Concession award notice
Results of the procurement procedure
Section I: Contracting
authority/entity
I.1) Name and addresses
Scottish Prison Service
Calton House, 5 Redheughs Rigg
Edinburgh
EH12 9HW
UK
Telephone: +44 1313303596
E-mail: stuart.dodds@sps.pnn.gov.uk
NUTS: UKM75
Internet address(es)
Main address: http://www.sps.gov.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00384
I.4) Type of the contracting authority
National or federal agency/office
I.5) Main activity
Public order and safety
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
01804 Provision of an Externally Hosted Online Recruitment System
II.1.2) Main CPV code
79600000
II.1.3) Type of contract
Services
II.1.4) Short description
This is a voluntary ex ante transparency (VEAT) notice. This notice is to indicate that the Scottish Prison Service (SPS) intends to contract with Oleeo PLC for the provision of an externally hosted online recruitment system for a period of 2 years.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
1 979.38
GBP
II.2) Description
II.2.2) Additional CPV code(s)
79000000
79600000
48000000
II.2.3) Place of performance
NUTS code:
UKM
Main site or place of performance:
All of Scotland.
II.2.4) Description of the procurement
The SPS has issued this VEAT notice in good faith and with the intention of issuing a new contract to Oleeo PLC for a period of 2 years, from 1st February 2021 until 31st January 2023. During this time, SPS will continue preparations in the background for a next generation contract, which will see an Invitation to Tender (ITT) issued on approximately 1st February 2022.
II.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months: 24
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section IV: Procedure
IV.1) Description
IV.1.1) Form of procedure
Award procedure without prior publication of a concession notice in the cases listed below (please complete Annex D4)
Justification for selected award procedure:
The procurement falls outside the scope of application of the Directive
Explanation
The SPS has a contract for an externally hosted online recruitment system with Oleeo PLC, which expires on 31st January 2021.
Going forward, SPS requires continued provision of a reliable, on-line recruitment system that supports the SPS Human Resources Directorate. For any new recruitment system, SPS anticipates a minimum lead time of 12 months for the end to end procurement process from strategy to acceptance testing. In addition, SPS would also have to maintain the parallel operation of the existing system to act as a backup should any new system encounter technical issues.
As a result of the impact of the current Covid-19 disruption on SPS operations, the work required to prepare for a new contract has been delayed. Awarding a new contract with the incumbent supplier for a period of time to cover the procurement and implementation of a new system would ensure continuity of service at a time of operational need for SPS. Covid-19 has placed additional pressure on SPS’s ability to recruit Prison Officers.
The Public Contracts (Scotland) Regulations 2015 33(1)(c) permits the award of a contract where for reasons of extreme urgency brought about by events unforeseeable by the contracting authority, the time limits for open procedure, restricted procedure or competitive procedure with negotiation cannot be complied with. Furthermore, the complex configuration and interface of SPS’s existing recruitment tool with other SPS applications, precludes competition in the short term for said technical reasons. A reasonable amount of time is required for SPS to engage with bidders in order for them to fully familiarise themselves with the SPS infrastructure and gain a better understanding of the requirements. This is in line with The Public Contracts (Scotland) Regulations 2015 33(1)(b).
The period for the new contract on the back of this VEAT notice will be for a maximum of 2 years, from 1st February 2021 to 31st January 2023, with no extension options. During this time, SPS will continue preparations in the background for a next generation contract, which will see an Invitation to Tender (ITT) issued on approximately 1st February 2022, opening up competition to the wider market as part of an OJEU Procedure.
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2020/S 245-609142
Section V: Award of contract
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
11/12/2020
V.2.2) Information about tenders
Number of tenders received: 1
Number of tenders received from SMEs: 0
Number of tenders received from tenderers from EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 1
Number of tenders received by electronic means: 1
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Oleeo Plc
5-7 Bridgeworks, The Crescent
London
SW19 8DR
UK
Telephone: +44 2082966153
NUTS: UKI6
The contractor is an SME:
No
V.2.4) Information on value of the concession and main financing terms (excluding VAT)
Total value of the concession/lot:
1 979.38
GBP
Section VI: Complementary information
VI.3) Additional information
(SC Ref:754575)
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sherriff Court
27 Chambers Street
EH1 1LB
UK
Internet address(es)
URL: www.scotcourts.gov.uk/the-courts/sheriff-court/find-a-court
VI.5) Date of dispatch of this notice
21/02/2024