Electronic Payment Services Tender

Electronic Payment Services Tender

The purpose of this framework agreement is to provide Electronic Payment Services for members of PfH/NHC who require a solution that enables their customers/residents 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 use of technology and a range of payment networks located at convenient payment access points nationwide.

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

2014/S 144-259330

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: Kayleigh Blackburn
WA2 0YL Warrington
UNITED KINGDOM
Telephone: +44 8458645100
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: 4

Duration of the framework agreement

Duration in years: 4

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

Estimated value excluding VAT:
Range: between 10 000 000 and 60 000 000 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/NHC who require a solution that enables their customers/residents 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 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 customer/resident, subsequently transfer these funds to the PfH/NHC 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=137644

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)

66170000661720006615100066150000792112006421611030237131301600003016200030199200224550003019764579340000

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 members of PfH/NHC, as set out in the associated PQQ document. In this contract notice and associated PQQ document, the Organisation that is submitting a PQQ with a view to prequalify to tender for the Framework Agreement is referred to as “the Organisation”.
This framework presents a distinct offering and welcomes niche suppliers to apply for the most appropriate lot for the provision of their products and services, see ‘Annex B’ of this contract notice and section 1.3.4 of the associated PQQ document for further information regarding the lots of this framework agreement.
The purpose of this framework agreement is to provide Electronic Payment Services for members of PfH/NHC who require a solution that enables their customers/residents 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 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 customer/resident, subsequently transfer these funds to the PfH/NHC member, within reasonable timescales.
This framework agreement is a joint procurement between two of the three parties associated with Alliance, i.e. Procurement for Housing (PfH) and Northern Housing Consortium (NHC).
As PfH are a national procurement consortium, some members of NHC may also be members of PfH, therefore a conservative judgement of approximately 900 members nationwide across both PfH and NHC should be taken.
Both PfH and NHC are advocates of collaborative working and knowledge sharing amongst the social housing sector and the wider public sector with the aim of promoting greater efficiencies, savings and best practice that our members and their customers can benefit from.
Through the existing collaborative relationship between PfH and NHC, it was established that the expiry date of NHC’s current Electronic Payment Services framework agreement, almost coincided with that of the current PfH framework agreement. Since PfH and NHC last tendered our own framework agreements in 2010, it has been recognised that the provision of electronic payment services has evolved with technology, and providers offering direct relationships to the marketplace. As such, it was of mutual agreement that it would be beneficial to combine the experience, expertise and knowledge of PfH and NHC to deliver a joint procurement that would coincide with the expiry of the current NHC framework agreement, that would subsequently maximise the opportunity presented to our members by utilisation of an increased aggregated buying power.
Collectively, on the date of publishing this PQQ, there are 222 PfH/NHC members currently trading on the Electronic Payment Services framework agreement. These call-off contracts equate to approximately 23 million 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(s) will have the opportunity to submit a proposal for these contracts as they arise, subject to the members requirements.
Please refer to the PQQ document, section 1.3.1 for further details on the growth of PfH/NHC trading members and transactions over the last four years.
Procurement for Housing and Northern Housing Consortium have been working in conjunction with a number of their members in developing this framework agreement and will continue to do so, to meet their immediate requirements for the provision of Electronic Payment Services.
PfH and NHC are seeking to appoint one managed service provider (Organisation) offering multiple payment networks and solutions for the provision of ‘Lot 1′.
For the provision of ‘Lot 2′, PfH and NHC are seeking to appoint a maximum of three providers (Organisations) each offering one payment network with multiple payment solutions (see Annex B of this contract notice and section 1.3.4 of the associated PQQ document for a description of the lots). Providers (Organisations) for ‘Lot 1′ and ‘Lot 2′ must be able to deliver solutions to capture and electronically transfer payments that are made to PfH/NHC members (the user of the framework agreement) by their customers/residents.
Additionally, a cash-out solution is also preferred as a payment solution under the remit of this framework agreement to enable PfH/NHC members to provide its customers/residents with emergency funds, for example, if the customer/resident has made an over-payment, requires a refund, urgently needs to procure an essential domestic appliance, and in some cases as incentives/loyalty funds. Each PfH/NHC member will provide the Multiple Network Managed Service provider or Single Network Solution provider (the Organisation) with account details of an account to which the relevant funds are to be transferred. Typically, providers (Organisations) in the marketplace will provide each PfH/NHC member with an Issuer Identification Number (IIN), as a means of identifying to whom payments are due to i.e. each member may require their own unique IIN which will be used in all transactions and the providers (Organisations) solution must be able to supply a receipt to customers/residents of PfH/NHC members for each payment/transaction.
On a daily basis PfH/NHC members utilising the framework will require a detailed breakdown of what payments have been made the previous day in order that an account reconciliation can take place. PfH/NHC members will have varying I.T. systems which they require the service provider(s) whom they have formed a call-off contract with, to transfer data to. Detail on what system is in place will be provided by the PfH/NHC member when calling-off from this framework. This may require training and technical support as well as access and licensing rights for users of the framework.
Individual call-offs will also specify what payments will be taken using this service with an estimation of transaction volume and type.
It is anticipated that some transactions will fail, for example due to unpaid cheques, and the Organisations that are successfully awarded post tender must have a process for managing this circumstance.
The service provider (Organisation) will raise monthly invoices for any costs incurred by the user as per the schedule that will be agreed as an outcome of this tender process.
Security of data will be imperative in this contract; the service provider (Organisation) will demonstrate a robust procedure for backing up data as well as contingency plans to eradicate potential disruptions in service to the PfH/NHC member, i.e. user of the framework, and their customers/residents.
The providers (Organisations) must consistently meet the highest professional levels of performance 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/NHC. The providers (Organisations) must also offer a variety of payment methods to the customers/residents of PfH/NHC members, that maximises payment opportunities through ample coverage of payment access points nationwide.
Historically common payment methods have included:
— Customer Payment Card – a plastic wallet sized card, printed or embossed with the person’s name and a unique customer identification number. Generally these cards are bespoke by payment scheme i.e. rent payments, council tax payments etc.
— BACS – Bankers Automated Clearing System
— Bar Code – Printed machine-readable “codes” unique to the particular transaction
— Credit card or Debit Card
— Direct Debit
— Standing Order
— Telephone
— Mobile phone payments, e.g. text, Smartphone applications ‘app’
— Internet/Online Payments
The above payment methods have predominantly been offered to customers/residents via the route of established and recognised networks such as the Post Office and a range of retail outlets typically through networks such as Pay Point and Pay Zone.
The providers (Organisations) are expected to collect payments from customers/residents on behalf of PfH/NHC members and transfer the funds to the PfH/NHC member with supporting robust management information, within reasonable timescales.
PfH/NHC are seeking innovative professional providers (Organisations) that thrive on high standards, and have the ability to work in partnership with PfH/NHC and its members to provide joint efficiencies. PfH/NHC require the providers (Organisations) to work with PfH/NHC and its members to provide a quality, consistent service and to have an understanding of corporate values.
The Organisations successfully awarded post tender will also be required to demonstrate a proven track record on delivering similar type contracts along with providing sustainable competitive pricing throughout the term of the framework. The Organisation must have excellent customer service and be able to provide a dedicated account management.
Each PfH/NHC member contracts directly with the Organisation who is also responsible for day to day account management and any queries and issues. All of the questions in this PQQ are appropriate to all Organisations, and therefore all questions must be answered.

