Electronic Payment Services Tender

Electronic Payment Services Tender

The purpose of this framework agreement is to provide Electronic Payment Services for Members of PfH who require a solution that enables their Clients to make payments such as rent, council tax, penalty charges.

United Kingdom-Warrington: Financial consultancy, financial transaction processing and clearing-house services

2015/S 062-109071

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Procurement for Housing
2 Olympic Way, Woolston Grange Avenue, Birchwood
For the attention of: Ismail Qadir
WA2 0YL Warrington
UNITED KINGDOM
Telephone: +44 8458645100
E-mail: iqadir@cel.co.uk
Fax: +44 8458645115

Internet address(es):

General address of the contracting authority: http://www.procurementforhousing.co.uk

Address of the buyer profile: http://www.mytenders.org/search/Search_AuthProfile.aspx?ID=AA26067

Electronic access to information: www.mytenders.org

Electronic submission of tenders and requests to participate: www.mytenders.org

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Other: Procurement Consortium

I.3)Main activity

General public services
Health
Housing and community amenities
Education

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

The contracting authority is purchasing on behalf of other contracting authorities: yes

http://www.procurementforhousing.co.uk/what-we-do/can-you-use-frameworks/

Section II: Object of the contract

II.1)Description

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

The Provision of Electronic Payment Services.

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

Services
Service category No 6: Financial services a) Insurances services b) Banking and investment services
Main site or location of works, place of delivery or of performance: United Kingdom.

NUTS code UK

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

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 2

Duration of the framework agreement

Duration in years: 2

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 5 000 000 and 30 000 000 GBP

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

The purpose of this framework agreement is to provide Electronic Payment Services for Members of PfH who require a solution that enables their Clients to make payments such as rent, council tax, penalty charges, sundry debts, other bills and associated payments, in a variety of payment methods made available through numerous payment types, the use of technology and a range of payment networks located at convenient payment access points nationwide. The same solution must, on collection of the payment(s) from the Client, subsequently transfer these funds to the PfH Member, within reasonable timescales.

Note: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site athttp://www.myTenders.org/Search/Search_Switch.aspx?ID=151110

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available athttp://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.

II.1.6)Common procurement vocabulary (CPV)

66170000, 66172000, 66151000, 66150000, 79211200, 64216110, 30237131, 30160000, 30162000, 30199200, 22455000, 30197645, 79340000

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

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one lot only

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:

