CT2969 - Option 1 Payroll Support Services Framework Agreement

{
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  "date": "2024-12-06T12:59:16Z",
  "ocid": "ocds-h6vhtk-040d0a",
  "buyer": {
    "id": "GB-FTS-88261",
    "name": "City of Edinburgh Council"
  },
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  "awards": [
    {
      "id": "039427-2024-1",
      "status": "active",
      "suppliers": [
        {
          "id": "GB-FTS-132193",
          "name": "Purple Zest Ltd"
        },
        {
          "id": "GB-FTS-29144",
          "name": "Fife Business Services Ltd"
        },
        {
          "id": "GB-FTS-132194",
          "name": "Barrie Bookkeeping & Payroll Solutions"
        },
        {
          "id": "GB-FTS-132195",
          "name": "dhpayroll (David Howard Ltd)"
        },
        {
          "id": "GB-FTS-132196",
          "name": "Public Consulting Group UK Ltd"
        },
        {
          "id": "GB-FTS-132197",
          "name": "Accounting Doctors Ltd"
        }
      ],
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  "tender": {
    "id": "CT2969",
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        "description": "The service provider will offer three types of support to supported people Payroll Support, Financial Management Service with payroll support, or Financial Management Service without Payroll Support.\nThe payroll support service will contribute to helping people to maintain maximum independence, choice, control, inclusion and quality of life.\nThe key objectives of the Payroll Support Service shall be to provide the following by a fully trained, highly committed payroll team. The following is not an exhaustive list but does reflect the minimum core service which is required to be delivered to the supported person who is employing Personal Assistants.\n- Set up the Payroll service for the supported person\n- Provide people with timesheets to record the hours their employees works\n- Register the supported person as the employer with HMRC and deal with all correspondence from them;\n- Deal with all correspondence from HMRC including end of year submissions\n- Process 4 weekly / monthly salaries;\n- Calculate payments to the personal assistants, including statutory payments when required (redundancy, sickness, holiday pay, maternity pay etc)\n- Provide payslips (up to 2 per supported person per month/4 weeks)\n- Calculate HMRC payment submissions;\n- Retain annual leave records for employees\n- Assist with pension auto-enrolment and ongoing support;\nThe Financial Management Service is for those who require this for a variety of reasons and where either authorisation in his/her support plan has been given by The City of Edinburgh Council, or the supported person is self-funding. This service will incorporate all of the following:\n- The provider will manage the finances on behalf of the supported person, whilst they remain in charge of the services they receive and the way in which their services are delivered.\n- Following discussion with The City of Edinburgh Council, all agreed outgoings will be paid by the provider on behalf of the supported person. This may include invoices for agencies, wage payments to employees, payments for Employers Liability Insurance, HMRC payments etc.\n- The provider will be required to operate a separate bank account in the name of the supported person for processing Direct Payments/Personal Budgets.\n- The provider will maintain an auditable accounting system that enables them to produce a statement of Receipts and Payments for each individual. A statement of account will also be provided to supported people and the City of Edinburgh Council as required.\nThe Provider will employ such staff as it believes appropriate to carry out the tasks and duties laid down in the Service Specification. Such staff will have the necessary skills, training and experience to undertake the professional role on behalf of the Council for the Service.\nThe Service Provider will ensure that the taking up of references for all staff involved will be undertaken. It will be a mandatory requirement of this contract that the provider complete a PVG for all relevant staff. Additional information: In 2022/23 the total number of individuals accessing a Payroll Support Service authorised by the City of Edinburgh Council funding was over 311 payroll packages and 109 Financial Management Packages.\nThis requirement is considered to be covered under Chapter 3 PARTICULAR PROCUREMENT REGIMES section 7 Social and Other Specific Services of The Public Contracts (Scotland) Regulation 2015."
