Financial Operations/Payment Collections Provider Tender
Origin Housing Association Ltd is looking for 1 or 2 companies to provide financial services and/or payment collection services.
United Kingdom-London: Financial consultancy, financial transaction processing and clearing-house services
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Origin Housing Ltd
St Richards House, 110 Eversholt St
Contact point(s): via email only
For the attention of: Karen Perry
NW1 1BS London
Fax: +44 2072099223
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
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: yes
Origin Housing 2 Ltd
St Richards House, 110 Eversholt St.
NW1 1BS London
Section II: Object of the contract
II.1.1)Title attributed to the contract by the contracting authority:
II.1.2)Type of contract and location of works, place of delivery or of performance
Service category No 9: Accounting, auditing and bookkeeping services
NUTS code UKJ
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.5)Short description of the contract or purchase(s)
Financial Operations Services.
Lot 1 is for a company who has the capacity to process large volume of financial transactions and able to reconcile complex control accounts. Transactions to be processed include but not limited to; payment to our suppliers, receipts from our customers for housing rent, service charges and support services.
Payment Collection Provision.
Lot 2 is for a company who can provide a fully managed payment collection service allowing our customers to pay all charges for the services we provide using varied and convenient payment methods.
II.1.6)Common procurement vocabulary (CPV)
II.1.7)Information about Government Procurement Agreement (GPA)
Tenders may be submitted for one or more lots
II.1.9)Information about variants
II.2.1)Total quantity or scope:
Estimated value excluding VAT:
Range: between 800 000 and 1 100 000 GBP
II.2.2)Information about options
Description of these options: The contracts are initially for 3 years with the potential to extend by another 2 years with break clauses at 3, 6, and 12 months, thereafter annually.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Information about lots
Lot No: 1Lot title: Financial Operations Services
2)Common procurement vocabulary (CPV)
3)Quantity or scope
Range: between 600 000 and 800 000 GBP
Lot No: 2Lot title: Payment Collections Provider
2)Common procurement vocabulary (CPV)
3)Quantity or scope
Range: between 500 000 and 600 000 GBP
Section III: Legal, economic, financial and technical information
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.4)Other particular conditions
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
Minimum level(s) of standards possibly required: Credit Safe.
All companies must reach ‘Moderate Risk’ to progress to the next stage. Any company not reaching this level will be excluded from taking any further part.
All companies must achieve a Health score of 40 with an upward trend to progress to the next level. Any company not reaching this level will be excluded from taking any further part.
You will be notified in writing of your score and given the opportunity to improve your rating within 10 days by dealing directly with Dun and Bradstreet and Company Watch.
We strongly advise you to consider checking your rating before the submission date, to give your company a chance to address any issues before you are excluded from the tender process for failing to reach the required standard.
This information will be included in the PQQ.
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Objective criteria for choosing the limited number of candidates: Quality Evaluation.
The final stage is the evaluation of the submission to determine if the company can provide the services to the standard we require. Each quality question will be scored out of 0-5, with the breakdown of the scores below:
0 No answer provided. Company excluded from taking any further part.
1 Very weak answer, with the Tenderer failing to demonstrate an understanding of Origins requirements and providing little or no evidence of how the Tenderer will meet them.
2 Weak answer with limited demonstration of understanding Origins requirements and very limited evidence of how the Tenderer will meet them.
3 Satisfactory answer demonstrating some understanding of Origins requirements and some evidence of how the Tenderer will meet them.
4 Good answer demonstrating a good understanding of Origins requirements and good evidence of how the Tenderer will meet them.
5 Excellent answer demonstrating an excellent understanding of Origins requirements and excellent evidence of how the Tenderer will meet them.
Where you have been asked to provide a copy of a policy and or procedure the scoring will reflect the content and how comprehensive it is. We require a copy of the actual working documents in order to determine the quality aspect. These policies and or procedures will be evaluated by a professional in these fields which is why a statement is not acceptable as it provides nothing to evaluate. Each submitted policy/procedure question will be scored out of 0-5, with the breakdown of the scores below:
Policy and Procedure Requests:
0 No answer or a Statement provided. Company excluded from taking any further part.
1 Very weak answer, with their policy/procedure failing to demonstrate any understanding of the requirements needed to cover any aspects of the policy/procedure subject matter.
2 Limited answer, with their policy/procedure failing to demonstrate a basic understanding of the requirements needed to cover all aspects of the policy/procedure subject matter.
3 Satisfactory answer, with their policy/procedure demonstrating some understanding of the requirements needed to cover all aspects of the policy/procedure subject matter.
4 Good answer, with their policy/procedure demonstrating a good overall understanding of the requirements needed to cover all aspects of the policy/procedure subject matter.
5 Excellent answer, with their policy/procedure demonstrating a high level of understanding of the requirements needed to cover all aspects of the policy/procedure subject matter.
Any company not able to provide the services we require will be excluded from taking any further part. All excluded parties will be notified in writing stating the reasons why they have failed to go through to the tender stage.
If you have any questions these must be in writing either in a letter or via the designated tender e-mail address: email@example.com
No other form of communication is permitted. This is to protect all participants from accusations of collusion following unrecorded conversations, either in person or on the phone. Failure to abide by this condition will result in your company being excluded from taking any further part in the process.
Please read through the documents and answer all questions that apply to your company. If you are unable to provide an answer, explain why and if the question does not apply to your company please answer N/A and also explain why.
NB. Failure to accurately disclose information which later is identified to be inaccurate or false, will lead to automatic disqualification from further evaluation in relation to any aspect of the tender process.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2.2)Information about electronic auction
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
Other previous publications
Notice number in the OJEU: 2014/S 208-368879 of 8.12.2014
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
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
IV.3.8)Conditions for opening of tenders
Date: 23.2.2015 – 0:00
St Richards House, 110 Eversholt St. NW1 1BS.
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: In line with our Standing Orders the persons present will be the Company Secretary, the tender owner and a witness drawn from the Senior Management Team.
Section VI: Complementary information
VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.5)Date of dispatch of this notice: