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Services - 207686-2017

01/06/2017    S104

United Kingdom-Edinburgh: Pension fund administration services

2017/S 104-207686

Contract notice

Services

Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: The City of Edinburgh Council
Postal address: Waverley Court, 4 East Market Street
Town: Edinburgh
NUTS code: UKM25 Edinburgh
Postal code: EH8 8BG
Country: United Kingdom
E-mail: brian.mccreadie@edinburgh.gov.uk
Telephone: +44 1314693543
Internet address(es):
Main address: http://www.edinburgh.gov.uk
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00290
I.1)Name and addresses
Official name: Falkirk Council
Postal address: Municipal Buildings, West Bridge Street
Town: Falkirk
NUTS code: UKM26 Falkirk
Postal code: FK1 5RS
Country: United Kingdom
E-mail: purchasing@falkirk.gov.uk
Telephone: +44 1324506566
Internet address(es):
Main address: http://www.falkirk.gov.uk
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00184
I.1)Name and addresses
Official name: Fife Council
Postal address: Fife House, North Street
Town: Glenrothes
NUTS code: UKM22 Clackmannanshire and Fife
Postal code: KY7 5LT
Country: United Kingdom
E-mail: enquiry.procurement@fife.gov.uk
Telephone: +44 3451550000
Internet address(es):
Main address: http://www.fifedirect.org.uk
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00187
I.1)Name and addresses
Official name: Scottish Borders Council
Postal address: Council Headquarters
Town: Newtown St Boswells
NUTS code: UK UNITED KINGDOM
Postal code: TD6 0SA
Country: United Kingdom
E-mail: procurement@scotborders.gov.uk
Telephone: +44 1835824000
Fax: +44 1835825150
Internet address(es):
Main address: http://www.scotborders.gov.uk
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00394
I.1)Name and addresses
Official name: Shetland Islands Council
Postal address: 8 North Ness Business Park
Town: Lerwick
NUTS code: UKM66 Shetland Islands
Postal code: ZE1 0LZ
Country: United Kingdom
E-mail: contract.admin@shetland.gov.uk
Telephone: +44 1595744595
Fax: +44 1595744667
Internet address(es):
Main address: www.shetland.gov.uk
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00402
I.1)Name and addresses
Official name: Dundee City Council
Postal address: Dundee House, 50 North Lindsay Street
Town: Dundee
NUTS code: UKM21 Angus and Dundee City
Postal code: DD1 1NZ
Country: United Kingdom
E-mail: eprocurement@dundeecity.gov.uk
Telephone: +44 1382434000
Fax: +44 1382433045
Internet address(es):
Main address: www.dundeecity.gov.uk
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00220
I.1)Name and addresses
Official name: Strathclyde Pension Fund
Postal address: c/o Glasgow City Council, 6th Floor, Capella Building, 60 York Street
Town: Glasgow
NUTS code: UKM34 Glasgow City
Postal code: G2 8JX
Country: United Kingdom
E-mail: linda.welsh@glasgow.gov.uk
Telephone: +44 1412875186
Internet address(es):
Main address: http://www.spfo.org.uk/
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA19122
I.1)Name and addresses
Official name: The Highland Council
Postal address: Council Headquarters, Glenurquhart Road
Town: Inverness
NUTS code: UKM62 Inverness & Nairn and Moray
Postal code: IV3 5BX
Country: United Kingdom
E-mail: charlie.maccallum@highland.gcsx.gov.uk
Telephone: +44 1463702000
Internet address(es):
Main address: http://www.highland.gov.uk/
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00045
I.2)Information about joint procurement
The contract involves joint procurement
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 submitted electronically via: www.publiccontractsscotland.gov.uk
I.4)Type of the contracting authority
Regional or local authority
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

Integrated Pension Administration and Payroll Software System.

Reference number: CT0400
II.1.2)Main CPV code
66523100 Pension fund administration services
II.1.3)Type of contract
Services
II.1.4)Short description:

In order to administer the Local Government Pension Scheme (LGPS) in Scotland, LPF requires an integrated pension administration and payroll software system to provide benefit entitlement calculations and payments in compliance with relevant LGPS Regulations.

The Statement of Requirements document provides a detailed description, including technical requirements, of the proposed service.

II.1.5)Estimated total value
II.1.6)Information about lots
This contract is divided into lots: no
II.2)Description
II.2.2)Additional CPV code(s)
66523100 Pension fund administration services
48812000 Financial information systems
66520000 Pension services
66521000 Individual pension services
II.2.3)Place of performance
NUTS code: UKM SCOTLAND
Main site or place of performance:

Scotland.