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Multiple Network Managed Service

1)Short description

A sole supply award, i.e. PfH/NHC are looking to appoint one single (sole) supplier (Organisation), who can deliver a fully managed service with access to multiple, established payment networks, (e.g. Post Office, Pay Point, Pay Zone etc.) offering various payment solutions (e.g. payment card, direct debit, internet and telephone etc.) to capture and electronically transfer payments that are made to PfH/NHC members (the user of the framework agreement) by their customers/residents.

2)Common procurement vocabulary (CPV)

66170000661720006615100066150000792112006421611030237131301600003016200030199200224550003019764579340000

3)Quantity or scope

The Multiple Network Managed Service provider (Organisation) is expected to consolidate payments from customers/residents and reconcile management information from multiple network solutions (e.g. Post Office, Pay Point, Pay Zone etc.) from which the payments were made, subsequently transferring consolidated funds and reconciled management information to the PfH/NHC member.
Estimated value excluding VAT:
Range: between 10 000 000 and 60 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Organisations may only apply for one of the two lots on the framework agreement, not both.
This framework agreement provides a choice of two lots for its members, as described in this contract notice and associated PQQ document. However, the previous framework offerings from both PfH and NHC only utilised one lot, i.e. a ‘Multiple Network Managed Service’ provision only, to deliver the entire contract value. As such, the previous frameworks 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, using data from the previous frameworks, 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 1.3.4 of the associated PQQ 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 1.3.4 of the associated PQQ document have been calculated using data from the previous frameworks 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 both the existing PfH and NHC frameworks will be renewed under this framework.
Once the framework has been awarded, members of PfH/NHC and other users of the framework will have a maximum of two options in how they call off from the framework.
The only call-off option for ‘Lot 1 Multiple Network Managed Service’ is for the PfH/NHC member to directly appoint the sole awarded supplier of this particular lot. See ‘Lot 2 Single Network Solution Services’ of Annex B of this contract notice and section 1.3.9 of the associated PQQ document for call-off methods for ‘Lot 2’.
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 selected supplier (Organisation).

Lot No: 2 Lot title: Single Network Solution Services

1)Short description

A multiple award, i.e. PfH/NHC are looking to appoint a maximum of three suppliers (Organisations) who can deliver a managed service with access to a single established payment network, (e.g. Post Office, Pay Point, Pay Zone etc.) offering various payment solutions (e.g. payment card, direct debit, internet and telephone etc.) to capture and electronically transfer payments that are made to PfH/NHC members (the user of the framework agreement) by their customers/residents.

