HR and Payroll Solution Tender

HR and Payroll Solution Tender

One Housing Group is looking for a HR and Payroll solution.

United Kingdom-London: Time accounting or human resources software package

2015/S 092-165696

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

One Housing Group
100 Chalk Farm Road
For the attention of: Chris Shaw
NW1 8EH London
UNITED KINGDOM
E-mail: chris.shaw@shawcc.co.uk

Internet address(es):

General address of the contracting authority: www.onehousinggroup.co.uk

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

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: no

Section II: Object of the contract

II.1)Description

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

HR and Payroll Solution.

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 UKI11

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)

One Housing Group is looking for a HR and Payroll solution. HR will be LOT 1 and Payroll will be LOT 2. Suppliers can bid for either or all LOTS. Both solutions need to be provided as Software as a Service solutions.

II.1.6)Common procurement vocabulary (CPV)

48450000

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:

The provision of the Software as a Service Solution which will be accessed through a Web Browser.
Lot 1 — Scope:
— A solution that is delivered as a Service (SaaS) that is operated within the European Economic Area (EEA);
— Common functional requirements and System wide functions;
— Human Resources — Core e.g.;
— Recruitment — Note: One Housing Group currently outsource this to a 3rd party, but the system must have this functionality. Our brand interface must be customisable;
— Candidate Application Processing;
— Streamlined, time saving and intuitive On-boarding recruited staff into business;
— Comprehensive Self-Service Features;
— Time and attendance;
— Absence management;
— Ability to apportion a post to different cost centres, or identify a way to do this;
— A system which can be integrated to AD for Single Sign On;
— Accessed from any device (PC, Tablet, PC);
— Security and Audit;
— Migration of data held in the current system into your proposed system;
— Ability to create user reports to support quality analytics and business intelligence;
— Pre-defined reports (modifiable) covering major elements of HR tracking and information;
— Supports all UK legislative requirements to support HRMC requirements etc. P11D, P60, etc.;
— A system that can cope with overtime hours;
— Integrated with the payroll solution;
— Supports integration with the Sun finance system;
— Integration to One Housing Groups Learning Management System (Cornerstone);
— The system should provide a set of Restful web based API’s to enable integration with other OHG owned systems;
— Ability to integrate and allow data feeds with other IT systems used in the organisation;
— A solution that can generate organisation charts;
— A system that can hold and enable One Housing Group to build additional and customised fields;
— Ability to easily customise and brand communications from the system;
— The ability for staff to reset their own passwords if forgotten / locked out with a trigger to HR if the individual is not able to gain access;
— A system that operates on a SQL backend Database.
Lot 2 Scope:
— A solution that is delivered as a Service (SaaS) that is operated within the European Economic Area (EEA);
— Payroll core e.g.;
— Manage different types payroll runs at any time during the month;
— Multiple employee payment methods and allowances;
— Supports multiple pay types e.g. SMP, SAP, SPP, OSP, PRP, etc.;
— Bulk data amendment;
— Electronic pay slips;
— Ability to make BACS and CHAPS payments outside of the payrun;
— Ability to re-use the employee numbers currently in place which are 7 characters (Alphanumeric) long;
— Ability to re-use location codes currently in place which are up to 15 characters (Alphanumeric) long;
— Ability to create user defined reports to support quality analytics and business intelligence;
— Common functional requirements and System wide functions;
— Migration of data held in the current system into your proposed system;
— A system which can be integrated to AD for Single Sign On;
— Accessed from any device (PC, Tablet, PC);
— Security and audit;
— A flexible Payroll bureau services that may be tailored to meet One Housing Group’s requirements;
— Direct access to key personnel as required that follow robust processes;
— Payroll processing;
— Customised payroll structures, reports and payslips;
— A range of charging structures and service level agreements;
— Integrated with the HR solution;
— Supports integration with the Sun finance system;
— The system should provide a set of Restful web based API’s to enable integration with other OHG owned systems;
— Ability to integrate and allow data feeds with other IT systems used in the organisation;
— Pensions e.g. Social Housing Pension Scheme, Local Government Pension Scheme, etc.;
— RTI Compliance and integration;
— A service that can cope with in excess of 500 variances each month. This is very likely to increase substantially over the next 4 years;
— Needs to be able to receive pay instructions from the HR system, or other systems, to trigger variable payments;
— Payment of overtime etc. through information entered on the HR system.
A system that operates on a SQL backend Database.
Services Required Include:
Data Migration and Load;
Multiple environments (Live, Train and Test);
End User Training;
Documentation;
Full Project Management;
Parallel system running before switchover from old solution to new solution.
The solution needs to support 1 500 users of which a minimum of 15 users will be based in HR team.
The solution will need to operate in full across any device — Phone, Tablet and PC.