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        "additionalClassifications": [
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            "scheme": "CPV",
            "description": "Financial and insurance services"
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    "title": "CT2969 - Option 1 Payroll Support Services Framework Agreement",
    "status": "complete",
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    "techniques": {
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    "description": "Award of framework agreement for Payroll Support Services. This includes delivering Payroll Support and/or Financial Management Services (FMS).\nThe purpose of the Framework agreement is to offer a selection of Payroll Support/FMS Services for the Supported Person to choose from, in keeping with the values and principles of the Social Care (Self directed support) (Scotland) Act 2013.\nThis Framework Agreement does not guarantee business for the Provider for any set period of time or for any number of people.",
    "reviewDetails": "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 FTS 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.",
    "classification": {
      "id": "98000000",
      "scheme": "CPV",
      "description": "Other community, social and personal services"
    },
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    "awardCriteriaDetails": "A two stage process was applied as detailed in the Instructions to Tenders document.",
    "mainProcurementCategory": "services",
    "procurementMethodDetails": "Procedure involving negotiations"
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      "name": "City of Edinburgh Council",
      "roles": [
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      "address": {
        "region": "UKM75",
        "locality": "Edinburgh",
        "postalCode": "EH8 8BG",
        "countryName": "United Kingdom",
        "streetAddress": "Waverley court"
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      "identifier": {
        "legalName": "City of Edinburgh Council"
      },
      "contactPoint": {
        "name": "Claudine Persaud",
        "email": "claudine.persaud@edinburgh.gov.uk"
      }
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      "id": "GB-FTS-132193",
      "name": "Purple Zest Ltd",
      "roles": [
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      "address": {
        "region": "UK",
        "locality": "Chelmsford",
        "postalCode": "CM1 3AA",
        "countryName": "United Kingdom",
        "streetAddress": "Ivan Peck House, 11421082"
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      "name": "Fife Business Services Ltd",
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      "address": {
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        "locality": "Kirkcaldy",
        "postalCode": "KY1 3WE",
        "countryName": "United Kingdom",
        "streetAddress": "Suite 3A Elizabeth House, Barclay Court, Mitchelston Industrial Estate"
      },
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      "name": "Barrie Bookkeeping & Payroll Solutions",
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      "address": {
        "region": "UK",
        "locality": "Glenrothes",
        "postalCode": "KY6 2RE",
        "countryName": "United Kingdom",
        "streetAddress": "Suite D, 11 Boston Road"
      },
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      "name": "dhpayroll (David Howard Ltd)",
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        "supplier"
      ],
      "address": {
        "region": "UK",
        "locality": "Kingston upon Thames",
        "postalCode": "KT1 4AS",
        "countryName": "United Kingdom",
        "streetAddress": "1 Park Road"
      },
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      "identifier": {
        "legalName": "dhpayroll (David Howard Ltd)"
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    },
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      "roles": [
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      ],
      "address": {
        "region": "UK",
        "locality": "Wigan",
        "postalCode": "WN3 6PS",
        "countryName": "United Kingdom",
        "streetAddress": "1 Smithy Court,, Smithy Brook Road,"
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      "roles": [
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      ],
      "address": {
        "region": "UK",
        "locality": "London",
        "postalCode": "SE12 8BT",
        "countryName": "United Kingdom",
        "streetAddress": "27 Crathie Road"
      },
      "details": {
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      "identifier": {
        "legalName": "Accounting Doctors Ltd"
      }
    },
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        "postalCode": "EH1 1LB",
        "countryName": "United Kingdom",
        "streetAddress": "Sheriff Court House, 27 Chambers Street"
      },
      "identifier": {
        "legalName": "Sheriff Court"
      }
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  "language": "en",
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      "awardID": "039427-2024-1",
      "dateSigned": "2024-10-29T00:00:00Z"
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  "description": "(SC Ref:785157)",
  "initiationType": "tender"
}

{
  "id": "014829-2024",
  "tag": [
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  "date": "2024-05-09T14:18:33+01:00",
  "ocid": "ocds-h6vhtk-040d0a",
  "buyer": {
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    "name": "City of Edinburgh Council"
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    "lots": [
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        "id": "1",
        "status": "active",
