Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Scottish Fire and Rescue Service
Headquarters, Westburn Drive
Cambuslang
G72 7NA
UK
Contact person: Ashley Gould
E-mail: ashley.gould@firescotland.gov.uk
NUTS: UKM95
Internet address(es)
Main address: http://firescotland.gov.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA19543
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
www.publiccontractsscotland.gov.uk
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Public order and safety
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Rostering And Availability Software As A Service, And Solution Implementation
Reference number: T3C-100-2223
II.1.2) Main CPV code
72212330
II.1.3) Type of contract
Services
II.1.4) Short description
Rostering Systems Software As A Service
II.1.5) Estimated total value
Value excluding VAT:
3 850 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
79630000
35123300
35125200
31711300
48219300
72212332
II.2.3) Place of performance
NUTS code:
UKM
Main site or place of performance:
Throughout Scotland
II.2.4) Description of the procurement
The Scottish Fire & Rescue Service requires a unified rostering system for its 8,250 employees (3700 Wholetime, 3700 Retained/Volunteer and 850 Support), who work a multitude of duty patterns. Both Software as a Service and Implementation of the contracted solution will form the subject of this contract.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality/Technical Merit
/ Weighting: 70
Price
/ Weighting:
30
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 84
This contract is subject to renewal: Yes
Description of renewals:
The contracting authority may at its sole discretion extend the contract for up to three periods of up to 12 months each. The initial period of the contract shall be 84 months (seven years) unless terminated prior to that time in accordance with the terms of the contract; and the maximum period of the contract if extended will be 120 months.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
The contracting authority shall have in its sole discretion the freedom to add related services to the original award
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 III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
List and brief description of selection criteria:
1 Financial stability and reliability
2 Insurance levels
Minimum level(s) of standards required:
1 Tenderers will be assessed in terms of financial standing by reference to the Service's contracted assessment portal
2 Employers Liability : GBP 10M
Public Liability: GBP 10M
Product Liability: N/A
Professional Liability: GBP 5M
III.1.3) Technical and professional ability
List and brief description of selection criteria:
1 Experience of the successful delivery of projects similar in scale and value
2 Experience of successfully dealing with project/programme governance and assurance regimes
Minimum level(s) of standards required:
1 Tenderers must demonstrate as part of their Single Procurement Document submission that they have three years' experience of successful delivery of the required services to a similarly sized or emergency service organisation
2 Tenderers must also demonstrate that they have experience of at least one other application of corporate project governance and assurance regimes
III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
No
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
27/11/2023
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
27/11/2023
Local time: 12:00
Place:
Inverness
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
No earlier than October 2030
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
An upper affordability level over the life of the contract including implementation and extension costs has been stated in this notice as required. This total can be divided into implementation costs at GBP
250,000, and service costs of GBP 3,600,000 over the full ten-year potential lifecycle of the contact to be awarded. The Contracting Authority's current annual costs are in the region of GBP 170000. The Contracting Authority is required to make significant savings over the next four years and this project is expected to contribute, having had industry responses during pre-market engagement that this should be achievable.
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=747230.
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.
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:
Tenderers are to describe in detail how they will directly support the Contracting Authority in delivering community benefits in a way which will meet the requirements of the Procurement Reform (Scotland) Act 2014 as follows:
“Sustainable Procurement Duty
For the purposes of the Act, it is the duty of a contracting authority-
(a) before carrying out a regulated procurement, to consider how in conducting the procurement process it can-
(i) improve the economic, social and environmental wellbeing of the authority’s area,
(ii) facilitate the involvement of small and medium enterprises, third sector bodies and supported businesses in the process, and
(iii) promote innovation, and
(b) in carrying out the procurement, to act with a view to securing such improvements identified as a result of paragraph (a)(i).
Community Benefit Requirement
For the purposes of the Act, a community benefit requirement is a contractual requirement imposed by a contracting authority relating to-
(i) training and recruitment, or
(ii) the availability of sub-contracting opportunities, or
(b) which is otherwise intended to improve the economic, social or environmental wellbeing of the authority’s area in a way additional to the main purpose of the contract in which the requirement is included.”
Specifically, the programme of work must include, but not be limited to the following elements:
Demonstration of their commitment to progressing towards adopting the five Fair Work First criteria for workers (including any agency or sub-contractor workers) engaged in the delivery of this contract. Answers should include, but not be limited to current and planned actions that show how they will embed these practices during the lifetime of this contract, tangible and measurable examples and should also describe how they will report on, and demonstrate progress, to the contracting authority during the lifetime of the contract
(SC Ref:747230)
VI.4) Procedures for review
VI.4.1) Review body
Glasgow Sheriff Court and Justice of the Peace Court
1 Carlton Place
Glasgow
G5 9TW
UK
Telephone: +44 1414298888
E-mail: ashley.gould@firescotland.gov.uk
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
The Scottish Fire and Rescue Service (SFRS) must, by notice in writing as soon as possible after the decision has been made, inform all tenderers and candidates of its decision to award the contract, conclude the framework agreement or establish a dynamic purchasing system. The SFRS will incorporate a minimum 10 calendar day standstill at the point information on the contract award is communicated to tenderers. The SFRS is obliged to comply with the regulations and any eligible economic operator can bring an action in the Sherriff Court or the Court of Session where as a consequence of a breach by the SFRS, they suffer or risk suffering loss or damage. The bringing of court proceedings during the standstill period means that the SFRS must not enter into the contract, conclude the framework agreement or establish the dynamic purchasing system unless the proceedings are determined, discontinued or disposed of: or the court, by interim order, brings to an end the prohibition. The bringing of court proceedings after the standstill period has elapsed and the remedies that are available to the courts are detailed in the Regulations.
VI.5) Date of dispatch of this notice
19/10/2023