability policies, and carbon reduction strategies applied during contract delivery.
4C.10 (Subcontracting Intentions): Identification of any proportion of the contract intended to be subcontracted and details of proposed subcontractors.
Lefel(au) gofynnol y safonau sydd eu hangen:
SPD Section IV: Selection Criteria – Part 4C (Technical & Professional Ability)
Candidates must refer to Appendix 1 (SPD Requirements) of the document titled "Corporate Technology Platform (EcoSystem) Information and Instructions for Candidates" attached to PCS-Tender for full evaluation methodology and minimum scoring thresholds.
Summary of Requirements & Weightings:
- 4C.1.2.A – Corporate EcoSystem Service Delivery: 20%
- 4C.1.2.B – Project Delivery: 15%
- 4C.1.2.C – Project Delivery: Project Management: 10%
- 4C.1.2.D – Data Migration of Complex Legacy Systems to Cloud: 15%
- 4C.1.2.E – Integration of Back Office Corporate Systems with Frontline Mission Critical Systems: 15%
- 4C.2 – Key Persons & Technical Personnel (10% Weighting):
- 4C.4 – Supply Chain Management (10% Weighting)
- 4C.7 – Environmental Management (5% Weighting
- 4C.10 – Subcontracting Intentions (Unweighted / Information Only).
Personnel Security Vetting Requirement:
Key personnel assigned to the delivery of the contract must attain Non-Police Personnel Vetting (NPPV) Level 2 and Level 3 (as required by specific role access) prior to contract commencement. Candidates who currently hold, or have recently held, active NPPV Level 2 and 3 vetting should highlight this within their submission.
III.2) Amodau sy’n gysylltiedig â’r contract
III.2.2) Amodau perfformiad contractau
The Invitation to Tender (ITT) documentation will set out the full contract performance conditions and Key Performance Indicators (KPIs).
Supplier performance will be evaluated using a Balanced Scorecard framework covering Quality, Service, Cost, and Sustainability. Key focus areas may include:
- Customer Service & Stakeholder Engagement
- Statutory Compliance & Information Governance
- Operational Delivery & Milestone Progression
- Innovation & Continuous Improvement
- Financial Management
- Fair Work First & Community Benefits
The Contract Administrator and key stakeholders will evaluate performance against targets using the following scoring scale:
4 – Exceeding Expectations (Score: 100)
3 – Meeting Expectations (Score: 75)
2 – Minor Concerns (Score: 50)
1 – Major Concerns (Score: 25)
0 – Not Performing (Score: 0)
Failure to maintain acceptable scores may trigger contractual remedial processes.
III.2.3) Gwybodaeth am y staff a fydd yn gyfrifol am gyflawni’r contract
Rhwymedigaeth i nodi enwau a chymwysterau proffesiynol y staff a glustnodwyd i gyflawni’r contract
Section IV: Gweithdrefn
IV.1) Disgrifiad
IV.1.1) Y math o weithdrefn
Gweithdrefn gystadleuol gyda negodi
IV.1.4) Gwybodaeth am leihau nifer yr atebion neu’r tendrwyr yn ystod negodiad neu ddeialog
Troi at weithdrefn fesul cam er mwyn mynd ati’n raddol i leihau nifer yr atebion i’w trafod neu’r tendrau i’w negodi
IV.1.5) Gwybodaeth am negodi
Ceidw’r awdurdod contractio yr hawl i ddyfarnu’r contract ar sail y tendrau gwreiddiol heb gynnal negodiadau
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.2.2) Terfyn amser i dendrau neu geisiadau i gymryd rhan ddod i law
Dyddiad:
05/10/2026
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:
16/11/2026
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:
The Authority anticipates re-tendering prior to expiry. If re-procured, a new Contract Notice is expected to be published approximately 18 months prior to the end of the contract period (including any exercised extension options).
The Authority reserves the right, at its sole discretion, to extend the Contract in accordance with the extension provisions.
VI.2) Gwybodaeth am lifau gwaith electronig
Defnyddir archebion electronig
Derbynnir anfonebau electronig
Defnyddir taliadau electronig
VI.3) Gwybodaeth ychwanegol
1. Procurement Portal Access: This exercise is managed via PCS-Tender under Project Code: 28686. All submissions and communications must be processed through the system.
2. Serious Organised Crime (SOC) Declaration: Candidates must complete and return a signed Declaration of Non-Involvement in Serious Organised Crime. This is a mandatory pass/fail requirement; failure to comply will result in rejection of the submission. Separate declarations are required for any reliance entities/key subcontractors.
3. Personnel Vetting Requirements: Assigned personnel must attain Non-Police Personnel Vetting (NPPV) Level 2 and Level 3 clearances (as dictated by role access) prior to contract commencement
The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 28686. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
The Contracting Authority does not intend to include a sub-contract clause as part of community benefits (as per Section 25 of the Procurement Reform (Scotland) Act 2014) in this contract for the following reason:
Sub-contracting requirements are managed directly via the primary contract terms and standard SPD selection procedures where candidates must disclose supply chain details. Formal community benefit requirements are embedded directly within the core contract performance conditions rather than as a standalone sub-contracting clause under Section 25.
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:
The Authority aims to maximise the social, economic and environmental benefits from its procurement (known as ‘Community Benefits’) by incorporating Community Benefit clauses within its contracts. These benefits are delivered by suppliers in addition to meeting the core requirements of the contract.
As part of the contract, the successful bidder will also be expected to deliver over the term of the contract the following minimum community benefits.
Types of community benefits which the Authority would like to include within this contract may include, but are not limited:
- Targeted recruitment and training (providing employment and training opportunities/Apprenticeships)
- SME and social enterprise development
- Community engagement
(SC Ref:841718)
VI.4) Gweithdrefnau adolygu
VI.4.1) Corff adolygu
Glasgow Sherriff Court
1 Carton Place
Glasgow
G5 9DA
UK
Ffôn: +44 1414185247
VI.5) Dyddiad anfon yr hysbysiad hwn
01/09/2026