Financial Operations/Payment Collections Provider Tender

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

2015/S 010-012940

Contract notice

Services

Directive 2004/18/EC

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
UNITED KINGDOM
E-mail: fin003@originhousing.org.uk
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

Body governed by public law

I.3)Main activity

Housing and community amenities

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
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

Financial Operations/Payment Collections Provider.

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

Services
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)

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

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

Origin Housing Association Ltd is looking for 1 or 2 companies to provide financial services and/or payment collection services.
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)

66170000

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:

This contract is being offered in 2 lots. Bidders can apply for either lot or both.
Estimated value excluding VAT:
Range: between 800 000 and 1 100 000 GBP

II.2.2)Information about options

Options: yes
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

This contract is subject to renewal: no

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

Duration in months: 36 (from the award of the contract)

Information about lots

Lot No: 1Lot title: Financial Operations Services

1)Short description

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.

2)Common procurement vocabulary (CPV)

66172000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 600 000 and 800 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2Lot title: Payment Collections Provider

1)Short description

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.

2)Common procurement vocabulary (CPV)

66172000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 500 000 and 600 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

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:

Payments will be made on a monthly basis by BACs transfer, upon completion of an approved invoice. Payments for additional works will be paid once an invoice has been submitted and approved by the Contract Manager.
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

Information and formalities necessary for evaluating if the requirements are met: If any of your organisation, or any of your organisation’s directors (or partners), or anyone in an equivalent position e.g. any other senior managers who hold powers of representation, decision or control, have any convictions relating to any of the offences listed under regulation 23(1), of the Public Contracts Regulations 2006 you will not be able to apply for this contract.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: We will run 2 financial checks, 1 with Credit Safe and 1 with Company Watch. If you fail either of the checks you can deal direct with the companies to improve your rating and a second check will be run. This must be done within 10 days of receiving the original notice letter.
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.
Company Watch.
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.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
This information will be included in the PQQ.
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

Restricted

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

Envisaged minimum number 5: and maximum number 10
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:
Score:
Quality Questions:
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:
Score:
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: fin003@originhousing.org.uk

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

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:

FIN003

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

Time limit for receipt of requests for documents or for accessing documents: 10.2.2015 – 05:00
Payable documents: no

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

17.2.2015 – 12:00

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

10.3.2015

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

Date: 23.2.2015 – 0:00

Place:

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

This is a recurrent procurement: no

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

Be advised the contact e-mail address is fin 0 0 3. Be careful when using the e-mail address that you don’t use letters instead of numbers.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
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:

12.1.2015

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