This contract notice relates to the procurement of a framework agreement (‘the Framework Agreement’) for The Provision of Electronic Payment Services for and on behalf of all current and future Members of PfH, as set out in this contract notice and the associated ITT document. In this contract notice and associated ITT document, the Organisation that you are submitting a tender response for and on behalf of in a bid for being awarded a position on the Framework Agreement is referred to as ‘the Organisation’. Where this ITT refers to ‘Organisations’ this is referring to all bidders that may be submitting a tender response in a bid for being awarded a position on the Framework Agreement.
The purpose of this Framework Agreement is to provide PfH Members and other public bodies (as defined in the contract notice for this agreement) with an Electronic Payment Services solution that enables their Clients to make payments to them as their Registered Social Landlord (RSL) such as rent, council tax, penalty charges, sundry debts, and other associated bills. The solution must capture payment(s) from the Client and upon collection the Organisation is required to subsequently transfer these funds to the PfH Member, within reasonable time-scales and be able to supply a receipt to the Clients for each payment/transaction.
PfH Members are looking to maximise payment opportunities through a flexible offering with ample coverage, as such they require an Electronic Payment Services solution that allows their Clients to make payments in a variety of methods including but not limited to, cash, cheque, debit card, credit card and BACS. Payment methods are required to be made available to Clients via numerous payment types through the use of technology including but not limited to, online/internet, telephone, direct debit and most importantly to the provision of this Framework Agreement, plastic electronic payment cards incorporating a magnetic stripe/barcode, and paper letters/bills with a printed barcode.
Clients of PfH Members predominantly make payments via the Framework Agreement using either electronic payment cards or barcoded letters/bills at payment networks (e.g. PayPoint Plc, Post Office and Payzone etc.) outlets located in convenient payment access points nationwide, therefore it is envisaged that this will be the majority service provision for this Framework Agreement.
Electronic payment cards are typically plastic wallet-sized cards, printed or embossed with the Clients name and a unique PfH Member identification number. Generally these cards are bespoke by payment scheme i.e. rent payments, council tax payments etc.
Bar-coded letters/bills are printed on paper with machine-readable ‘codes’ that are unique to the particular transaction.
Individual call-offs made by PfH Members utilising this Framework Agreement will specify to the Organisation what payment methods and types will be required, with an estimation of transaction volumes.
Upon the provision of a call-off contract issued by PfH, each PfH Member contracts directly with the Organisation who is also responsible for day to day account management and any queries and issues, therefore the Organisation must provide a dedicated Account Manager for PfH and its Members.
Depending on the payment type, Organisations will provide each PfH Member with an Issuer Identification Number (IIN), Merchant I.D. and/or a Service User Number (SUN) as a means of identifying to whom payments are to be transferred. Each Member may require their own unique IIN, I.D. and/or SUN which will be used in all transactions.
It is anticipated that some transactions will fail, for example due to unpaid cheques, and the Organisation successfully appointed for the provision of Lot 1 must have a process for managing such circumstances on behalf of the PfH Member.
On a daily basis PfH Members utilising the Framework Agreement will require a detailed breakdown of what payments have been made the previous day in order that an account reconciliation can take place. PfH Members will have varying I.T. systems which they require the Organisation whom they have formed a call-off contract under the remit of Lot 1, to transfer data to. Detail on what system is in place will be provided by the PfH Member to the Organisation when calling-off from this Framework Agreement. This may require training and technical support as well as access and licensing rights for users of the Framework Agreement.
Additionally, an Organisation who can offer PfH Members a cash-out solution would be beneficial under the remit of this Framework Agreement to enable them to provide their Clients with emergency funds. For example, if the Client has made an over-payment, or requires a refund, or urgently needs to procure an essential domestic appliance, and in some cases whereby the PfH Member would like to offer cash to Clients as an incentive/loyalty funds. Each PfH Member will provide the appointed Organisation with account details to which the relevant funds are to be transferred.
The Organisation will raise monthly invoices for any costs incurred by the PfH Member as per the pricing schedule that will be agreed as an outcome of this tender process.
Continuous support and added value is also a fundamental part of the framework agreement and subsequent call-off contracts, with high expectations of the appointed Organisations abilities to deliver these aspects and other varying requirements to PfH Members in a tangible and meaningful manner. This process will be assisted by appropriate Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) where appropriate. As such, PfH are seeking to appoint one innovative Organisation for the provision of Lot 1 that has an understanding of corporate values, thrive on high standards, and has the ability to work in partnership with PfH and their Members to provide sustainable and competitive pricing, plus a quality, consistent service and joint efficiencies throughout the term of the Framework Agreement.
The Organisation must have the applicable market expertise that can demonstrate a proven track record on delivering similar type contracts, and a robust procedure for the security and backing up of data as well as contingency plans to eradicate potential disruptions in service to the PfH Member, i.e. user of the framework, and their Clients. The Organisation must consistently meet and evidence the highest professional levels of customer service, performance, integrity and conduct, and will need to deliver high quality and efficient payment solutions that offer a secure, transparent and auditable service provision to Members of PfH.
This Framework Agreement has 2 distinct lots.
For the purposes of this ITT, PfH are seeking to appoint 1 Organisation offering multiple established payment networks and solutions for the provision of ‘Lot 1 — Multiple Network Managed Services’ only for its Members, as set out in the associated OJEU notice for this tender exercise.
Tenders received from Organisations in response to this ITT are only applicable to and shall only be evaluated in accordance with the provisions of ‘Lot 1 — Multiple Network Managed Services’ only of this Framework Agreement.
Lot 1 is a sole supply award, i.e. PfH are seeking to appoint one Organisation to meet the requirements of PfH Members who wish to offer their Clients access to multiple (i.e. more than one) established payment networks (e.g. Post Office, Pay Point, Pay Zone etc.) with outlets nationwide and a choice of payment methods (e.g. cash, cheque, debit/credit card and BACS) made available through a variety of payment types including (but not limited to) plastic electronic payment cards incorporating a magnetic stripe/barcode, and paper letters/bills with a printed barcode.
The Multiple Network Managed Service provider (Organisation) is expected to capture and consolidate payments from Clients through its supply chain of multiple established payment network providers and other payment solution providers whereby the payments were made, subsequently transferring consolidated funds and reconciled management information by electronic means to the PfH Member. In addition, it is a requirement that the Organisation can supply and facilitate the provision of plastic electronic payment cards incorporating a magnetic stripe/barcode, and paper letters/bills with a printed barcode for and on behalf of PfH Members to their Clients. Thus, being the one and only dedicated Electronic Payment Services provider that the PfH Member is required to contract with under the remit of this Framework Agreement that is responsible for delivering a flexible Electronic Payment Services solution for and on behalf of PfH Members and their Clients.
To clarify, PfH are not accepting tenders for the provision of ‘Lot 2 — Single Network Solution Service’.