2)Common procurement vocabulary (CPV)

66170000661720006615100066150000792112006421611030237131301600003016200030199200224550003019764579340000

3)Quantity or scope

The Single Network Solution provider (Organisation) is expected to consolidate payments from customers/residents and reconcile management information from only one network solution (e.g. either Post Office, Pay Point, Pay Zone or similar network provider) from which the payments were made, subsequently transferring consolidated funds and reconciled management information to the PfH/NHC member.
Estimated value excluding VAT:
Range: between 10 000 000 and 60 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Organisations may only apply for one of the two lots on the framework agreement, not both.
This framework agreement provides a choice of two lots for its members, as described in this contract notice and associated PQQ document. However, the previous framework offerings from both PfH and NHC only utilised one lot, i.e. a ‘Multiple Network Managed Service’ provision only, to deliver the entire contract value. As such, the previous frameworks 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, using data from the previous frameworks, 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 1.3.4 of the associated PQQ 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 1.3.4 of the associated PQQ document have been calculated using data from the previous frameworks 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 both the existing PfH and NHC frameworks will be renewed under this framework.
Once the framework has been awarded, members of PfH/NHC and other users of the framework will have a maximum of two options in how they call off from the framework.
The two options of call-off for ‘Lot 2 Single Network Solution Services’ are as follows:
Option 1 – Go directly to the top ranked supplier (Organisation), the tender evaluation process will derive the final ranking position for each supplier on each of the lots. If the top ranked supplier (Organisation) cannot meet the requirements, then the member organisation will go the second ranked supplier (Organisation), and so on, until a suitable supplier (Organisation) is selected.
Option 2 – Run a mini-competition between all the suppliers (Organisations) for the Lot the requirement is for. The mini-competition will be run by the PfH/NHC member, who will reserve the right to adjust the evaluation weightings used in this tender process to tender weightings bespoke to the PfH/NHC member. Any changes will be clear and transparent to all suppliers, and detailed on the mini competition document issued at the time.
See ‘Lot 1 Multiple Network Managed Service’ of Annex B of this contract notice and section 1.3.9 of the associated PQQ document for call-off methods for ‘Lot 1’.
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 selected supplier (Organisation).

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:

Please refer to section 4.5 of the PQQ document associated to this contract notice.
In brief, all consortium members must complete a PQQ in full. Where the consortium member is the lead organisation of the consortium, they must state this in their PQQ 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 6.16a) and 6.16b) of the PQQ 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 PQQ response and cross reference their PQQ to that of the lead organisations PQQ by providing the name and address of the lead organisation of their associated consortium as requested in Questions 6.16a) and 6.16c) of the PQQ 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 parent company guarantee and a collateral warranty to each PfH/NHC member that uses this Framework Agreement, if required to do so. Please note that if your consortium is short-listed, an Invitation to Tender will be issued to the nominated lead Organisation only 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

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
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
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

Restricted

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

Envisaged minimum number 5
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/2014
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: 27.8.2014
Payable documents: yes
Price: 120 GBP
Terms and method of payment: Please send payment for 100GBP plus VAT (120GBP total) to cover the costs of evaluating your PQQ. Payment can be made by one of the two following options:
Bank Transfer
Bank Name: Barclays
Account Name: Collective Enterprises Limited
Sort Code: 20-55-34
Account Number: 53431045
If your BACS payment does not automatically show who you are paying where the monies have come from, i.e. your organisation name, please state this when sending your BACS payment in addition to the tender reference number ‘KB/EPS/2014’ and ‘EPS PQQ Fee’.
Cheque
Please submit a non-refundable cheque for 100 GBP plus VAT (120 GBP total) to the address below to cover the costs of evaluating your PQQ. Cheques should be made payable to Collective Enterprises Limited. Please identify which PQQ your payment is in relation to by writing the tender reference number ‘KB/EPS/2014’ and ‘EPS PQQ Fee’ either on the back of the cheque or on a compliment slip with the cheque.
Procurement for Housing
c/o CEL Procurement Limited
2 Olympic Way
Birchwood
Warrington
Cheshire
WA2 0YL
If you require an invoice please let us know via the MyTenders system clearly stating a reference number/name (if necessary for your organisations processing purposes) your name as a contact reference, your organisation name and the email address (and postal address if you also require a hard copy) of which you would like the invoice to be sent. Please note that BACS/cheque payments can be sent prior to the PQQ submission deadline if you so wish, or alternatively they can be sent at the same time as your PQQ submission is uploaded onto the MyTenders system. Although hard copy PQQ submissions are NOT required to be posted.
Please note submissions received without an administration fee will NOT be evaluated.

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

1.9.2014 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

15.9.2014

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
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

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

VI.3)Additional information

This framework agreement will be let for a period of 2-years (24 months) with 2 possible extensions of up to 1 year (12-months) each (2+1+1 years), dependent upon supplier performance and market conditions.
For additional information to what has already been provided in this contract notice, please thoroughly read all information contained within the PQQ 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:137644)
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 2006 (SI 2006 No 5) 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:

28.7.2014

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