Contract for Supply of Financial Management Systems

Contract for Supply of Financial Management Systems and Other Corporate Management Systems

3 Lots. Prospective tenderers are advised that the Council intends to host a Bidders Day on the morning of 19.5.2016.

United Kingdom-Oxford: Software package and information systems

2016/S 085-151065

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Oxford City Council
Town Hall, St Aldates
For the attention of: Ms Caroline Wood
OX1 1DS Oxford
UNITED KINGDOM
Telephone: +44 1865252095
E-mail: cawood@oxford.gov.uk

Internet address(es):

General address of the contracting authority: http://www.oxford.gov.uk

Electronic submission of tenders and requests to participate: https://www.businessportal.southeastiep.gov.uk

Further information can be obtained from: Oxford City Council
Town Hall, St Aldates
For the attention of: Ms Caroline Wood
OX1 1DS Oxford
UNITED KINGDOM
Telephone: +44 1865252095
E-mail: cawood@oxford.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Oxford City Council
Town Hall, St Aldates
For the attention of: Ms Caroline Wood
OX1 1DS Oxford
UNITED KINGDOM
Telephone: +44 1865252095
E-mail: cawood@oxford.gov.uk

Tenders or requests to participate must be sent to: Oxford City Council
Town Hall, St Aldates
For the attention of: Ms Caroline Wood
OX1 1DS Oxford
UNITED KINGDOM
Telephone: +44 1865252095
E-mail: cawood@oxford.gov.uk

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Contract for the Provision of Corporate Management Systems.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services

NUTS code UKJ14

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Contract for the provision of corporate management systems specifically: Financial Management, Payroll Administration, Human Resources Administration. The Council also invites the market to bid to support and manage the systems under a managed service arrangement for 1 or more of the corporate management systems referenced in the Specification for Lots 1-3.

II.1.6)Common procurement vocabulary (CPV)

48000000, 72250000, 48440000, 48450000, 72260000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Contract for the provision of corporate management systems specifically Financial Management, Payroll Administration, Human Resources Administration. Also, a managed service for 1 or more of the systems is also invited. The contract is for an initial term of 5 years with options to extend up to a maximum term of 10 years on the basis of 2+2+1 years after the expiry of the initial contract period.

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 3
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 60 (from the award of the contract)

II.3)Duration of the contract or time limit for completion

Duration in months: 120 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Financial Management System

1)Short description

Financial Management System including: General Ledger (GL) Commitment Accounting Accounts Payable (AP) / Procurement Accounts Receivable (AR) / Debtors Module Budgetary accounting / management Budget preparation / planning Fixed Asset Module Bank Reconciliation Support and Maintenance.

2)Common procurement vocabulary (CPV)

48000000, 48440000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

Duration in months: 120 (from the award of the contract)

5)Additional information about lots

The Financial Management System is forecast to Go-Live 1.4.2017. The Council will agree an implementation plan with the successful contractor. The initial contract term is 5 years from system Go-Live. The maximum contract term is up to 10 years with extension options of 2+2+1 years after the expiry of the initial contract period.

Lot No: 2 Lot title: Payroll Administration System

1)Short description

Payroll Administration system including: — Payroll — HMRC interface — Production of HMRC and Pension Fund returns — Online Expenses — Overtime Claims — Time-sheets — Payslips, P60’s, P11D’s — Pension processing — BACs payments — Support and Maintenance.

2)Common procurement vocabulary (CPV)

48000000, 48400000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

Duration in months: 120 (from the award of the contract)

5)Additional information about lots

The Payroll Administration System is forecast to Go-Live 1.4.2018. The Council will agree an implementation plan with the successful contractor. The initial contract term is 5 years from system Go-Live. The maximum contract term is up to 10 years with extension options of 2+2+1 years after the expiry of the initial contract period.

Lot No: 3 Lot title: Human Resources Administration

1)Short description

Human Resources Administration system including: — Recruitment — Performance management including learning and development — Employee and Manager self-service — Support and Maintenance.

2)Common procurement vocabulary (CPV)

48000000, 48400000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

Duration in months: 120 (from the award of the contract)

5)Additional information about lots

The Human Resources Administration System is forecast to Go-Live 1.4.2018. The Council will agree an implementation plan with the successful contractor. The initial contract term is 5 years from system Go-Live. The maximum contract term is up to 10 years with extension options of 2+2+1 years after the expiry of the initial contract period.

Lot No: 4 Lot title: Managed Service for Corporate Management Systems

1)Short description

Managed Service for 1 or more of the corporate management systems reference in the Specification (Lots 1-3) including: — Service desk — Incident, problem and event management — Change and release management — Capacity planning and demand management — Service Level Agreement management and reporting — Application patching and upgrades — Continuous service improvement.

2)Common procurement vocabulary (CPV)

72250000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

Duration in months: 120 (from the award of the contract)

5)Additional information about lots

The Managed Service of the Financial Management System, if awarded, is forecast to Go-Live 1.4.2017. In the event that 1 contract is awarded for a managed service for all 3 systems, the service commencement for the different systems will be dependent on the system Go-Live date i.e. 1.4.2017 for Financial Management System and 1.4.2018 for Payroll Administration and Human Resources Administration systems. In the event that multiple contracts are awarded under Lot 4 the contract commencement date will be determined by the relevant system Go-Live date. The Council will agree an implementation plan with the successful contractor. The initial contract term is 5 years from system Go-Live. The maximum contract term is up to 10 years with extension options of 2+2+1 years after the expiry of the initial contract period.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
III.2.3)Technical capacity
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

DN127159
IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 31.5.2016 – 12:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

31.5.2016 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 90 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 31.5.2016 – 12:30
Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 2026.

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

The full Invitation to Tender document can be obtained via the South East Business Portal. Prospective tenderers are advised that the Council intends to host a Bidders Day on the morning of 19.5.2016 at the Town Hall in Oxford. Any suppliers that are interested in attending the Bidders Day are requested to confirm this by emailing: procurement@oxford.gov.uk The Council’s total revenue expenditure on the corporate management systems is currently around 100 000 GBP per annum for software support and maintenance.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Oxford City Council
St Aldate’s Chambers, St Aldate’s
OX1 1DS Oxford
UNITED KINGDOM
E-mail: mnewman@oxford.gov.uk
Internet address: www.oxford.gov.uk

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

28.4.2016

 

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