On the 25th July 2014 PfH sent a contract notice to the Official Journal of the European Union (‘OJEU’) reference number 2014/S 144-259330, and subsequently awarded PayPoint Plc on the PfH Electronic Payment Services Framework Agreement for the provision of ‘Lot 2 —Single Network Solution Service’ only.

On the date of publishing this ITT, there are over 100 PfH Members trading on the Electronic Payment Services Framework Agreement. Collectively, these call-off contracts equate to approximately 12 500 000 transactions per annum. It is anticipated that these call-off contracts will be renewed as and when they expire which will be at different times and that the awarded Organisation will have the opportunity to submit a proposal for these contracts as they arise, subject to the Members requirements.
Please refer to the ITT document, section 2.4.7 for further details of the framework call-off process between ‘lots’ will occur, and 2.4.8 for further details on the estimated contract value range of both lots and the growth of PfH trading members and transactions over the last 4 years.

II.2.2)Information about options

Options: yes
Description of these options: The Framework Agreement will be let for a period of 2 years (24 months) from the contract commencement date, with allowances to extend the term of the framework agreement beyond the initial 2 year period, at annual intervals (2+1+1) up to a maximum term of 4 year’s (48-months) at the absolute discretion of PfH, subject to market conditions and supplier performance.
Provisional timetable for recourse to these options:
in months: 24 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 2

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

Starting 19.5.2015. Completion 19.5.2019

Information about lots

Lot No: 1Lot title: Multiple Network Managed Services

1)Short description

A sole supply award, i.e. PfH are seeking to appoint one Organisation to meet the requirements of PfH Members who wish to offer their Clients access to multiple (i.e. more than 1) established payment networks (e.g. Post Office, Pay Point, Pay Zone etc.) with outlets nationwide and a choice of payment methods (e.g. cash, cheque, debit/credit card and BACS) made available through a variety of payment types including (but not limited to) plastic electronic payment cards incorporating a magnetic stripe/barcode, and paper letters/bills with a printed barcode.

2)Common procurement vocabulary (CPV)

66170000, 66172000, 66151000, 66150000, 79211200, 64216110, 30237131, 30160000, 30162000, 30199200, 22455000, 30197645, 79340000