        "description": "The service provider will offer three types of support to supported people Payroll Support, Financial Management Service with payroll support, or Financial Management Service without Payroll Support.\nThe payroll support service will contribute to helping people to maintain maximum independence, choice, control, inclusion and quality of life.\nThe key objectives of the Payroll Support Service shall be to provide the following by a fully trained, highly committed payroll team. The following is not an exhaustive list but does reflect the minimum core service which is required to be delivered to the supported person who is employing Personal Assistants.\n- Set up the Payroll service for the supported person\n- Provide people with timesheets to record the hours their employees works\n- Register the supported person as the employer with HMRC and deal with all correspondence from them;\n- Deal with all correspondence from HMRC including end of year submissions\n- Process 4 weekly / monthly salaries;\n- Calculate payments to the personal assistants, including statutory payments when required (redundancy, sickness, holiday pay, maternity pay etc)\n- Provide payslips (up to 2 per supported person per month/4 weeks)\n- Calculate HMRC payment submissions;\n- Retain annual leave records for employees\n- Assist with pension auto-enrolment and ongoing support;\nThe Financial Management Service is for those who require this for a variety of reasons and where either authorisation in his/her support plan has been given by The City of Edinburgh Council, or the supported person is self-funding. This service will incorporate all of the following:\n- The provider will manage the finances on behalf of the supported person, whilst they remain in charge of the services they receive and the way in which their services are delivered.\n- Following discussion with The City of Edinburgh Council, all agreed outgoings will be paid by the provider on behalf of the supported person. This may include invoices for agencies, wage payments to employees, payments for Employers Liability Insurance, HMRC payments etc.\n- The provider will be required to operate a separate bank account in the name of the supported person for processing Direct Payments/Personal Budgets.\n- The provider will maintain an auditable accounting system that enables them to produce a statement of Receipts and Payments for each individual. A statement of account will also be provided to supported people and the City of Edinburgh Council as required.\nThe Provider will employ such staff as it believes appropriate to carry out the tasks and duties laid down in the Service Specification. Such staff will have the necessary skills, training and experience to undertake the professional role on behalf of the Council for the Service.\nThe Service Provider will ensure that the taking up of references for all staff involved will be undertaken. It will be a mandatory requirement of this contract that the provider complete a PVG for all relevant staff. Additional information: In 2022/23 the total number of individuals accessing a Payroll Support Service authorised by the City of Edinburgh Council funding was over 311 payroll packages and 109 Financial Management Packages.\nThis requirement is considered to be covered under Chapter 3 PARTICULAR PROCUREMENT REGIMES section 7 Social and Other Specific Services of The Public Contracts (Scotland) Regulation 2015.",
        "contractPeriod": {
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    "items": [
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        "deliveryLocation": {
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        "additionalClassifications": [
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            "description": "Financial and insurance services"
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            "scheme": "CPV",
            "description": "Other community, social and personal services"
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          {
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            "scheme": "CPV",
            "description": "Human resources management consultancy services"
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    "title": "CT2969 - Option 1 Payroll Support Services Framework Agreement",
    "status": "active",
    "procedure": {
      "features": "https://www.legislation.gov.uk/ssi/2015/446/pdfs/ssi_20150446_en.pdf"
    },
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
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    "techniques": {
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      "hasFrameworkAgreement": true
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    "description": "The City of Edinburgh Council are seeking to create a framework agreement for Payroll Support Services. This includes delivering Payroll Support and/or Financial Management Services (FMS).\nThe purpose of the Framework agreement is to offer a selection of Payroll Support/FMS Services for the Supported Person to choose from, in keeping with the values and principles of the Social Care (Self directed support) (Scotland) Act 2013.\nThis Framework Agreement does not guarantee business for the Provider for any set period of time or for any number of people.",
    "tenderPeriod": {
      "endDate": "2024-06-13T12:00:00+01:00"
    },
    "contractTerms": {
      "performanceTerms": "Please see contract specific KPI information contained within the relevant specification.",
      "hasElectronicPayment": true,
      "hasElectronicOrdering": true,
      "electronicInvoicingPolicy": "allowed"
    },
    "reviewDetails": "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 FTS 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.",
    "classification": {
      "id": "98000000",
      "scheme": "CPV",
      "description": "Other community, social and personal services"
    },
    "submissionTerms": {
      "languages": [
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    "submissionMethod": [
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    "otherRequirements": {
      "reductionCriteria": "Economic operators may be excluded if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015\nB ECONOMIC AND FINANCIAL STANDING:\n4B.1.1 Yearly turnover as detailed in the SDP\n4B.1.4 Financial Ratios as detailed in the SDP\n4B.5.1a Professional Indemnity Insurance, limit of indemnity of not less than 5,000,000GBP\n4B.5.1b Employer's liability insurance, limit of indemnity of not less than 5,000,000GBP\n4B.5.2 Public liability insurance, limit of indemnity of not less than 5,000,000GBP\nC TECHNICAL AND PROFESSTIONAL ABILITY:\n4C.4(1) Prompt Payment\n4C.4(2) Real Living Wage\n4C.7 Climate Change\nD QUALITY ASSURANCE SCHEMES:\n4D.1(1) Health and Safety Procedures\n4D.1(2) Disclosure\n4D.1(3) Community Benefits\n4D.1(4) Financial Conduct Authority\nMore detail on each area can be found in the procurement documents."
