HR Payroll System and Services Tender

HR Payroll System and Services Tender

Trust Housing Association are seeking to replace an existing Payroll/HR solution with a hosted solution providing access to the HR module and a fully managed payroll solution.

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

2015/S 058-102144

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Trust Housing Association Ltd
12 New Mart Road
Contact point(s): Business Services
For the attention of: Ms D Holligan
EH14 1RL Edinburgh
UNITED KINGDOM
Telephone: +44 1314441200
E-mail: dholligan@trustha.org.uk
Fax: +44 1314444949

Internet address(es):

General address of the contracting authority: http://www.trustha.org.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11262

Further information can be obtained from: Trust Housing Association Ltd
39 Tyn y Parc, Abertridwr
Contact point(s): Expense Reduction Analysts
For the attention of: D. Hembery
CF83 4ED Caerphilly
UNITED KINGDOM
Telephone: +44 7453299323
E-mail: d.hembery@erauk.net
Internet address: http://www.expense-reduction.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Trust Housing Association Ltd
39 Tyn y Parc, Abertridwr
Contact point(s): Expense Reduction Analysts
For the attention of: D. Hembery
CF83 4ED Caerphilly
UNITED KINGDOM
Telephone: +44 77453299323
E-mail: d.hembery@erauk.net
Internet address: www.expense-reduction.co.uk

Tenders or requests to participate must be sent to: Trust Housing Association Ltd
39 Tyn y Parc, Abertridwr
Contact point(s): Expense Reduction Analysts
For the attention of: D. Hembery
CF83 4ED Caerphilly
UNITED KINGDOM
Telephone: +44 7453299323
E-mail: d.hembery@erauk.net
Internet address: www.expense-reduction.co.uk

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/Payroll system and services.

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: Trust HA premises in Scotland.

NUTS code UK

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)

Trust Housing Association are seeking to replace an existing Payroll/HR solution with a hosted solution providing access to the HR module and a fully managed payroll solution for their workforce of around 500 employees.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site athttp://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=341898

II.1.6)Common procurement vocabulary (CPV)

48450000, 72212450, 72263000, 79211110, 79631000, 79414000

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

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Delivery of a fully managed payroll service for all staff and access to a supported HR module for all Trust staff.
Estimated value excluding VAT:
Range: between 115 000 and 160 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: Initial contract period will be 3 years from the date of award. The contracting authority will have the option to extend the contract length by a further 2 additional 2 year periods.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 2 (from the award of the contract)

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

Duration in months: 36 (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:

Joint and Several liability.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Details will be included within the invitation to tender documents.
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a reference from their bank.
(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(3) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(4) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
Further conditions will be detailed in the PQQ.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years.
(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract.
(3) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.
(4) Certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

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 minimum number 6
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:

THA/2015/001
IV.3.2)Previous publication(s) concerning the same contract

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: 20.4.2015

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

27.4.2015 – 12:00

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

12.5.2015

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
VI.2)Information about European Union funds

VI.3)Additional information

Operators who wish to express interest in being invited to tender for the requirement should submit their Expressions of Interest and completed Pre-Qualification Questionnaire (PQQ) by email to David Hembery (d.hembery@erauk.net) by the closing date of Midday on 27.4.2015.

The contracting authority intends to issue Invitations to Tender (ITT) documents to those operators that are selected by Thursday 12.5.2015. Tender responses will be required to be submitted by the tenderers to David Hembery (d.hembery@erauk.net) by Midday on Monday 22.6.2015 (provisional).

The contracting authority expects to award the contract by August 2015, with implementation during the period from January 2016 to March 2016, with the service commencement date being 1.4.2016.

A copy of the Pre-Qualification Questionnaire (PQQ) can be requested by sending an e-mail to David Hembery at (d.hembery@erauk.net) stating the file reference number THA/2015/001 and providing contact information for your organisation where the PQQ should be sent.

(SC Ref: 341898).

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: A Tenderer that suffers or risks suffering loss or damage attributable to a breach of duty under the Public contracts (Scotland) Regulations 2012 may bring proceedings in the Sheriff Court or the Court of Session.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

19.3.2015

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