3)Quantity or scope

The Multiple Network Managed Service provider (Organisation) is expected to capture and consolidate payments from Clients through its supply chain of multiple established payment network providers and other payment solution providers whereby the payments were made, subsequently transferring consolidated funds and reconciled management information by electronic means to the PfH Member. In addition, it is a requirement that the Organisation can supply and facilitate the provision of plastic electronic payment cards incorporating a magnetic stripe/barcode, and paper letters/bills with a printed barcode for and on behalf of PfH Members to their Clients. Thus, being the one and only dedicated Electronic Payment Services provider that the PfH Member is required to contract with under the remit of this Framework Agreement that is responsible for delivering a flexible Electronic Payment Services solution for and on behalf of PfH Members and their Clients.
Estimated value excluding VAT:
Range: between 5 000 000 and 30 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Tenders received from Organisations in response to this ITT are only applicable to and shall only be evaluated in accordance with the provisions of ‘Lot 1 — Multiple Network Managed Services’ only of this Framework Agreement.
To clarify, PfH are not accepting tenders for the provision of ‘Lot 2 — Single Network Solution Service’.
On the 25.7.2014 PfH sent a contract notice to the Official Journal of the European Union (‘OJEU’) reference number 2014/S 144-259330, and subsequently awarded PayPoint Plc on the PfH Electronic Payment Services Framework Agreement for the provision of ‘Lot 2 — Single Network Solution Service’ only. However, the provision of ‘Lot 1 — Multiple Network Managed Services’ of the PfH Electronic Payment Services Framework Agreement was not awarded in the conclusion of the tender process associated with the contract notice 2014/S 144-259330.As a result, on the 20.3.2015 PfH sent this contract notice to the Official Journal of the European Union (‘OJEU’) and commenced a new tender exercise for the provision of ‘Lot 1 — Multiple Network Managed Services’ only for the same PfH Electronic Payment Services Framework Agreement.
This framework agreement provides a choice of 2 lots for its members, as described in this contract notice and associated ITT document. However, the previous framework offering from both PfH only utilised 1 lot, i.e. a ‘Multiple Network Managed Services’ provision only, to deliver the entire contract value. As such, the previous framework effectively offered what is now to be delivered under the remit of ‘Lot 1′ of this framework agreement only. Therefore, whilst we are able to estimate the total contract value as accurately as possible across both lots of this framework, i.e. value range of 5-30 000 000 GBP using data from the previous framework, we are unable to accurately predict the proportionate split of volume and contract value between the two lots, due to the fact that ‘Lot 2′ is a new service area with no historic data and it is unknown how many existing trading members and potential new members will wish to call-off from this new service provision offering.
The estimated total contract values per lot as provided in this contract notice and table at section 2.4.8 of the associated ITT document represent the potential spend ranges. As no historical data was available for the provision of ‘Lot 2′, the values provided for both lots have been estimated and may change over the length of the contract. It should be noted that all values are indicative and do not represent any guaranteed volume of business through this framework.
The contract values within this contract notice and at section 2.4.8 of the associated ITT document have been calculated using data from the previous framework and the following methodology:
— A nominal value of 40p per transaction (income value to any awarded Organisation);
— Projected transaction volumes/trading members and growth rates using previous 4 years data;
— An assumption that all current contracts from the existing PfH framework will be renewed under this framework.
Once the framework has been awarded, as the provision of ‘Lot 1′ is a sole supply award, and ‘Lot 2′ has only been awarded to one Organisation i.e. PayPoint Plc, Members of PfH and other users of the framework can call off from the framework by firstly determining which ‘lot’ is most applicable to their requirements. Once this has been defined it is permissible for the PfH Member to directly call-off with the sole appointed Organisation of the applicable chosen “lot” without the need for further (mini) competition.
Members accessing the Framework may use the terms and conditions associated with this tender or use a set of their own terms and conditions, which would require agreement from the Organisation whom they are contracting with in the call-off from the Framework Agreement, and PfH.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Please refer to section 2.4.3 of the ITT document for the minimum pre-qualification standards of this tender.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Please refer to section 2.4.3 of the ITT document for the minimum pre-qualification standards and Appendices G, H and I of this tender.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Please refer to section 5.1 of the ITT document associated to this contract notice.
In brief, all consortium members must complete parts A, B, C & D in full. Where the consortium member is the lead organisation of the consortium, they must state this in their ITT response and also provide details of all other consortium members names, addresses, aspect(s) of the services/supplies each will deliver and confirmation that each consortium member will provide a collateral warranty as requested in Questions 9.16a) and 9.16b) of the ITT document. Alternatively, if the consortium member is not the lead organisation of the consortium but is an associated member, they must state this in their ITT response and cross reference their ITT to that of the lead organisations ITT by providing the name and address of the lead organisation of their associated consortium as requested in Questions 9.16a) and 9.16c) of the ITT document.
Where a consortium is successful in gaining a place on the Framework Agreement, any contract called off under the Framework Agreement will be entered into with just the lead Organisation. Each consortium should therefore clearly identify the lead Organisation that will enter into the Framework Agreement with PfH. Each consortium member should also confirm that they are prepared to provide a collateral warranty to each PfH Member that uses this Framework Agreement, if required to do so. Please note that only the nominated lead Organisation is required to submit an ITT with all parts A, B, C, D, E and F completed and all correspondence will be with the nominated lead Organisation.