    },
    "procurementMethod": "selective",
    "awardCriteriaDetails": "A two stage process will be used, more detail can be found within the Instructions to Tenders document.",
    "mainProcurementCategory": "services",
    "submissionMethodDetails": "http://www.publictendersscotland.publiccontractsscotland.gov.uk/",
    "procurementMethodDetails": "Procedure involving negotiations"
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      "name": "City of Edinburgh Council",
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        "locality": "Edinburgh",
        "postalCode": "EH8 8BG",
        "countryName": "United Kingdom",
        "streetAddress": "Waverley court"
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        "buyerProfile": "https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00290",
        "classifications": [
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      "identifier": {
        "legalName": "City of Edinburgh Council"
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      "contactPoint": {
        "url": "https://www.publictendersscotland.publiccontractsscotland.gov.uk/",
        "name": "Anna Penman",
        "email": "anna.penman@edinburgh.gov.uk"
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      "name": "Sheriff Court",
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        "postalCode": "EH1 1LB",
        "countryName": "United Kingdom",
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      "identifier": {
        "legalName": "Sheriff Court"
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  "language": "en",
  "description": "It is a mandatory requirement of this Framework Agreement that a prompt payment clause is present in all supply chain Contracts used in the delivery of the requirements. This ensures payment of sub-contractors at all stages of the supply chain within 30 days and includes an obligation to provide a point of contact for sub-contractors to refer to in the case of payment difficulties. This will require active monitoring of payment performance as well as the provision of evidence and reports to the Council on request or as contractually scheduled.\nIt is a mandatory requirement of this Framework Agreement to confirm that they will pay staff that are involved in the delivery of services under the contract, at least the Real Living Wage.\nTenderers who do not pass these questions may not be subject to Commercial Analysis. As a result the tender may not be considered further.\nThe buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 26544. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343\nCommunity benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/\nA summary of the expected community benefits has been provided as follows:\nThe Community Benefits sought through this Framework Agreement will be proportionate to individual provider's annual contract value. Community Benefits should be to the benefit of the Community as whole and the council will work with the provider to arrange the most appropriate community benefits.\n(SC Ref:765452)",
  "initiationType": "tender"
}

{
  "id": "030763-2023",
  "tag": [
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  "date": "2023-10-18T13:15:47+01:00",
  "ocid": "ocds-h6vhtk-040d0a",
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    "name": "City of Edinburgh Council"
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        "id": "1",
        "status": "planned",
        "description": "The payroll support service will contribute to helping people to maintain maximum independence, choice, control, inclusion and quality of life.\nKey Objectives\nThe key objectives of the Payroll Support Service shall be to provide the following by a fully trained, highly committed payroll team. The following is not an exhaustive list but does reflect the minimum core service which is required to be delivered to the supported person who is employing Personal Assistants.\n- Set up the Payroll service for the supported person\n- Provide people with timesheets to record the hours their employees works\n- Register the supported person as the employer with HMRC and deal with all correspondence from them;\n- Deal with all correspondence from HMRC including end of year submissions\n- Process 4 weekly / monthly salaries;\n- Calculate payments to the personal assistants, including statutory payments when required (redundancy, sickness, holiday pay, maternity pay etc)\n- Provide payslips (up to 2 per supported person per month/4 weeks)\n- Calculate HMRC payment submissions;\n- Retain annual leave records for employees\n- Assist with pension auto-enrolment and ongoing support;\nThe council is also seeking services for a financial management service for those who require this for a variety of reasons and where either authorisation in his/her support plan has been given by The City of Edinburgh Council, or the supported person is self-funding. This service will incorporate all of the following:\n- The provider will manage the finances on behalf of the supported person, whilst they remain in charge of the services they receive and the way in which their services are delivered. This service is in relation to Personal Assistants/Payroll only.\n- Following discussion with The City of Edinburgh Council, all agreed outgoings will be paid by the provider on behalf of the supported person. This may include invoices for agencies, wage payments to employees, payments for Employers Liability Insurance, HMRC payments etc.\n- The provider will be required to operate a separate bank account in the name of the supported person for processing Direct Payments/Personal Budgets.\n- The provider will maintain an auditable accounting system that enables them to produce a statement of Receipts and Payments for each individual. A statement of account will also be provided to supported people and the City of Edinburgh Council as required.\nThe Provider will employ such staff as it believes appropriate to carry out the tasks and duties laid down in the Service Specification. Such staff will have the necessary skills, training and experience to undertake the professional role on behalf of the Council for the Service.\nThe Service Provider will ensure that the taking up of references for all staff involved will be undertaken. It will be a mandatory requirement of this contract that the provider complete a PVG for all relevant staff. Additional information: In 2022/23 the total number of individuals accessing a Payroll Support Service authorised by the City of Edinburgh Council funding was over 311 payroll packages and 109 Financial Management Packages."
