Published date: 29 August 2023

Last edited date: 4 September 2023

Closed opportunity - This means that the contract is currently closed. The buying department may be considering suppliers that have already applied, or no suitable offers were made.


Closing: 28 September 2023, 10am

Contract summary

Industry

  • Personnel and payroll services - 79631000

Location of contract

Any region

Value of contract

£82,500 to £137,500

Procurement reference

tender_381599/1252480

Published date

29 August 2023

Closing date

28 September 2023

Closing time

10am

Contract start date

13 January 2024

Contract end date

12 January 2027

Contract type

Service contract

Procedure type

Restricted procedure (above threshold)

A two-stage procedure, where the first stage is used to select suppliers, who are then invited to bid in the second stage.

This procedure can be used for procurements above the relevant contract value threshold.

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

Yes

Description

The Contractor must provide an agency service for a payroll giving scheme under the terms of, and in accordance with, the Finance Act 1986 as amended by subsequent Finance Acts and the Charitable Deductions (Approved Schemes) Regulation 1986 (Statutory Instrument 1986 No 2211) for Armed Forces Personnel paid through Joint Personnel Administration (JPA) system.

On assuming responsibility, the Contractor must be able to accept information on all existing members, in an electronic format. This information is to form the basis of a dedicated database of MOD contributors to charities with a military association.

The Contractor must be able to receive details of all new joiners, leavers or contribution amendments in paper or electronic format, direct from the contributor's charity concerned. The Contractor must then notify those details, including the amount to be donated, to the Authority's commercial partner on a regular basis (at least monthly). This information is to be passed to the commercial partner in an electronic format using an encrypted password protected notepad file with the monthly transaction details

The Contractor's system must be able to translate or convert electronic donor information provided by the Authority into a format that is acceptable for processing by the Contractor.

The Contractor must develop, maintain and follow a documented operational procedure for ensuring that Authority's requirements are fully met.

The Contractor must be able to receive from the Authority the monthly transaction notification, containing details of all payments collected for the respective month, in a notepad format using a MOD approved encrypted file along with the appropriate BACs payment. The format of data provided to the Contractor shall consist of the following; Employee Number, Surname, Initials, Charity Name, Pay Value, Employment Category.

The Contractor must pay beneficiaries within 14 days of receipt of the transaction notification.

Contract duration of between 3 and 5 years, the DSP advert will specify a Contract duration of 3 years with options to extend by up to a further 2 years (to be awarded at the sole discretion of the Authority). This might go some way to explain the difference in potential contract value, the minimum value for a three year contract and the maximum value being for a five year contract.

More information

Attachments

Links

Additional text

Please email Donna Sutton to submit the appropriate documents for this contract (including a HMRC letter showing registration as a Payroll Giving Agent).

About the buyer

Contact name

Donna Sutton

Address

Room 1.4.28, Centurion Building, HMS SULTAN
Gosport
PO13 9XA
England

Email

donna.sutton177@mod.gov.uk