P24-0032 - Policy Management System

Scottish Enterprise (SE) Human Resources department require the provision of a SaaS based, Policy Management Application. This would typically consist of:

• Create, approve, and distribute version controlled policies
• Send automatic reminders with deadline
• Remind policy owners of renewal dates
• Provide MI on current status of policies

If a new supplier is appointed it is envisaged that the contract would start 1st February 2024 for an initial 4 year period with the option to extend for a further 12 months

Scottish Enterprise (SE) Human Resources department require the provision of a SaaS based, Policy Management Application. This would typically consist of:

• Create, approve, and distribute version controlled policies
• Send automatic reminders with deadline
• Remind policy owners of renewal dates
• Provide MI on current status of policies

The system will be used by up to 1,300 users across SE based both in the UK and Overseas. We have four system Administrators and there are are circa 100 policies that will be on the system.

If a new supplier is appointed it is envisaged that the contract would start 1st February 2024 for an initial 4 year period with the option to extend for a further 12 months. 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.

This is a relevant climate change contract, bidders are required to complete and return the attached Climate Change Plan template.

SPD Statement for 2A.17 – Form of Participation (Notably as part of a group, consortium, joint venture or similar).

Any contract will be entered into with the nominated lead organisation and all members of the consortium, who will in these circumstances each be required to execute said contract together with all ancillary documentation, evidencing their joint and several liability in respect of the obligations and liabilities of the contract. It will be for members of the consortium to sort out their respective duties and liabilities amongst each other. For administrative purposes, any associated documentation will be sent to the nominated lead organisation.

SPD Statement for 2C.1 - Where the main bidder relies on the capacities of other entities in order to meet the selection criteria, the bidder must provide a separate SPD response setting out the information required under SPD (Scotland): Part II (sections A and B); Part III exclusion grounds; the relevant part of Section IV selection criteria; and Part V (if applicable) for each of the entities concerned.

SPD Statement for 2D.1.2 – If the bidder proposes to subcontract any part(s) of the service and those sub-contractors are not relied upon, they should arrange for a separate SPD response from each potential subcontractor. The subcontractors must complete the relevant parts of the SPD (Scotland) (Sections A and B of Part II and Part III only) to self-declare whether there are grounds for their exclusion. [This may be requested at the selection stage or prior to the subcontractor commencing work on the contract.]