Invitation to Tender for HR and Finance Software Systems

Invitation to Tender for HR and Finance Software Systems

Ipswich Borough Council is seeking to appoint supplier(s) to provide application software and related services to include implementation, commissioning of systems, ongoing support, training, enhancements.

United Kingdom-Ipswich: Business transaction and personal business software package

2015/S 182-330385

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Ipswich Borough Council
Russell Road
Contact point(s): Ipswich Borough Council
For the attention of: Hayward Frost
IP1 2DE Ipswich
UNITED KINGDOM
Telephone: +44 1473433749
E-mail: hayward.frost@ipswich.gov.uk

Internet address(es):

General address of the contracting authority: www.ipswich.gov.uk

Address of the buyer profile: https://www.suffolksourcing.co.uk

Electronic access to information: https://www.suffolksourcing.co.uk

Electronic submission of tenders and requests to participate: https://www.suffolksourcing.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

Regional or local authority

I.3)Main activity

General public services

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:

Invitation to Tender for HR and Finance — Provision of Software Systems.

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: Ipswich.

NUTS code UKH14

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)

Ipswich Borough Council is seeking to appoint supplier(s) to provide application software and related services to include implementation, commissioning of systems, ongoing support, training, enhancements (upgrades) and maintenance in relation to a Financial Management System and/or a Human Resources/Payroll Management System. The above vision will be delivered through either:
— a single IT system, combining both functions; or
— separate HR and Finance systems with appropriate integration between the 2 systems to ensure employee related information is consistent.
The overall solution will provide comprehensive and accurate data, whilst at all times employing the concept of ‘ease of use’ through web-based access to self-service functions. The system(s) must meet the Council’s business needs, providing sufficient functionality ‘out-of-the-box’ to add real value and tackle the challenges of the future. In addition, it must prove financial efficiency whilst providing, as a minimum, the equivalent functionality of our current HR (Northgate PSE) and/or Finance (Agresso) system. This tender is for 2 requirements. The 1st is for the provision of an HR Payroll system, the 2nd is for the provision of a corporate Finance system. Suppliers may bid to supply either (or both). Suppliers of both systems may submit a pricing proposal for both the combined system and/or either system separately.

II.1.6)Common procurement vocabulary (CPV)

48400000, 48900000, 48000000, 48440000, 48441000, 48442000, 48517000

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 Supplier is to provide Services as per specification in the tender documents.
II.2.2)Information about options
II.2.3)Information about renewals

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

Starting 4.4.2016. Completion 4.4.2022

Information about lots

Lot No: 1 Lot title: Human Resources Module Lot 1 and or Combination of both lots

1)Short description

See Tender Documents.

2)Common procurement vocabulary (CPV)

48400000, 48900000, 48000000, 48440000, 48441000, 48442000, 48517000

3)Quantity or scope

See Tender Documents.
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

See Tender Documents.

Lot No: 2 Lot title: Finance Module Lot 2 and or Combination of both lots

1)Short description

See Tender Documents.

2)Common procurement vocabulary (CPV)

48400000, 48900000, 48000000, 48440000, 48441000, 48442000, 48517000

3)Quantity or scope

See Tender Documents.
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

See Tender Documents.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

The authority may require a parent guarantee, if the contract is awarded to a subsidiary company.

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

Please see Tender Documents.

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

N/A.

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: Economic operators who express an interest in the contract will required to complete a Pre-Qualification questionnaire.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please see the Pre-Qualification Questionnaire.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please see the Pre-Qualification Questionnaire.
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 8
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:

IBC00447

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: 9.10.2015 – 12:00
Payable documents: no

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

16.10.2015 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

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

The Tender (including tender percentages/related price) must remain valid for a minimum period of up to and including the intended start date of the Contract.
The time limit stated in IV.3.4) is for returning the Pre-Qualification Questionnaire. Requests to participate may only be made by obtaining and completing the Pre-Qualification and returning it to the contracting authority at the address stated in I.1.1) The address and time limit for the return of tenders will be stated in the tender documents, which will be sent to those candidates who are selected to participate. All dates and time periods specified in this notice are provisional and the contracting authority reserves the right to change them.

The Authority reserves the right not to award the contract. It reserves the right not to proceed with all or any part of the project detailed at II.1) above in no circumstances will it be responsible for any costs incurred by economic operators as a result of the publication of this notice or otherwise in connection with their tenders. Full details of this tender can be found on the Suffolk Sourcing System — www.suffolksourcing.co.uk

Before viewing this tender, please refer to the Suffolk Sourcing System ‘user guides’ which can be assessed via the Suffolk Sourcing Homepage. Suffolk Sourcing is an eTendering system jointly operated by Suffolk County, District and Borough Councils.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

The High Court
Royal Courts of Justice, The Strand
WC2A 2LL London
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The authority will allow a standstill period of at least 10 days at the point information on the award of the contract is communicated to tenderers. The standstill period provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into. The Public Contracts Regulations 2015 provide for an economic operator who has suffered or risks suffering loss or damage by a breach of the regulations to take proceedings in the High Court. Proceedings must normally be started within 30 days of the date when the economic operator first knew or ought to have known that grounds for starting proceedings had arisen.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

15.9.2015

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