II.2.2)Information about options

Options: no
II.2.3)Information about renewals

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

Starting 7.10.2015. Completion 30.4.2021

Information about lots

Lot No: 1Lot title: HR Solution

1)Short description

To provide One Housing Group with a HR Solution that is delivered as a Software as a Service.

2)Common procurement vocabulary (CPV)

48450000

3)Quantity or scope

The provision of a Software as a Service HR Solution which will be accessed through a Web Browser.
— A solution that is delivered as a Service (SaaS) that is operated within the European Economic Area (EEA);
— Common functional requirements and System wide functions;
— Human Resources — Core e.g.;
— Recruitment — Note: One Housing Group currently outsource this to a 3rd party, but the system must have this functionality. Our brand interface must be customisable;
— Candidate Application Processing;
— Streamlined, time saving and intuitive On-boarding recruited staff into business;
— Comprehensive Self-Service Features;
— Time and attendance;
— Absence management;
— Ability to apportion a post to different cost centres, or identify a way to do this;
— A system which can be integrated to AD for Single Sign On;
— Accessed from any device (PC, Tablet, PC);
— Security and Audit;
— Migration of data held in the current system into your proposed system;
— Ability to create user reports to support quality analytics and business intelligence;
— Pre-defined reports (modifiable) covering major elements of HR tracking and information;
— Supports all UK legislative requirements to support HRMC requirements etc. P11D, P60, etc.;
— A system that can cope with overtime hours;
— Integrated with the payroll solution;
— Supports integration with the Sun finance system;
— Integration to One Housing Groups Learning Management System (Cornerstone);
— The system should provide a set of Restful web based API’s to enable integration with other OHG owned systems;
— Ability to integrate and allow data feeds with other IT systems used in the organisation;
— A solution that can generate organisation charts;
— A system that can hold and enable One Housing Group to build additional and customised fields;
— Ability to easily customise and brand communications from the system;
— The ability for staff to reset their own passwords if forgotten / locked out with a trigger to HR if the individual is not able to gain access;
— A system that operates on a SQL backend Database.
Data Migration and Load;
Multiple environments (Live, Train and Test);
End User Training;
Documentation;
Full Project Management;
Parallel system running before switchover from old solution to new solution.
The solution needs to support 1 500 users of which a minimum of 15 users will be based in HR team.
The solution will need to operate in full across any device — Phone, Tablet and PC.

4)Indication about different date for duration of contract or starting/completion

Starting 17.10.2015. Completion 30.4.2021
5)Additional information about lots

Lot No: 2Lot title: Payroll Solution

1)Short description

To Provide One Housing Group with a Payroll Solution that is delivered as a Software as a Service.

