Timescales and Implementation Period
You will need to set out how long the Further Competition process will take. Consider your current contractual arrangements and the need to inform your incumbent Provider, and identify any potential TUPE implications.
Things to consider:
- Whether you need internal agreement and sign off. You may also need to identify someone to manage the contract after it has been awarded
- You must allow Providers sufficient time to prepare and submit their bids. This should be proportionate to the number of questions and complexity of requirements in your Further Competition.
- Ensure you identify any potential TUPE implications and allow sufficient time for any transition that may be required.
- The implementation period required, should the result of the Further Competition lead to you moving from your existing Provider, and any dual running that may be required. You may need to check your current Provider's termination conditions and required period of notice if applicable. A typical transition/implementation period for a contract let through this Framework would be 12-18 months.
Interviews and System Demonstrations
You may wish to undertake interviews or system demonstrations as part of your Further Competition process.
If you decide to include interview or system demonstrations, you will need to invite all Providers who have a realistic chance of winning. You should make it clear in your Invitation to Further Competition document who you will interview or conduct a system demonstration for.
Alternatively, you may choose to use interviews or system demonstrations for clarification and to ratify the scores you have awarded as part of the Quality and Service criteria. You may not want to interview or conduct a system demonstration for any Provider that does not have a realistic chance of winning.
Whichever approach you take, you must clearly state your intentions upfront in your Invitation to Further Competition. Please try to avoid carrying out unnecessary interviews or system demonstrations for Providers who have no realistic chance of being awarded a contract.
Inviting Providers to Further Competition
All Providers on the National LGPS Framework for Pensions Administration Software who are capable of meeting your requirements must be invited to Further Competition.
You could invite Providers using a procurement system or via email, using the contacts listed in the Provider Catalogues.
When using a procurement system to run a Further Competition, please ensure you check the details of all the Providers on the system you use. If these do not match the contacts in the Provider Catalogues, please either update thee or contact the Provider and ask them to update them, to ensure they receive notification of your Further Competition.
Please also ensure you contact the Providers prior to issuing your Further Competition with instructions on how to register or check their contact details, along with details of how to access the Further Competition documentation and when it will be available.
We would also suggest you request delivery receipts and read receipts for all emails sent in relation to your Further Competition.