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

Information and formalities necessary for evaluating if the requirements are met: Please refer to section 2.4.3, particularly with reference to Part B — Eligibility of the ITT document for the minimum pre-qualification standards of this tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a reference from their bank.
(2) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
Minimum level(s) of standards possibly required: Please refer to section 2.4.3, particularly with reference to Part C — Economic and Financial Standing of the ITT document for the minimum pre-qualification standards of this tender.

III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
Please refer to section 2.4.3, particularly with reference to Part D — Technical and Professional Ability and 2.4.4 of the ITT document for the minimum pre-qualification standards of this tender.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

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
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:

KB/EPS/2015

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

Notice on a buyer profile

Notice number in the OJEU: 2014/S 144-259330 of 30.7.2014

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: 27.4.2015

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

27.4.2015 – 10:00
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

until: 27.7.2015

IV.3.8)Conditions for opening of tenders

Date: 27.4.2015 – 10:00

Place:

Procurement for Housing, 2 Olympic Way, Woolston Grange Avenue, Birchwood, Warrington, WA2 0YL.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

Contract notice reference 2014/S 144-259330, this Contract Notice and associated ITT document relates to the procurement of a Framework Agreement (‘the Framework Agreement’) for The Provision of Electronic Payment Services for and on behalf of all current and future Members of Procurement for Housing (PfH) only, it is not a joint procurement. As such, The provision of ‘Lot 1 — Multiple Network Managed Services’ and ‘Lot 2 — Single Network Solution Service’ is accessible and deliverable to all current members of PfH at the time of the OJEU notice for this procurement; any registered provider of social housing that becomes a member of PfH during the period of the Framework Agreement; any local authority (as defined in the Local Government Act 1972) that becomes a member of PfH at any time during the period of the Framework Agreement; any housing Arm’s Length Management Organisation that becomes a member of PfH during the period of the Framework Agreement; any wholly owned subsidiary of any of the above organisations; and any other contracting authority listed on the following page of the PfH website —http://www.procurementforhousing.co.uk/about_us/OJEUframework_permissible_users at the time of the OJEU notice for this procurement that subsequently becomes a member of PfH.

The Framework Agreement will be let for a period of 2 years (24 months) from the contract commencement date, with allowances to extend the term of the framework agreement beyond the initial 2 year period, at annual intervals (2+1+1) up to a maximum term of 4 year’s (48-months) at the absolute discretion of PfH, subject to market conditions and supplier performance.
For additional information to what has already been provided in this contract notice, please thoroughly read all information contained within the ITT document and any additional documents associated with this contract notice, ensuring that your Organisation fully understands all information therein and the subsequent requirements and expectations of the framework agreement regarding this procurement.
(MT Ref:151110).

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Procurement for Housing
2 Olympic Park Birchwood
WA2 0YL Warrington
UNITED KINGDOM
E-mail: info@procurementforhousing.co.uk
Telephone: +44 8458645100
Internet address: www.procurementforhousing.co.uk
Fax: +44 8458645115

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before expiry of the standstill period. Such additional information should be requested from the address of the contracting authority of this contract notice. If an appeal regarding the award of a contract has not been successfully resolved the public contract regulations 2015 provide aggrieved parties who have been harmed or at risk of harm by a breach of the rules to action in the high court (England, Wales and Northern Ireland). Any such action must be brought promptly. Where a contract has been entered into the court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the court may only award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

23.3.2015

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