IT Outsourcing Framework and Call-Off Contract

IT Outsourcing Framework and Call-Off Contract

Transformation of Human Resources and Finance Services systems and transactional processes for Worcestershire County Council, Schools and Other Customers.

United Kingdom-Worcester: IT services: consulting, software development, Internet and support

2015/S 137-253072

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Worcestershire County Council
County Hall, Spetchley Road
For the attention of: Emma Breckin
WR5 2NP Worcester
UNITED KINGDOM
E-mail: ebreckin@worcestershire.gov.uk

Internet address(es):

General address of the contracting authority: http://www.worcestershire.gov.uk

Address of the buyer profile: http://www.worcestershire.gov.uk/tendering

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: yes

Please refer to Section II.2.1 Total Quantity or Scope
N/A
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

Transformation of Human Resources and Finance Services systems and transactional processes for Worcestershire County Council, Schools and Other Customers.

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 UKG12

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:
Range: between 14 000 000 and 100 000 000 GBP

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

The scope of services for this Framework Agreement and subsequent call-off contract is the outsourcing of the delivery and transformation of a number of Human Resource and Finance systems and transactional processes at Worcestershire County Council (the Council).

II.1.6)Common procurement vocabulary (CPV)

72000000, 48440000, 48442000, 48490000, 48450000, 48451000, 48810000, 72251000, 72320000, 79211110, 79631000, 79414000, 72317000,75100000, 72250000, 66520000, 72212490, 79410000

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:

At a high level, the scope of services being considered for external provision is as follows:
— Payroll services for council, schools and other customers’ staff
— HR transactional services for County Council and schools
— HR advisory service for schools
— Schools finance advice
— Payments for schools and schools systems support
— Accounts payable and accounts receivable for the council, schools and other customers.
— Occupational Health
— Technology solution management, maintenance, support and its future transformation
— General ledger application to enable Council accounting services
— Process transformation for HR and Finance business processes
— Other related business support services which may be added at a later date.
These other related services may include, but are not limited to; Procurement; Pension Administration; HR Advisory for the Council; Management Accounting and Debt Management; DBS Checking; Learning and Development; Cash collections and Reconciliation.
The services set out above are not exhaustive and in order to maximise resources during the term of the framework and allow flexibility for potential increases and decreases in requirements, the Council reserves the right to both increase and decrease the services being provided to it. Other related business support services may be added using the change control process that will be set out in the call-off contract. Should services be removed during the term of the contract, the Council will require the provider to continue to provide the remaining services and the contract will include a methodology for the removal of particular services.
On commencement of the Framework Agreement the Council will immediately enter into a call-off contract for the services to be provided to it and, for some services, to be provided directly to maintained schools within the Council’s area (those maintained schools being contracting authorities in their own right). The Council is also procuring the Framework Agreement so that other contracting authorities can call-off services. The Council currently sells support services to a number of third parties, including schools and academies. The Council has offered to lead a collaborative procurement on behalf of these customers. Contracting authorities that are not the Council or maintained schools at the time of the contract being entered into shall enter into separate call-off contracts with the provider for the services that they require. It is anticipated at this stage that the other contracting authorities will require some or all of the services set out above. These requirements are detailed further in the accompanying procurement documentation.
Other contracting authorities that will be able to enter into a call-off contract with the provider for some or all of the services set out above are:
— any local authority, maintained school within Worcestershire
— any academy within Worcestershire or the multi-academy trust to which they belong;
— any alternative provision school within Worcestershire;
— any free school within Worcestershire;
— any pupil referral units within Worcestershire;
— any special schools within Worcestershire;
— any post-16 schools and Colleges within Worcestershire;
— any corporate entity wholly or partly owned by the Council;
— West Mercia Police and Police Crime Commissioner;
— The Chief Constable Of Warwickshire
— The Chief Constable Of West Mercia
— The Police And Crime Commissioner For Warwickshire
— The Police And Crime Commissioner For West Mercia.
A detailed list of these other contract authorities is available via the Council’s eTendering Portal, address found in section VI.3
The Council anticipates the following arrangements for call-off contracts under this framework agreement:
— it will enter into one call off contract for its own services, for seven (with the option to extend for up to another three) years, and for services to be provided to all maintained schools that currently receive the same services from the Council under contracts that expire in March 2018 (or 2016 for those that have not extended). This brings benefits to the supplier in that it will have certainty of business until March 2018 in relation to the majority of maintained schools, and during that period it will only have to have one contractual arrangement with the Council. In terms of management of the services under this contract, maintained schools will have access to the supplier directly for day-to-day operational matters. For the period up to March 2018 the Council will be sub-contracting delivery of the services to maintained schools and payment for the services provided under the contract between the supplier and the Council will be based on the terms and conditions that the Council has agreed with the maintained schools and will remain during the term of the call-off contract;
— After March 2018 the maintained schools may call off directly from the framework agreement if they so choose during the remainder of the term of the framework agreement;
— As regards academies (and other contracting authorities named in this contract notice), if they currently receive the same services under a contract with the Council, these contracts will be assigned to the new supplier to create a direct contractual arrangement between the customer and the supplier and will be treated as a call-off contract under the framework agreement. The services provided under the contract between the supplier and the academy or other contracting authority will be either on the terms and conditions that the Council has agreed with the academy or other contracting authority or on the terms of the call-off contract provided as part of the framework, as the parties agree, and will remain during the term of the call-off contract. Again, this will provide the supplier with certainty of business to the end of those contracts (some until August 2016, others until August 2018). After the end of the current arrangements, academies and other named contracting authorities may call off directly from the framework agreement if they so choose;
— Contracting authorities named in this contract notice that do not currently have an arrangement with the Council for the provision of the services may also call-off under the framework agreement at any time during its term.
This contract will also be made available to the following contracting authorities, see the following websites for details:-

