HR Payroll and Finance System Replacement Project

HR Payroll and Finance System Replacement Project

We wish to provide access for interaction with data and processes, across all corporate information systems, through a single self-service environment for staff and customers.

United Kingdom-London: Software package and information systems

2015/S 143-264354

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Birkbeck
Malet Street
Contact point(s): https://in-tendhost.co.uk/birkbeck/
For the attention of: Emma Winnifrith
WC1E 7HX London
UNITED KINGDOM
E-mail: e.winnifrith@bbk.ac.uk

Internet address(es):

General address of the contracting authority: https://in-tendhost.co.uk/birkbeck

Address of the buyer profile: www.bbk.ac.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

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:

HR Payroll and Finance System Replacement Project.

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
Main site or location of works, place of delivery or of performance: Birkbeck, University of London, Malet St, London, WC1E 7HX.

NUTS code UKI1

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)

Birkbeck has been using its current integrated HR Payroll and Finance systems (the latter comprising a core finance system, plus a variety of related systems to maintain data on costing and management for research grants and contracts) for a number of years, and for a variety of reasons the applications themselves now need to be replaced.
With the exception of some elemental administrative processes (the creation of electronic purchase orders, the entry of sickness absence data, and some reporting), all users of the systems in scope sit within the central HR and Finance departments. The vast majority of the business processes owned by, or traversing, these areas are currently transacted by email and/or paper.
Even where there is devolved use of the legacy systems, there are perceived shortcomings:
— sickness absence recording is not undertaken by individual managers, but by a coordinator role in each department (resulting in the exchange of email and paper, but at a local level);
— purchase orders are created by a reasonably large group of users, but by no means all purchasers. The system is unwieldy and unintuitive, and as such is not suitable for occasional users, many of whom submit paper orders rather than electronic. The College does not currently undertake electronic procurement;
— both systems are Oracle Forms deployed in a browser, which requires specific browser configuration in order to function. The result (in order to stop automatic updates to individual workstations rendering access to the applications impossible) is that access to these applications by Birkbeck staff is provided through a virtual desktop environment. This additional step adds complexity and confusion to the users.
Significant investment has been made by the College over the last few years to develop its processes and underlying corporate information systems in the areas of Student Administration and Identity Management. This work has been underpinned by a focus on understanding, improving and implementing repeatable and reliable business processes.
In order to frame our approach to corporate information systems (CIS) developments and investments moving forwards, we have developed a CIS Strategy which has been recently endorsed by the College”s Strategic Planning Committee (SPC).
The strategy (which is provided as appendix C) sets out the guiding principles that we seek to adhere to as we further develop our CIS infrastructure. This project must adhere to the principles outlined in that strategy which is set out in the ITT and appendices for your reference.
Key amongst those principles are the following:
—We wish to provide access for interaction with data and processes, across all corporate information systems, through a single self-service environment for staff and customers. This is known as our ‘My Birkbeck’ framework which consists of Oracle APEX applications developed in-house.
—We wish to orchestrate the vast majority of our business processes, across all systems, using our chosen BPM platform Bizagi.
—We wish to provide management information reporting across all systems using our chosen BI tool Tableau. This does not eliminate the need for ad-hoc reporting and data interrogation at a local level.
With this in mind we now seek proposals for solutions that provide us with:
—a robust and well developed data structure,
—excellent user interface experience for “core users” (users in the central services who “own” the business processes),
—reliable processing capabilities (e.g. Payroll calculation),
—comprehensive documented and supported Application Programming Interfaces (API) — likely to be RESTful web services — that will allow us to surface options to manipulate data within our self-service environment (e.g. Update my home address) and also provide integrations with processes managed by our BPM solution.

II.1.6)Common procurement vocabulary (CPV)

48000000, 48900000, 72212451, 48217000, 79414000, 48442000, 48219300, 48450000, 72212450, 79211110

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: 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:

1 — HR Payroll (externally hosted system).
2 — Finance (inc. Research Grants and Contracts Management) (externally hosted system).
3 — Comprehensive external (namely, a combination of Lots 1 and 2).
4 — HR Payroll (in-house hosted system).
5 — Finance (inc. Research Grants and Contracts Management) (in-house hosted system).
6 — Comprehensive in-house (namely, a combination of Lots 4 and 5).
Estimated value excluding VAT:
Range: between 1 000 000 and 3 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: From initial 5 year period one or more optional extension(s) in total of a maximum additional 10 years.

II.2.3)Information about renewals

This contract is subject to renewal: yes

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

Duration in months: 180 (from the award of the contract)

Information about lots

Lot No: 1Lot title: HR Payroll (externally hosted system)

1)Short description

2)Common procurement vocabulary (CPV)

48000000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 500 000 and 1 500 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2Lot title: Finance (inc. Research Grants and Contracts Management) (externally hosted system)

1)Short description

2)Common procurement vocabulary (CPV)

48000000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 500 000 and 1 500 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 3Lot title: Comprehensive external (namely, a combination of Lots 1 and 2)

1)Short description

2)Common procurement vocabulary (CPV)

48000000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 1 000 000 and 3 000 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 4Lot title: HR Payroll (in-house hosted system)

1)Short description

2)Common procurement vocabulary (CPV)

48000000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 500 000 and 1 500 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 5Lot title: Finance (inc. Research Grants and Contracts Management) (in-house hosted system)

1)Short description

2)Common procurement vocabulary (CPV)

48000000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 500 000 and 1 500 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 6Lot title: Comprehensive in-house (namely, a combination of Lots 4 and 5)

1)Short description

2)Common procurement vocabulary (CPV)

48000000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 1 000 000 and 3 000 000 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:

As per the Pre-Qualification Questionnaire included within the procurement documents.
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: yes
Description of particular conditions: Tenderers are also asked to note that the contract for this procurement includes an obligation to pay the Living Wage.
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 per the Pre-Qualification Questionnaire included within the procurement documents.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per the Pre-Qualification Questionnaire included within the procurement documents.
Minimum level(s) of standards possibly required: As per the Pre-Qualification Questionnaire included within the procurement documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per the Pre-Qualification Questionnaire included within the procurement documents.
Minimum level(s) of standards possibly required:
As per the Pre-Qualification Questionnaire included within the procurement documents.
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: yes

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
Objective criteria for choosing the limited number of candidates: Highest ranked candidates in each lot, according to scores allocated and weighted in accordance with the Pre-Qualification Questionnaire.
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 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:

GLOBAL – 00000014

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

no

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

24.8.2015

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

7.9.2015

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: 9.10.2015

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

The College may:
—Award a contract only in respect of Lot 3 or Lot 6.
—Award a contract to one or more preferred suppliers in respect of Lots 1 and 2 4 and 5.
—Not make any contract award in respect of all or any Lot(s).
Following submission and evaluation of tenders, the College may:
—Award a contract only in respect of Lot 3.
—Award a contract to one or more preferred suppliers in respect of Lots 1 and 2.
—Not make any contract award in respect of all or any Lot(s).
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

High Court of England and Wales
Royal Courts of Justice Strand
WC2A 2LL
UNITED KINGDOM
Internet address: http://www.justice.gov.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with Public Contracts Regulations 2015 a standstill period of a minimum of 10 calendar days will be applied starting from the date when the award decision is dispatched to bidders. This period allows unsuccessful bidders to consider the decision and highlight any errors in the award process. If an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought generally within 30 days from the date of notification of the award decision.

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

see Section V1.4.1 above

VI.5)Date of dispatch of this notice:

23.7.2015

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