Lobbying Register System

Concepts

• edinburgh
• software package
• information systems
• system use
• website system
• system
• lobbying register system
• lobbying register
• lobbying register team
• lobbying activity

Location

Description

The Scottish Parliamentary Corporate Body (SPCB) wishes to procure and invest in a new fit for purpose Lobbying Register system to replace the current system and require a Contractor to provide, host, maintain and support a cloud-based online system. The system must be an already developed system which may require customisation, configuration, and/or minor development to meet the SPCB's requirements.

Total Quantity or Scope

The Scottish Parliamentary Corporate Body (SPCB) require a Contractor to provide, host, maintain and support an online Lobbying Register System. The “Lobbying Register” is an online, multi-functional workflow, database, and website system, used to manage the statutory duty and requirements placed on the Parliament, by The Lobbying (Scotland) Act 2016. The whole process is managed and administered by the Parliament’s Lobbying Register Team (“LRT”). In 2016 the Parliament passed legislation, the Lobbying (Scotland) Act 2016 (‘the Act’), to regulate certain types of lobbying. Those engaged in regulated lobbying use the Lobbying Register to provide information on who they have lobbied, when and where it happened and what the purpose of the lobbying was. The resulting information provides a valuable insight into how lobbyists inform, and influence decisions made by MSPs, and policies developed by Ministers and Special Advisers. As such, the Register has become a key tool for increasing understanding about lobbying activity taking place in Scotland, and improved public accountability and scrutiny. The System must be able to provide and include the following functionality: - allow lobbyists to register and to submit returns directly, minimising data input by SPS staff. - ensure SPS staff have control of the data – performing quality control/verification of entries prior to publication. - be intuitive to use in keeping with contemporary web-based services. - a search facility. - facility for people to report incorrect information. - options to alert MSPs and Public Officials automatically when their name appears in a lobbying return. - options to send reminders to registrants. - facility to communicate with registrants about things like incomplete or inaccurate data. - capable of amendment to respond to changes in the lobbying regime such as changes introduced through primary and secondary legislation and parliamentary guidance. - ensure the data held in the System will be capable of publication as open data in keeping with our existing approach and seeking to achieve a 5-star open data standard https://data.parliament.scot/#/home. - be compliant with all data protection requirements including the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018. - compliant with Level AA of the Web Content Accessibility Guidelines (WCAG) version 2.2, as a minimum. - be a fully responsive design, accessible to registrants and those searching data on desktop computers and devices with smaller screens e.g. smart phones or other portable devices. - system automations and workflows which build on existing team processes and website functionality. - an integrated communication tool with SharePoint online and in line with The Scottish Parliament’s Records Management policy. - infographics or similar for searches, expanded parameters, and increased reporting output methods. - analytics on system use, to help measure impact and public use. - a pre-submission template for returns by registrants. - an algorithm to check key text in draft returns, which are also created with the use of AI software. - a context menu. The Contractor will be responsible for the full implementation and hosting of the System including configuration, testing and SPCB staff training. Draft Specification documents can be accessed via the PCS-Tender system for further information on this requirement. Please note that these documents are not yet finalised and are subject to change. Additional information: An indicative budget for this project is as follows: - Full System implementation and set up (including project management, system configuration/development/testing and training) - up to GBP 300,000 (ex VAT) - Ongoing annual costs (including hosting, licensing, maintenance, support and upgrades) - GBP 50,000 - 75,000 p.a. (ex VAT)

Renewal Options

The SPCB may award up to 8 years optional extension, at the sole discretion of the SPCB.

Award Criteria

CPV Codes

• 48000000 - Software package and information systems
• 48611000 - Database software package

Indicators

• This is a recurring contract.
• Renewals are available.
• Financial restrictions apply.
• Professional qualifications are sought.
• Technical restrictions apply.

Other Information

For information, the Scottish Parliament's current Lobbying Register can be accessed at the below url. https://www.lobbying.scot/ ** PREVIEW NOTICE, please check Find a Tender for full details. ** The Competitive Procedure with Negotiation is being used and will request the completion of a SPD. Any supplier may make a request to participate and must submit a completed SPD on PCS Tender within the timelines set out in this Notice. Following assessment of the submitted SPDs, the SPCB will shortlist suppliers who have met the mandatory and selection criteria and invite them to the initial tender phase. The anticipated number of suppliers who will be shortlisted is three (if three meet the selection criteria requirements). For the award stage shortlisted suppliers will be given a minimum of 30 days to respond to the tender. Following evaluation, this may be followed by a dialogue in order for the SPCB to seek improved offers. However, the SPCB reserves the right to award the contract on the basis of the initial tenders without conducting negotiations. The areas that may be negotiated include: - system requirements - implementation and timescales - conditions of contract - pricing - KPIs - future innovation and change - community benefits Further details will be provided to shortlisted bidders invited to the tender stage. The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 28558. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343 Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-pr... A summary of the expected community benefits has been provided as follows: Community benefits will be included as a mandatory requirement in the contract. Further details will be provided to shortlisted bidders invited to the tender stage. (SC Ref:788870)