THE SCOTTISH CREDIT AND QUALIFICATIONS FRAMEWORK PARTNERSHIP WRITTEN ESTIMATE FOR Accounting and Payroll Services December 2011 SCOTTISH CREDIT AND QUALIFICATIONS FRAMEWORK PARTNERSHIP A Company Limited by Guarantee. Registered in Scotland Company number 311573 Registered Office: 39 St Vincent Place, Glasgow G1 2ER
THE SCOTTISH CREDIT AND QUALIFICATIONS FRAMEWORK PARTNERSHIP Purpose: INVITATION TO PROVIDE A WRITTEN ESTIMATE. The Scottish Credit and Qualifications Framework Partnership (SCQF Partnership) invites written estimates for the provision of Accounting and Payroll Services for the Company for three years commencing 1 April 2012. This document provides information on the Company and sets out its requirements. The document is in four sections: Section 1 summarises the background to the SCQF Partnership; Section 2 provides the contract specification; Section 3 details the instructions for the submission of the estimate; Section 4 sets out the information required from the consultant/contractor. The document is designed to ensure that all estimates are given equal and fair consideration. It is important therefore that you provide all the information requested in the format and order specified in Section 4. 1. BACKGROUND TO THE SCQF PARTNERSHIP The Scottish Credit and Qualifications Framework (SCQF) was developed to help the needs of Scotland s learners, learning providers and employers. It is a unified framework for qualifications in Scotland, which incorporates most of the mainstream Scottish Qualifications: the qualifications of Higher Education Institutions; SQA National Qualifications; Higher National Qualifications and Scottish Vocational Qualifications. The SCQF is a descriptive framework that can help learners, learning providers and employers to understand and compare qualifications. It provides a common language for learning, making the relationships between qualifications easier and allowing more flexibility and choice in learning. The SCQF aims to: Help people of all ages and circumstances to access appropriate education and training over their lifetime to fulfil their personal, social and economic potential. Enable employers, learners and the public in general to understand the full range of Scottish qualifications, how qualifications relate to each other and how different types of qualifications can contribute to improving the skills of the workforce. The SCQF was launched in 2001 and in November 2006, Partners established the Scottish Credit and Qualifications Framework Partnership (SCQF Partnership), a company limited by guarantee. Members of the Company are : Scotland s Colleges; the Quality Assurance Agency for Higher Education; Scottish Ministers; the Scottish Qualifications Authority; and Universities Scotland. In addition in 2009 the Board co-opted another Director representing employment interests. The Company has charitable status. The Company objects are: to maintain the quality of the Framework; to further promote and develop its use; and to maintain and develop relationships with other frameworks in the UK and Europe. The following sections in this document provide details of the Company s requirements and instructions for the written estimate. 2
2. CONTRACT SPECIFICATION The organisation is small with around 9 staff. It draws down most of its funding from two sources Scottish Government and Scottish Funding Council. It has seen budget cuts over the last two years and is working in a very tight financial situation trying to balance delivery of services against the need to retain sufficient reserves to satisfy OSCR. The company operates a SAGE 50 Professional Accounting system. The management accounts, budget and forecasts are currently finalised using an Excel spreadsheet model for month and year-end adjustments.. The accounting year-end is 31 March. The Audit Committee meets quarterly and considers quarterly management information together with any audit reports for the company as part of their remit. Audit reports and quarterly management information are to be made available in advance of scheduled Audit Committee meetings. The Company has had the same accounting and payroll services since its full establishment in 2007 and in accordance with good practice is looking to re tender for these services. These would include Accounting Services Review the Sage postings completed by SCQFP Administrative Officer Complete the postings to the nominal ledger Prepare management information monthly on actual versus budget Prepare management information and quarterly accounts for the Audit and Risk Committee and the Board including actual versus budget plus forecast to year end. Provide support for end of year audit Payroll services Preparation of monthly payment on 28 of each month along with payslips for all staff Remittance of monies to pension provider and HRMC Provision of payroll date to the CEO monthly Operation of RBS Bankline for payroll payments 3. INSTRUCTIONS FOR SUBMISSION OF THE WRITTEN ESTIMATE Please do not hesitate to contact Aileen Ponton if you require further information. Contact details are: Aileen Ponton Chief Executive SCQF Partnership 39 St Vincent Place Glasgow G1 2ER e-mail: a.ponton@scqf.org.uk Tel 0141 225 2920 3.1 Timetable and administration arrangements Return of written estimates 12 noon on 30 January 2012 Expected date of award 17 February 2012 3
