Official UK procurement notice
Provision of Corporate Technology Platform (EcoSystem)
Authority: Scottish Police Authority (Central government)
What is being bought
Published requirement descriptionThe 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.
- Recurrence: The Authority anticipates re-tendering prior to expiry. If re-procured, a new Contract Notice is expected to be published approximately 18 months prior to the end of the contract period (including any exercised extension options). The Authority reserves the right, at its sole discretion, to extend the Contract in accordance with the extension provisions.
CPV: Enterprise resource planning software package · Financial analysis and accounting software package · Financial analysis software package · Financial systems software package · IT software package · Industry specific software development services · Industry specific software package · Information technology services · Maintenance of information technology software · Miscellaneous software package and computer systems · Procurement software package · Programming services of packaged software products · +12 more
The lotProcurement structure
single lot · no lot value publishedLot #1The Authority intends to award a contract to a single service provider for the…Renewal
The Authority intends to award a contract to a single service provider for the provision of a Corporate Technology Platform (EcoSystem).
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 scope of the Ecosystem contract will cover the following elements:
MVP / Minimum Commitment (This is the minimum the Authority will commit to purchase as part of this contract):
- HR
- Payroll
- Duty Management
- Common platform services
Optional Requirements (May be procured as either: a) additional modules within the proposed Ecosystem that will replace the system/solution currently in place, or b) integrations between the Ecosystem and the existing system or service, enabling data exchange, reporting, workflow triggers, or other interoperability without necessarily replacing the existing system):
- Estates
- Fleet
- Finance
- Procurement
Contract Duration & Value:
The Contract is expected to be for an initial 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 (120 months).
The estimated total value of the Contract is approximately 51,000,000 GBP over the maximum potential contract duration. This includes initial and ongoing software licensing, software support and maintenance, cloud hosting, implementation services, and system integration services.
Procedure & Negotiation Parameters:
This procurement is being conducted using the Competitive Procedure with Negotiation (CPN). The Authority intends to invite a minimum of 5 qualified candidates to participate in Stage 2 (Invitation to Tender), subject to a sufficient number of compliant Stage 1 SPD submissions being received.
In order to identify the Most Economically Advantageous Tender (MEAT), the Authority reserves the right to either:
- Evaluate all initial tenders and award the contract without entering into negotiations; or
- Commence negotiations with Bidders who submit compliant initial tenders in order to improve tender content.
Bidders should note that initial tenders should be fully compliant and capable of assessment on their own merits without relying on negotiation or clarification. The Authority also reserves the right to apply successive stages during negotiations to reduce the number of tenders to be negotiated.
Note: The Authority's minimum requirements and final award criteria are non-negotiable.
Candidates must refer to the Corporate Technology Platform (EcoSystem) Information and Instructions for Candidates document available on PCS-Tender for full procurement details and instructions. Additional information: Candidates must refer to the Corporate Technology Platform (EcoSystem) Information & Instructions for Candidates on PCS-Tender. Non-compliance may result in submission rejection.
Economic operators may be excluded from this competition under Regulation 58 of the Public Contracts (Scotland) Regulations 2015.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published award criteria (2)
- Quality: 60
- Price: 40
- Suitability
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…
- Economic & financial standing
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: 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 cover… - Technical & professional ability
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: 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 ev…
- Staff
- Names and qualifications of delivery staff must be submitted
- Successive reduction
- Candidates will be reduced successively across stages
- Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Competitive procedure with negotiation
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Goods
- Notice status
- Closed
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
Yes · The Authority anticipates re-tendering prior to expiry. If re-procured, a new Contract Notice is expected to be published approximately 18 months prior to the end of the contract period (including any exercised extension options).
The Authority reserves the right, at its sole discretion, to extend the Contract in accordance with the extension provisions.
- First published
- 1 Sept 2026, 16:11 BST
- Last source update
- 1 Sept 2026, 16:11 BST
- Authority reference
PROC-26-3599- FTS notice number
2026/S 000-082808- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-06efdcFind a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
- Performance terms
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.
Publisher note: 1. Procurement Portal Access: This exercise is managed via PCS-Tender under Project Code: 28686. All submissions and communications must be processed through the system. 2. Serious Organised Crime (SOC) Declaration: Candidates must complete and return a signed Declaration of Non-Involvement in Serious Organised Crime. This is a mandatory pass/fail requirement; failure to comply will result in rejection of the submission. Separate declarations are required for any reliance entities/key subcontractors. 3. Personnel Vetting Requirements: Assigned personnel must attain Non-Police Personnel Vetting (NPPV) Level 2 and Level 3 clearances (as dictated by role access) prior to contract commencement The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 28686. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343 The Contracting Authority does not intend to include a sub-contract clause as part of community benefits (as per Section 25 of the Procurement Reform (Scotland) Act 2014) in this contract for the following reason: Sub-contracting requirements are managed directly via the primary contract terms and standard SPD selection procedures where candidates must disclose supply chain details. Formal community benefit requirements are embedded directly within the core contract performance conditions rather than as a standalone sub-contracting clause under Section 25. Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/ A summary of the expected community benefits has been provided as follows: The Authority aims to maximise the social, economic and environmental benefits from its procurement (known as ‘Community Benefits’) by incorporating Community Benefit clauses within its contracts. These benefits are delivered by suppliers in addition to meeting the core requirements of the contract. As part of the contract, the successful bidder will also be expected to deliver over the term of the contract the following minimum community benefits. Types of community benefits which the Authority would like to include within this contract may include, but are not limited: - Targeted recruitment and training (providing employment and training opportunities/Apprenticeships) - SME and social enterprise development - Community engagement (SC Ref:841718)
How it was run
Official notice- Submission deadline
- 5 Oct 2026, 12:00 BST
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
Timeline
1 Sept 2026 → 16 Nov 2026 · 3 dates- Notice published54 days ago1 Sept 2026, 16:11 BST
- Submission deadline20 days ago5 Oct 2026, 12:00 BST
- Today25 Oct 2026
- Invitations to tender expectedin 21 days16 Nov 2026
Contracting authority & participating public bodies
Dispute resolution & review bodies
- Glasgow Sherriff CourtReview body
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.