Info Sheet

Contract notice

Section I: Contracting authority

I.1) Name and addresses

Scottish Government

Victoria Quay

Edinburgh

EH6 6QQ

Telephone: +44 1312443619

E-mail: michael.brydon@gov.scot

NUTS: UKM

Internet address(es)

Main address: http://www.scotland.gov.uk

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10482

I.2) Joint procurement

The contract is awarded by a central purchasing body

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html?VISITORID=6d5f9100-caea-40b2-810a-910158cb5df4&_ncp=1745415932357.53042-1

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be sent electronically to:

https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html?VISITORID=6d5f9100-caea-40b2-810a-910158cb5df4&_ncp=1745415932357.53042-1

I.4) Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5) Main activity

General public services

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

IPED - The Supply and Support of a Correspondence Management System

Reference number: 664929

II.1.2) Main CPV code

72512000

II.1.3) Type of contract

Services

II.1.4) Short description

The Scottish Government is seeking a suitably qualified and experienced service provider who will be responsible for the supply and support of a new Correspondence Management System. Both the Solution, and Services, which are to be provided by the Service Provider will form the core of a wider Correspondence Management capability, including updated operating models and business process improvements, to be implemented by the SG.

II.1.5) Estimated total value

Value excluding VAT: 2 500 000.00 GBP

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

48311000

48311100

72212311

II.2.3) Place of performance

NUTS code:

UKM

II.2.4) Description of the procurement

The purpose of this procurement is to provide a platform to manage the processing of the vast and varied correspondence submitted through various channels in a secure and managed software as a service solution.

The correspondence in scope for this solution that are received into Scottish Government via various channels that can be categorised as one of four key types -

-Ministerial Correspondence

-General Correspondence

-Freedom of Information (FOI) Requests

-Parliamentary Questions

II.2.5) Award criteria

Criteria below:

Quality criterion: Quality / Weighting: 70

Price / Weighting: 30

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48

This contract is subject to renewal: Yes

Description of renewals:

Initial contract period will be 24 months with the possible extension of a further 24 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: 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

Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.

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:

Financial Ratio

Minimum Insurance Levels

Minimum level(s) of standards required:

Financial Ration - Current Ratio is equal to or greater than 1.0 (Current Assist / Current Liabilities)

Insurances

Public Liability - 1 million GBP

Professional Indemnity - 1 million GBP

Employer’s liability - 5 million GBP

III.1.3) Technical and professional ability

List and brief description of selection criteria:

4C.4 - Supply Chain Management/Tracking Systems Used.

4C.7 - Environmental Management Measures.

4C.10 - Subcontractors

Minimum level(s) of standards required:

4C.4 - If bidders intend to use a supply chain to deliver the requirements detailed in the Contract Notice, they should confirm they have (or have access to) the relevant supply chain management and tracking systems to ensure a resilient and sustainable supply chain. This will include confirmation that they have the systems in place to pay subcontractors through the supply chain promptly and effectively, and provide evidence when requested of: a)

their standard payment terms b) ≥95% of all supply chain invoices being paid on time (in accordance with the terms of contract) in the last financial year. If the bidder is unable to confirm (b) they must provide an improvement plan, signed by their Director, which improves the payment performance.

4C.7 - Bidders will be required to provide evidence that their organisation has taken steps to build their awareness of the climate change emergency and how they will respond. Accepted evidence includes but is not limited to: - a completed copy of the Bidder ‘relevant contract’ Climate Change Plan Template, including planned projects and actions to reduce the bidder’s carbon emissions. This does not need to contain calculated carbon emissions.

4C.10 - Please provide details of the proportion (i.e. percentage) of the contract that you intend to subcontract.

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: Yes

IV.2) Administrative information

IV.2.1) Previous publication concerning this procedure

Notice number in the OJ S:

2024/S 000-037778

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

Date: 06/06/2025

Local time: 12:00

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

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7) Conditions for opening of tenders