Framework to Supply Invoicing Service

Framework to Supply Invoicing Service

The University wishes to appoint a Contractor to provide an Invoice-Receipting Hub Service to handle the receipt of supplier invoices.

United Kingdom-Newcastle Upon Tyne: Miscellaneous business and business-related services

2016/S 004-004051

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

University of Newcastle Upon Tyne
Procurement Services, King’s Gate
Contact point(s): https://www.ncl-tenders.co.uk/suppliers
For the attention of: Leigh Anderson
NE1 7RU Newcastle Upon Tyne
UNITED KINGDOM
Telephone: +44 1912088618
E-mail: purchasing@ncl.ac.uk

Internet address(es):

General address of the contracting authority: www.ncl.ac.uk

Address of the buyer profile: https://www.ncl-tenders.co.uk/suppliers

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

Education

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

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

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

(NU/0936) The Provision of an Invoicing-Receipting Service.

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

Services
Service category No 7: Computer and related services

NUTS code UKC22

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 a single operator

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: 320 000 GBP

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

The University wishes to appoint a Contractor to provide an Invoice-Receipting Hub Service to handle the receipt of supplier invoices and provide the University with a daily electronic feed.

II.1.6)Common procurement vocabulary (CPV)

79900000, 72300000

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: no
II.1.9)Information about variants
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The University wishes to appoint a Contractor to provide an Invoice-Receipting Hub Service to handle the receipt of supplier invoices and provide the University with a daily electronic feed. Performance of the contract consists of 5 parts:
1) Receiving paper and e-mail invoices and converting them to an electronic format.
2) Processing the data from the electronic images of the paper invoices.
3) Receiving electronic invoices and translating/mapping the data and invoice image to integrate with our WNS SAP-certified Accounts Payable Workbench.
4) The Contractor will also implement and manage a programme to migrate suppliers from submitting paper invoices to submitting pure electronic invoices over the course of the contract.
5) The proposed solution should integrate with our WNS SAP-certified Accounts Payable Workbench (APW) with the following steps per process:
5.1) Import of reference files sent from University SAP ECC system to Contractor (new/changed Vendor information, Purchase Order headers sent as CSV text files).
5.2) Export of a reconciliation file (one file in XML format).
5.3) Export of invoice image files (one or many files in PDF format).
5.4) Export of invoice files (one or many files in XML format).
5.5) Import of a reconciliation response file (one file in XML format).
5.6) Transfer of the invoice data to APW.
Processing must be able to be performed once or several times a day every day.
All file import/exports are to be performed by web services created at the University.
All connections inbound to or outbound from Contractor to be Seeburger SFTP adapter type.
Appropriate firewall security must be in place.
There must be procedures to recover from and restart the processing from any of the above steps if errors occur and also to ensure no duplicates are created.
The supplier must deliver and manage all five parts of the contract. If subcontractors are to be used for any part of the contract the Contractor shall be responsible for all work done and services performed by all subcontractors.
Estimated value excluding VAT: 320 000 GBP

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

Duration in months: 48 (from the award of the contract)

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:

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: As stated in the PQQ documentation.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As stated in the PQQ documentation.
Minimum level(s) of standards possibly required: As stated in the PQQ documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As stated in the PQQ documentation.
Minimum level(s) of standards possibly required:
As stated in the PQQ documentation.
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 number of operators: 5

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:

NU/0936

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

no

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: 10.2.2016 – 17:00
Payable documents: no

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

11.2.2016 – 12:00

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

26.2.2016

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: 24.3.2016 – 14:00
Persons authorised to be present at the opening of tenders: no

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
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

University of Newcastle Upon Tyne
UNITED KINGDOM

Body responsible for mediation procedures

Newcastle University
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: This 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 two 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 in section I.1.

VI.4.3)Service from which information about the lodging of appeals may be obtained

Newcastle University
UNITED KINGDOM

VI.5)Date of dispatch of this notice:

5.1.2016

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