2)Common procurement vocabulary (CPV)

48450000

3)Quantity or scope

The provision of a Software as a Service Payroll Solution which will be accessed through a Web Browser.
— A solution that is delivered as a Service (SaaS) that is operated within the European Economic Area (EEA);
— Payroll core e.g.;
— Manage different types payroll runs at any time during the month;
— Multiple employee payment methods and allowances;
— Supports multiple pay types e.g. SMP, SAP, SPP, OSP, PRP, etc.;
— Bulk data amendment;
— Electronic pay slips;
— Ability to make BACS and CHAPS payments outside of the payrun;
— Ability to re-use the employee numbers currently in place which are 7 characters (Alphanumeric) long;
— Ability to re-use location codes currently in place which are up to 15 characters (Alphanumeric) long;
— Ability to create user defined reports to support quality analytics and business intelligence;
— Common functional requirements and System wide functions;
— Migration of data held in the current system into your proposed system;
— A system which can be integrated to AD for Single Sign On;
— Accessed from any device (PC, Tablet, PC);
— Security and audit;
— A flexible Payroll bureau services that may be tailored to meet One Housing Group’s requirements;
— Direct access to key personnel as required that follow robust processes;
— Payroll processing;
— Customised payroll structures, reports and payslips;
— A range of charging structures and service level agreements;
— Integrated with the HR solution;
— Supports integration with the Sun finance system;
— The system should provide a set of Restful web based API’s to enable integration with other OHG owned systems;
— Ability to integrate and allow data feeds with other IT systems used in the organisation;
— Pensions e.g. Social Housing Pension Scheme, Local Government Pension Scheme, etc.;
— RTI Compliance and integration;
— A service that can cope with in excess of 500 variances each month. This is very likely to increase substantially over the next 4 years;
— Needs to be able to receive pay instructions from the HR system, or other systems, to trigger variable payments;
— Payment of overtime etc. through information entered on the HR system;
— A system that operates on a SQL backend Database.
Data Migration and Load;
Multiple environments (Live, Train and Test);
End User Training;
Documentation;
Full Project Management;
Parallel system running before switchover from old solution to new solution.
The solution needs to support 1 500 users of which a minimum of 15 users will be based in HR team.
The solution will need to operate in full across any device — Phone, Tablet and PC.

4)Indication about different date for duration of contract or starting/completion

Starting 7.10.2015. Completion 30.4.2021
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:

Dependent on the suppliers status, a performance bond or guarantee may be required.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

An agreement as to how the project is funded will be covered as part of the contract negotiations with the preferred supplier. Any payment made to the supplier will be in pounds sterling and will be normally made by electronic funds transfer.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

One Housing Group specific requirements are yet to be determined; however it does require that the contract awarded be entered into by a single legal entity on the part of the successful supplier(s). Any legal entity which has a group of entities will be required to provide an undertaking to be jointly and severally responsible for the due performance of the project.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Suppliers will need to comply with One Housing Group Standard Terms and Conditions of Contracts. One Housing Group are not bound to accept any or all of the suppliers response.
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: All interested parties need to register an interest and then provide a completed response no later than 9:00 on the 1.6.2015. Interested parties will be able to download the PQQ which needs to be completed in full and returned by the deadline.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Detailed in full in the PQQ.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Detailed in full in the PQQ.
Minimum level(s) of standards possibly required:
The proposed solution needs to be delivered as a Software As A Service (SaaS).
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: Using the pre-qualification questionnaire suppliers will be short listed based on the analysis performed in the financial, legal, and technical areas. Some questions contained within the PQQ may require a ‘Yes’ or ‘No’ response. These questions are known as gateways and are fundamental requirements of the contract. If any of these questions are answered ‘No’, One Housing Group may reject your submission in full, ceasing to evaluate the remainder of the questions. Other questions are weighted based upon there order of importance. The members of the panel will each score the submissions against all of the award criteria. The panel will meet to discuss their individual scores and arrive at a consensus team score. Incomplete responses will reduce the suppliers chance of being short listed and in some cases will exclude the supplier.
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 below

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:

One Housing Group – HR & Payroll Tender

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: 15.6.2015
Payable documents: no

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

15.6.2015

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

18.6.2015

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

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
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:

8.5.2015

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