Back Office Systems Procurement – Finance, P2P, HR and Payroll

Back Office Systems Procurement – Finance, P2P, HR and Payroll

We are seeking to implement an end to end integrated solution that cover all the business functions specified and which offers a seamless and intuitive user experience.

United Kingdom-Warrington: Financial systems software package

2017/S 067-126469

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Your Housing Group Ltd acting on behalf of itself and its current and future subsidiaries
602 Aston Avenue, Birchwood
Warrington
WA3 6ZN
United Kingdom
Contact person: Jane Brighouse
Telephone: +44 192553000
E-mail: jane.brighouse@yourhousinggroup.co.uk
NUTS code: UKD
Internet address(es):Main address: www.yourhousinggroup.co.uk

Address of the buyer profile: http://www.mytenders.org/search/Search_AuthProfile.aspx?ID=AA33473

I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.mytenders.org
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.mytenders.org

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Housing and community amenities

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

YHG Procurement of Back Office Systems – Finance, P2P, HR and Payroll.

II.1.2)Main CPV code

48442000

II.1.3)Type of contract

Services

II.1.4)Short description:

Your Housing Group is currently implementing a major transformation programme through the provision of modernised and improved technologies to support more efficient and effective ways of delivering our services. One objective of the programme is to review the design and provision of all of our back office systems – HR, Payroll, P2P and Finance. We are seeking to implement an end to end integrated solution that cover all the business functions specified and which offers a seamless and intuitive user experience, a single source of data capture and storage, the ability to seamlessly access and report on information across the system and facilitate YHG self-sufficiency through configuration. The system must be capable of interfacing with front office systems, in particular the housing management system. Given the time-scales for implementation we are seeking an established and referenceable solution to meet our requirements.

II.1.5)Estimated total value

Value excluding VAT: 6 800 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

72200000
72260000
72263000
72265000
48451000

II.2.3)Place of performance

NUTS code: UKD21
Main site or place of performance:

Warrington.

II.2.4)Description of the procurement:

Your Housing Group is currently implementing a major transformation programme, which is being supported by the ICT team through the provision of modernised and improved technologies to support more efficient and effective ways of delivering our services.

One objective of the programme is to review the design and provision of all of our back office systems, covering HR, Payroll, P2P and Finance. Our current systems architecture is complex, with a number of disparate systems either standing alone or relying on third party point-to-point integration. This is inefficient and introduces points of failure in our end to end system design.

We are now seeking to implement an end to end solution covering HR, Payroll, P2P and Finance. The new ICT Strategy sets out to significantly reduce the number of suppliers we have to manage and to move to full cloud solutions where practical and effective while also introducing a single version of the data truth and real time automation of business processes through holistic systems featuring self-service.

In this procurement we are seeking bids from providers who can offer a system that covers all of the business units we have specified and which offers all specified functionality and role specific views from a single system. We also expect this system to be configurable to meet our requirements but recognise that we may need to modify some business processes in order to avoid the need for customisation.

We expect to go live with this fully integrated solution in phases between April and October 2018.

YHG’s key objectives for the new system are:

— A fully integrated single system using common database structures and objects across Finance, P2P, HR and Payroll;

— A seamless and intuitive user experience;

— A single source of data capture and storage;

— Ability to seamlessly access and report on information across the system; and

— YHG self sufficiency through configuration.

The system is required to interface through middle-ware with a number of existing YHG applications including its Orchard Housing Management System.

Given the time-scales for the implementation, the criticality of the back office systems and the degree of change taking place in the business we are seeking an established and referenceable solution to meet our requirements.

Contract value is expected to be between 1 300 000 GBP and 6 800 000 GBP depending on the solution and the length of the contract which may be between 5.5 and 15.5 years duration.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 6 800 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 66
This contract is subject to renewal: yes
Description of renewals:

The initial contract term will be for five and a half (5.5) years with a number of optional extensions based on YHG strategy and performance of the contract, up to a maximum contract period of 15.5 years. Details of extension options are set out in the procurement documents.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged minimum number: 5
Objective criteria for choosing the limited number of candidates:

The criteria for limiting the number of candidates is set out in the Selection Questionnaire.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

As set out in the Selection Questionnaire.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

Under this contract the successful provider will be required to actively participate in the achievement of social policy objectives relating to digital inclusion and sector awareness activities. Accordingly the contract performance conditions may relate in particular to social and environmental considerations.

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 04/05/2017
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 23/05/2017

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

The Contracting Authority reserves the right to cancel the procurement and not to proceed with the award of any contract at any stage of the procurement process and/or to award only part or parts of any contract. Save for any mandatory periods, the time-scales indicated in this notice are indicative and the Contracting Authority reserves the right to amend the same.

Note: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site at http://www.myTenders.org/Search/Search_Switch.aspx?ID=194532

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.myTenders.org/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

(MT Ref: 194532).

VI.4)Procedures for review

VI.4.1)Review body

Your Housing Group
602 Aston Avenue, Birchwood
Warrington
WA3 6ZN
United Kingdom
Telephone: +44 1925592788

VI.4.2)Body responsible for mediation procedures

Centre for Effective Dispute Resolution
70 Fleet Street
London
EC4Y 1EU
United KingdomInternet address:www.cedr.com
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

03/04/2017

 

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