Finance, P2P, HR and Payroll Systems Tender

United Kingdom-Sheffield: Software package and information systems

2018/S 107-244115

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

South Yorkshire Housing Association
43-47 Wellington Street
Sheffield
S1 4HF
United Kingdom
Contact person: Mr Chris Shaw
Telephone: +44 7722067596
E-mail: chris.shaw@shawc.co.uk
NUTS code: UK

Internet address(es):Main address: http://www.syha.co.uk

Address of the buyer profile: http://www.syha.co.uk

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://procontract.due-north.com/Login

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: https://procontract.due-north.com/Login

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:

Finance, P2P, HR and Payroll Systems requirements

Reference number: DN345396

II.1.2)Main CPV code

48000000

II.1.3)Type of contract

Services

II.1.4)Short description:

SYHA’s current Finance, HR and Payroll systems all work in isolation of each other and the other systems used across the organisation, because of this it requires manual workarounds and in many cases double entry of data. The systems are also not very easy to use which places greater reliance on central services to manage processes which should be managed directly by staff and managers.

SYHA wants to replace these systems with either a single, integrated Finance, P2P, HR and Payroll solution (Lot 1) or 1 Finance and P2P (Lot 2), or 1 HR and Payroll solution (Lot 3).

II.1.5)Estimated total value

Value excluding VAT: 1 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes

Tenders may be submitted for one lot only

Maximum number of lots that may be awarded to one tenderer: 1

II.2)Description

II.2.1)Title:

Lot 1: is for a fully integrated, Single Supplier for Finance, P2P, HR and Payroll Solution

Lot No: 1

II.2.2)Additional CPV code(s)

48000000

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

Fully integrated, Single Supplier for Finance, P2P, HR and Payroll Solution.

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

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:

2 x 12 month extensions

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

II.2)Description

II.2.1)Title:

Lot 2: is for a fully integrated, Single Supplier Finance and P2P Solution

Lot No: 2

II.2.2)Additional CPV code(s)

48000000

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

Fully integrated, Single Supplier Finance and P2P Solution.

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

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:

2 x 12 months

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

II.2)Description

II.2.1)Title:

Lot 3: is for a fully integrated, Single Supplier HR and Payroll Solution

Lot No: 3

II.2.2)Additional CPV code(s)

48000000

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

Fully integrated, Single Supplier HR and Payroll Solution.

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

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:

2 x 12 months

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

III.1.2)Economic and financial standing

Minimum level(s) of standards possibly required:

The minimum level of economic and financial standing and/or the minimum financial threshold will be assessed by SYHA by performing a credit check, a score of average (or its equivalent) or above will be classed as a pass; anything below average (or its equivalent) will be a fail.

In addition to the above, you must self-certify that you have or will obtain before the contract commences the following insurance levels:

— Employer’s (Compulsory) Liability Insurance = 5 000 000 GBP,

— Public Liability Insurance = 5 000 000 GBP,

— Professional Indemnity Insurance = 2 000 000 GBP,

— Product Liability Insurance = 5 000 000 GBP.

III.1.3)Technical and professional ability

Minimum level(s) of standards possibly required:

There are 4 technical pass / fail requirements detailed in the SSQ and these are:

— that the solution can be seamlessly integrated with Office 365 and SYHA’s other core business systems through a published set of APIs,

— the solution must be accessible from any location and on any device type without the need for any thin client solution,

— the solution needs to have a responsive design,

— if the solution you are proposing is not SaaS and needs to be installed on-premise / hosted, then the backend database must be Microsoft SQL.

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:

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

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open 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: no

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: 05/07/2018

Local time: 16:00

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

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

Date: 05/07/2018

Local time: 16:10

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

VI.3)Additional information:

VI.4)Procedures for review

VI.4.1)Review body

South Yorkshire Housing Association
Sheffield
United Kingdom

VI.4.2)Body responsible for mediation procedures

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:

06/06/2018