Scottish Police Authority

2 French Street

Glasgow

G40 4EH

UK

Telephone: +44 1786895668

E-mail: procurementtenders@scotland.police.uk

NUTS: UKM

Internet address(es)

Main address: http://www.spa.police.uk

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA19762

II.1.1) Title

Reference number: PROC-26-3599

II.1.2) Main CPV code

48000000

II.1.3) Type of contract

Supplies

II.1.4) Short description

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) Estimated total value

Value excluding VAT: 51 700 000.00  GBP

II.1.6) Information about lots

This contract is divided into lots: No

III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

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) Economic and financial standing

List and brief description of selection criteria:

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

Minimum level(s) of standards required:

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) Technical and professional ability

List and brief description of selection criteria:

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.

Minimum level(s) of standards required:

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.2.2) Contract performance conditions

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) Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

IV.1.1) Type of procedure

Competitive procedure with negotiation

IV.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.1.5) Information about negotiation

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 05/10/2026

Local time: 12:00

IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 16/11/2026

IV.2.4) Languages in which tenders or requests to participate may be submitted

EN

VI.4.1) Review body