Contract notice: Information technology services Tender - 40954715

Object of the contract
Information technology services
Description: Contract notice: Information technology services
Authority Type: Other
Contact Nature: Services
Procedure: Restricted procedure
Document: Contract notice
Regulation: Not specified
Award criteria: The most economic tender
CPV code: 72222300, 48442000, 48812000, 48440000, 48450000, 48313000, 48517000, 48000000, 48217000, 48422000, 72222300, 48442000, 48812000, 48440000, 48450000, 48313000, 48517000, 48000000, 48217000, 48422000
CPV Description: Information technology services.
Financial systems software package.
Financial information systems.
Financial analysis and accounting software package.
Time accounting or human resources software package.
Optical-character-recognition (OCR) software package.
IT software package.
Software package and information systems.
Transaction-processing software package.
Software package suites.
Expenses System
Reference Number : ICT-SER-113
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.
Main Site : Scottish Parliament, Holyrood, Edinburgh, EH99 1SP.
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.
In relation to the ESPD:
4A1 — not used;
4A2 — not used.
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.
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
Internet address (URL): http://www.parliament.scot