http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/AToZOfLocalCouncils/DG_A-Z_LG

http://www.education.gov.uk/edubase/home.xhtml

Estimated value excluding VAT:
Range: between 14 000 000 and 100 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The services provided directly to the Council under the call-off contract that the Council will enter into will be for a term of 7 years with the option to extend for up to three further years in annual increments at the Council’s discretion and based on the performance of the provider.

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:

The Council reserves the right to require guarantees (Which may include Parent Company Guarantee), bonds, collateral warranties and other forms of security as appropriate. See the procurement documentation for further details.

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

The payment arrangements will be covered by the call-off Contract terms & conditions. See the procurement documentation for further details.

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

For bidding purposes, a consortium/partnership/joint venture/significant sub-contracting arrangement is acceptable but for the purposes of entering into a contract, the Council reserves the right to require groupings of organisations, consortia, partnerships or any other form of joint venture to take a particular legal form or to require a single lead organisation to take primary liability under the contract.
The Authority does not require a formal joint venture or special purpose vehicle to be set up at tender stage but the lead organisation, proposed partnering arrangements and the proposed contracting party should be clearly identified at the tender stage. Further information can be found in the procurement documentation.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: See the procurement documentation for further details.
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: See the procurement documentation for further details.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: See the procurement documentation for further details.
Minimum level(s) of standards possibly required: See the procurement documentation for further details.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
See the procurement documentation for further details.
Minimum level(s) of standards possibly required:
See the procurement documentation for further details.
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

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
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:

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

Prior information notice

Notice number in the OJEU: 2015/S 87-157373 of 6.5.2015

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: 19.8.2015 – 16:00
Payable documents: no

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

19.8.2015 – 16:00
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

in days: 120 (from the date stated for receipt of 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

Applicants do not need to contact the Council to request to participate — simply register on our eTendering portal and the invitation to tender documents are available for download, at: http://www.worcestershire.gov.uk/etendering/ the document is in the category ‘Miscellaneous’. The tender documentation will be available through our eTendering portal on despatch of this contract notice and will remain available until the date and time specified in Section IV.3.3.

This is except for access to confidential information that will only be accessible once a non-disclosure agreement (available via the eTendering portal) has been signed and returned to the Council.
Please note that tender returns need to be addressed to:
Tender for Transformation of Human Resources and Finance Services
Director of Resources,
Worcestershire County Council,
County Hall,
Spetchley Road,
Worcester,
WR5 2NP.
Worcestershire County Council reserves the right to cancel this procurement at any stage and not to award the contract.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
London
UNITED KINGDOM

Body responsible for mediation procedures

Royal Courts of Justice
London
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Worcestershire County Council will enter into this Contract following a 10 calendar day standstill period starting on the day after the notification of the result. The Public Contracts Regulations 2015 (as amended)(The Regulations) provide for aggrieved Parties who have been harmed or who are at risk of harm by breach of The Regulations to bring proceedings in the Royal Courts of Justice. Any such proceedings must be brought within the limitation period specified by The Regulations according to the remedy sought.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

14.7.2015

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