Publication - FOI/EIR release

Scottish Government's purchasing system: FOI release

Published: 11 May 2018

Information request and response under the Freedom of Information (Scotland) Act 2002.

Published:
11 May 2018
Scottish Government's purchasing system: FOI release

FOI reference: FOI/18/01191
Date received: 22 April 2018
Date responded: 10 May 2018

Information requested

Information on the Scottish Government's purchasing system (your specific questions are answered separately below).

Response

1. The answer to your questions are as follows:

(a) The software that the Scottish Government use for sending purchase orders, is this a hosted service or is the software purchased?

  • The software used, PECOS, is provided as part of the managed and hosted P2P Shared Service. PECOS provides capability to: host catalogues and links to supplier transactional websites; create, approve and transmit purchase orders; record goods receipt notes; and process electronic invoices.

  • PECOS is available through a Software License Agreement which provides the Scottish Government with a "non-exclusive, irrevocable, perpetual licence to use".

(b) Is the software or service used exclusively by Scottish Government or purchased on behalf of other public bodies.

The software is offered as a managed shared service to the whole of the Scottish public sector including central government, NHS, local authorities, universities, colleges and charity/voluntary organisations.

(c) If used by other public bodies, a list of those organisations.

  • The list of current user organisations is provided at Annex A.

(d) The supplier of the software or service.

  • PECOS is owned by Elcom and is provided to the Scottish Government through a Software Licence Agreement with Capgemini. Support & Maintenance of the software is delivered under a separate Agreement with Capgemini.

  • The hosting and associated ICT service management of PECOS is provided by Leidos Innovations UK Ltd under a separate contract.

(e) The procurement method used to select the supplier.

  • The Software Licence Agreement was originally tendered using the Restricted Procedure. The hosting and associated ICT service management contract was tendered using the Competitive Dialogue Procedure.

(f) The date the software or service was introduced.

  • PECOS was originally introduced in May 2002. The Software License Agreement commenced in November 2011 and the hosting and associated service management contract commenced in November 2011.

(g) The cost to purchase the software and any annual fees paid by year since implementation.

  • The cost to purchase the PECOS Software Licence was £4.5 million (excluding VAT) which was paid over a 5 year period from 2011 to 2016.

  • Annual hosting and service management costs have totalled £28,881,746 from 2011.

(h) When is the software is due for re-tendering; the costs paid to the supplier since implementation for upgrades or development; the costs charged to other public bodies.

  • The software is not due to be re-tendered as the Software Licence Agreement grants the Scottish Government with a "non-exclusive, irrevocable, perpetual licence to use".

  • From 2011-2016, there was an annual fee of £900,000 (excluding VAT) to support and maintain PECOS which included the deployment of upgrades and enhancements to the software. From 2016, this annual fee has reduced to £841,000 (exluding VAT).

  • Since 2008, there have been no charges to public bodies for using PECOS.

  • Further information on the P2P Shared Service is available from:

http://www.gov.scot/Topics/Government/Procurement/eCommerce

Under section 25(1) of FOISA, we do not have to give you information which is already reasonably accessible to you. If, however, you do not have internet access to obtain this information from the website(s) listed, then please contact me again and I will send you a paper copy.

About FOI

The Scottish Government is committed to publishing all information released in response to Freedom of Information requests. View all FOI responses at http://www.gov.scot/foi-responses

Contact

Please quote the FOI reference

Central Enquiry Unit
Email: ceu@gov.scot
Phone: 0300 244 4000

The Scottish Government
St Andrew's House
Regent Road
Edinburgh
EH1 3DG