3.2 Evaluation Criteria The written estimates will be evaluated fairly to ascertain which represents the best value for money in terms of the criteria. Your response to our requirements will be evaluated under the following headings: The ability to undertake the work outlined in the Contract Specification; Within the agreed timescale; Evidence of your understanding of our business needs; Value for money; Applicant s/organisation s track record in providing similar services to other relevant organisations Added value that the applicant and/or organisation will bring to the service as a whole. Ability to provide a high and flexible level of service (Please note that the order in which the criteria are listed does not imply relative importance.) The SCQF Partnership may invite proposers to meet with them to allow them to elaborate on their proposals as set out in the written estimate. If this was the case this would take place week commencing 6 February 2012 3.3 Administration arrangements a. Submission of estimates The written estimate should be submitted by email to Lorna Meiklejohn l.meiklejohn@scqf.org.uk along with one hard copy to the same name and to the postal address above. b. Receipt of estimates Written estimates will be received up to the time and date stated. The SCQF Partnership does not undertake to consider any written estimates received after that time. c. Acceptance of Estimate By issuing this invitation the SCQF Partnership is not bound in any way and does not have to accept the lowest, or any estimate. d. Confidentiality All information supplied by the SCQF Partnership to you must be treated in confidence and not disclosed to third parties except insofar as this is necessary to obtain sureties or quotations for the purpose of submitting the tender. All information supplied by you to the SCQF Partnership will similarly be treated in confidence except that references may be sought from banks, existing or past clients, or other referees submitted by the proposer. 4. INFORMATION REQUIRED FROM PROPOSER It is important that you provide all the information requested below. Please provide it in the order and format indicated. 4
Part 1 Breakdown of prices and rates Part 2 Information about your organisation Part 3 Details of the service, including details of the team who would be working on the engagement Part 4 A Quality Plan Part 5 Additional information PART 1 BREAKDOWN OF PRICES AND RATES Insert here your breakdown of prices and rates. This should include an overall cost for the contract and specific details of costs for: professional services administration travel and subsistence meetings VAT* How fees will be set and agreed in future years *please confirm whether or not you are registered for VAT. Please also set out the VAT liability of the services to be provided to SCQF. PART 2 INFORMATION ABOUT YOUR ORGANISATION Please include here information about your organisation including structure, size and capabilities relevant to SCQFP. Please also list the firms major/relevant clients and please provide two accounting/payroll services references that can be taken up if required Please also indicate any European or British quality standards achieved or being sought. PART 3 DETAILS OF THE SERVICE, INCLUDING DETAILS OF THE TEAM WHO WOULD BE WORKING ON THE ENGAGEMENT. 1 Give details of the resources you expect to use to service the contract, including the number of staff you expect to use for providing the service. 2 Please enter the names and position held by key staff. 3 Please provide details of experience of key staff involved in the contract. 5
PART 4 QUALITY PLAN Give details of how you will ensure that a high quality service is maintained and that all targets set out in the Contract Specification will be met. 1 Set out your proposals for the monitoring and reporting on the quality of the services delivered including the performance checks you will perform, their frequency and scope, and who will perform them. 2 Set out your proposed contract management system. 3 Set out your strategies and procedures for dealing with complaints and problems. Note: your quality plan will not itself form part of the contract, but any elements within it which the parties agree to be essential to the delivery of the service will be incorporated within the specification and form part of any contract resulting form your tender. PART 5 ADDITIONAL INFORMATION Set out any additional information you think would be helpful in support of your proposal, including any additional facilities not included in the specification you could or will offer that will add value to the service that you will provide. 6