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryLocation": {
          "description": "Within the City of Edinburgh"
        },
        "deliveryAddresses": [
          {
            "region": "UKM75"
          }
        ],
        "additionalClassifications": [
          {
            "id": "66000000",
            "scheme": "CPV",
            "description": "Financial and insurance services"
          },
          {
            "id": "98000000",
            "scheme": "CPV",
            "description": "Other community, social and personal services"
          },
          {
            "id": "79414000",
            "scheme": "CPV",
            "description": "Human resources management consultancy services"
          }
        ]
      }
    ],
    "title": "CT2969 - Payroll Support Services",
    "status": "planned",
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
    },
    "description": "The City of Edinburgh Council are seeking engagement on the creation of a framework agreement with payroll support providers to be part of a Payroll Support Service Framework. This is a second generation framework agreement.\nThe purpose of the Framework agreement is to offer a selection of Payroll Support Services for the Supported Person to choose from, in keeping with the values and principles of the Social Care (Self directed support) (Scotland) Act 2013.\nThis Framework Agreement does not guarantee business for the Provider for any set period of time or for any number of people.",
    "communication": {
      "futureNoticeDate": "2023-11-16T00:00:00Z"
    },
    "classification": {
      "id": "98000000",
      "scheme": "CPV",
      "description": "Other community, social and personal services"
    },
    "mainProcurementCategory": "services"
  },
  "parties": [
    {
      "id": "GB-FTS-88261",
      "name": "City of Edinburgh Council",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKM75",
        "locality": "Edinburgh",
        "postalCode": "EH8 8BG",
        "countryName": "United Kingdom",
        "streetAddress": "Waverley court"
      },
      "details": {
        "url": "http://www.edinburgh.gov.uk",
        "buyerProfile": "https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00290",
        "classifications": [
          {
            "id": "REGIONAL_AUTHORITY",
            "scheme": "TED_CA_TYPE",
            "description": "Regional or local authority"
          },
          {
            "id": "01",
            "scheme": "COFOG",
            "description": "General public services"
          }
        ]
      },
      "identifier": {
        "legalName": "City of Edinburgh Council"
      },
      "contactPoint": {
        "name": "Anna Penman",
        "email": "anna.penman@edinburgh.gov.uk"
      }
    }
  ],
  "language": "en",
  "description": "This prior information notice is to test the market interest, capacity and level of expertise available to deliver the payroll services across the whole of Edinburgh.\nPlease Note by noting your interest you are agreeing to further engagement with the Council and the Edinburgh Health and Social Care Partnership. The purpose of this PIN is for initial engagement purposes only and to notify the market of a potential contract opportunity.\nThe City of Edinburgh Council would like to invite organisations who have noted interest in the opportunity to attend a talking tender’s event. The purpose of the event will be to present the draft requirement and the proposed procedure for securing future delivery. There will be a presentation with discussions points and time for Q&A. If there is interest, the proposed event will be held on the 30 October 2023 at 10:00am. This is to be a virtual event and will be held via Microsoft Teams. To register your interest in this event please e-mail Anna.Penman@edinburgh.gov.uk to advise your attendance.\nThe Council may decide to competitively tender this contract in the future or change/add to the requirement, therefore all information contained in this Prior Information Notice is subject to change.\nNOTE: 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=747900.\n(SC Ref:747900)",
  "initiationType": "tender"
}