CT2969 - Option 1 Payroll Support Services Framework Agreement

Concepts

• social work
• edinburgh
• community and personal services
• consultancy services
• supported person
• financial management service
• payroll support services
• people payroll support
• financial management services
• supported people

Location

Within the City of Edinburgh

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). The 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. This Framework Agreement does not guarantee business for the Provider for any set period of time or for any number of people.

Total Quantity or Scope

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. The payroll support service will contribute to helping people to maintain maximum independence, choice, control, inclusion and quality of life. The 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. - Set up the Payroll service for the supported person - Provide people with timesheets to record the hours their employees works - Register the supported person as the employer with HMRC and deal with all correspondence from them; - Deal with all correspondence from HMRC including end of year submissions - Process 4 weekly / monthly salaries; - Calculate payments to the personal assistants, including statutory payments when required (redundancy, sickness, holiday pay, maternity pay etc) - Provide payslips (up to 2 per supported person per month/4 weeks) - Calculate HMRC payment submissions; - Retain annual leave records for employees - Assist with pension auto-enrolment and ongoing support; The 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: - 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. - 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. - The provider will be required to operate a separate bank account in the name of the supported person for processing Direct Payments/Personal Budgets. - 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. The 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. The 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.

CPV Codes

• 98000000 - Other community, social and personal services
• 66000000 - Financial and insurance services
• 79414000 - Human resources management consultancy services

Indicators

• Bids should cover the whole contract.
• Performance considerations apply.

Other 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. This 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. 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. It 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. Tenderers who do not pass these questions may not be subject to Commercial Analysis. As a result the tender may not be considered further. The 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 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: The 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. (SC Ref:765452)