II.2.4)Description of the procurement:

The City of Edinburgh Council (The Council) is the administering authority of the Local Government Pension Scheme (LGPS) in Scotland for the Lothian area. Lothian Pension Fund (LPF), which is not a separate legal entity from the Council, carries out the specialist activities of investing the assets (approximately 6 000 000 000 GBP) and administering the benefits of three funds — Lothian Pension Fund, Lothian Buses Pension Fund and Scottish Homes Pension Fund — on behalf of over 100 contributing employers and over 80 000 members. Where stated ‘LPF’ this refers to all the 3 funds.

In order to administer the Local Government Pension Scheme (LGPS) in Scotland, LPF requires an integrated pension administration and payroll software system to provide benefit entitlement calculations and payments in compliance with relevant LGPS Regulations.

The proposed contract is primarily intended for use by The City of Edinburgh Council, in its role as administering authority of the Local Government Pensions Scheme (LGPS) in Scotland for the Lothian region. However, bidders should note that The City of Edinburgh Council took the decision to offer all other Scottish LGPS's the opportunity to make use of the proposed service at some point in the future when their current arrangements expire.

The following other LGPS pension funds have indicated that they may wish to enter into an agreement with the successful supplier when their current arrangements end:

— Falkirk Council Pension Fund,

— Fife Council Pension Fund,

— Highlands Pension Fund,

— Scottish Borders Council Pension Fund,

— Shetland Islands Council Pension Fund,

— Strathclyde Pension Fund,

— Tayside Pension Fund.

Bidders should note that, although the LGPS's named above have indicated an interest in possibly entering into similar agreements with the successful Contractor for delivery of the service when their current arrangements expire, they are under no obligation to do so. Similarly, in the event that, for any reason, the Contractor does not wish to participate in such an arrangement, they will retain a ‘Right of Refusal’ to enter into any such contract with any other Scottish LGPS.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 168
This contract is subject to renewal: yes
Description of renewals:

The original contract will be for a duration of 10 years, with options to extend for 2 further periods of 2 years each, giving a total maximum contract duration of 14 years.

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged minimum number: 6
Objective criteria for choosing the limited number of candidates:

Objective criteria for choosing the limited number of candidates is as described in the ESPD and Instructions Documents.

II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.2)Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3)Technical and professional ability
Selection criteria as stated in the procurement documents
III.2)Conditions related to the contract
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

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
Notice number in the OJ S: 2016/S 132-237503
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 29/06/2017
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 10/07/2017
IV.2.4)Languages in which tenders or requests to participate may be submitted:
English
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 31/05/2018

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
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:

Those bidders invited to Stage 2 may also wish to note that when submitting their pricing proposals they will be required to identify and include specific details of LPF's ‘in house’ staff resources (by job role and man hours involved for each) which they anticipate LPF will require in order to conduct all necessary UAT of their proposed system solution. These UAT staff resourcing costs will be included as part of the bidder's overall pricing proposal when evaluating the Pricing Schedules submitted by bidders. Any prospective bidders who may have any concerns regarding the Council's proposed approach to this procurement exercise are advised to submit clear and comprehensive details of their concerns, in writing, to the Council via the Question and Answer facility on the PCS web portal within 30 days of the publication of this Tender Notice.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=497713.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://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:497713)

Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=497713

VI.4)Procedures for review
VI.4.1)Review body
Official name: The City of Edinburgh Council
Postal address: Waverley Court, 4 East Market Street
Town: Edinburgh
Postal code: EH8 8BG
Country: United Kingdom
Telephone: +44 1314693543
Internet address: http://www.edinburgh.gov.uk
VI.4.3)Review procedure
Precise information on deadline(s) for review procedures:

A tenderer that suffers loss as a result of a breach of duty under the Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or the Court of Session. The City of Edinburgh Council (the Council) will have a minimum standstill period of 10 days before awarding the contract. The communication of the award decision notice will be sent by fax or e-mail to all tenderers with the standstill period commencing on the next day. If proceedings are started in the Sheriff Court or the Court of Session against the Council in respect of the decision to award the contract within the standstill period then the Council is prevented from awarding the contract. Post contract award the Sheriff Court or the Court of Session may (1) award damages provided proceedings are brought within 3 months from the date when the grounds for the bringing of the proceedings first arose (2) be entitled to issue an ineffectiveness order or impose a financial penalty on the Council. A claim for an ineffectiveness order must be made within 30 days of the Contract Award Notice being published in the OJEU or within 30 days of the date those who expressed an interest in or otherwise bid for the contract were informed of the conclusion of the contract or in any other case within 6 months from the date on which the contract was entered into.

VI.5)Date of dispatch of this notice:
30/05/2017