HR and Payroll Systems VEAT Notice

{
  "awards": [
    {
      "id": "017933-2025-ELC-24-0325-1",
      "relatedLots": [
        "1"
      ],
      "status": "active",
      "suppliers": [
        {
          "id": "GB-FTS-145671",
          "name": "MHR"
        }
      ]
    }
  ],
  "buyer": {
    "id": "GB-FTS-1747",
    "name": "East Lothian Council"
  },
  "contracts": [
    {
      "awardID": "017933-2025-ELC-24-0325-1",
      "dateSigned": "2025-03-27T00:00:00Z",
      "id": "017933-2025-ELC-24-0325-1",
      "status": "active",
      "value": {
        "amount": 646609,
        "currency": "GBP"
      }
    }
  ],
  "date": "2025-04-30T12:05:08+01:00",
  "description": "NOTE: 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=797518.\n(SC Ref:797518)",
  "id": "017933-2025",
  "initiationType": "tender",
  "language": "en",
  "links": [
    {
      "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000797518",
      "rel": "canonical"
    }
  ],
  "ocid": "ocds-h6vhtk-050a0d",
  "parties": [
    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "Haddington, East Lothian",
        "postalCode": "EH41 3HA",
        "region": "UKM73",
        "streetAddress": "John Muir House"
      },
      "contactPoint": {
        "email": "procurement@eastlothian.gov.uk",
        "telephone": "+44 620827827"
      },
      "details": {
        "buyerProfile": "https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00181",
        "classifications": [
          {
            "description": "Regional or local authority",
            "id": "REGIONAL_AUTHORITY",
            "scheme": "TED_CA_TYPE"
          },
          {
            "description": "General public services",
            "id": "01",
            "scheme": "COFOG"
          }
        ],
        "url": "http://www.eastlothian.gov.uk"
      },
      "id": "GB-FTS-1747",
      "identifier": {
        "legalName": "East Lothian Council"
      },
      "name": "East Lothian Council",
      "roles": [
        "buyer"
      ]
    },
    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "Ruddington",
        "postalCode": "NG116LL",
        "region": "UK",
        "streetAddress": "Ruddington Hall, Loughborough Road"
      },
      "details": {
        "scale": "large"
      },
      "id": "GB-FTS-145671",
      "identifier": {
        "legalName": "MHR"
      },
      "name": "MHR",
      "roles": [
        "supplier"
      ]
    },
    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "Edinburgh"
      },
      "id": "GB-FTS-21538",
      "identifier": {
        "legalName": "Edinburgh Sherriff Court"
      },
      "name": "Edinburgh Sherriff Court",
      "roles": [
        "reviewBody"
      ]
    }
  ],
  "tag": [
    "award",
    "contract"
  ],
  "tender": {
    "classification": {
      "description": "Personnel and payroll services",
      "id": "79631000",
      "scheme": "CPV"
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "This is a voluntary ex ante transparency(VEAT) notice. East Lothian Council intends to award of contract for it\u0027s HR and Payroll System to MHR International for 5 years.",
    "id": "ELC-24-0325",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Personnel and payroll services",
            "id": "79631000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "region": "UKM73"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
    },
    "lots": [
      {
        "description": "This is a voluntary ex ante transparency(VEAT) notice. East Lothian Council intends to award of contract for it\u0027s HR and Payroll System to MHR International for 5 years.",
        "hasOptions": false,
        "id": "1"
      }
    ],
    "mainProcurementCategory": "services",
    "procurementMethod": "limited",
    "procurementMethodDetails": "Award procedure without prior publication of a call for competition",
    "procurementMethodRationale": "East Lothian Council\u2019s HR and Payroll System is essential to organisational service delivery. In this instance, cost and resource implications of changing to a new platform would have significant cost of change implications.\nThe business rationale for continuing with MHR International products links to the costs of change, which is not necessarily limited to the direct costs of licensing new software, but holistic costs pertaining to the migration of data, implementation of organisation wide training to embed a new system.\nThe current system is embedded within processes and cross departmentally. Given the costs outlined above, an alternative system would need to be a consolidation of software systems to deliver efficiencies which provide the most economically advantageous solution. It was not judged that this could be achieved in this contractual cycle.\nFor these reasons, there are no financially, administratively reasonable, viable alternative, substitute systems, or products other than the iTrent software that can meet East Lothian Council\u0027s needs during the period of the proposed contract.\nThe required licensing and support of this product can only be provided by MHR International for technical reasons and due to the supplier\u2019s exclusive rights in and to the proprietary [iTrent products.\nAccordingly, it is considered that the proposed award of contract to MHR International meets with the requirements Public Contracts (Scotland) Regulations 2015, Regulation 33(1)(b)(ii) and (iii).\nThe Council will continue, during the life of the contract, to carry out market testing for tendering opportunities beyond this contract.",
    "procurementMethodRationaleClassifications": [
      {
        "description": "The procurement falls outside the scope of application of the directive",
        "id": "D_OUTSIDE_SCOPE",
        "scheme": "TED_PT_AWARD_CONTRACT_WITHOUT_CALL"
      }
    ],
    "status": "complete",
    "title": "HR and Payroll Systems VEAT Notice"
  }
}