Payroll Giving Scheme for Armed Forces Personnel

Payroll Giving Scheme for Armed Forces Personnel

To deliver a dependable, accurate and risk free service for Ministry of Defence Armed Forces Personnel to make charitable payments.

United Kingdom-Gosport: Personnel and payroll services

2018/S 123-279657

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Ministry of Defence
Defence Commercial HOCS4, Room 1.4.28 Centurion Building, Grange Road
Gosport
PO13 9XA
United Kingdom
Contact person: Donna Sutton
Telephone: +44 2392702046
E-mail: defcomrclcc-hocs4b@mod.gov.uk
NUTS code: UKJ35
Internet address(es):Main address: https://gov.uk/
I.2)Information about joint procurement

I.3)Communication

Access to the procurement documents is restricted. Further information can be obtained at: www.contracts.mod.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the following address:
Defence Commercial HOCS
Room 1.4.28, Centurion Building, HMS Sultan, Grange Road
Gosport
PO13 9XA
United Kingdom
Contact person: Donna Sutton
Telephone: +44 2392702046
E-mail: defcomrclcc-hocs4b@mod.gov.uk
NUTS code: UKJ35
Internet address(es):Main address: www.contracts.mod.uk

I.4)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5)Main activity

Defence

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Provision of Payroll Giving Scheme for Armed Forces Personnel

Reference number: 700000078: HOCS4_Payroll Giving

II.1.2)Main CPV code

79631000

II.1.3)Type of contract

Services

II.1.4)Short description:

The provision of a Payroll Giving Scheme to deliver a dependable, accurate and risk free service for Ministry of Defence Armed Forces Personnel to make charitable payments to Service Charities from pay.

II.1.5)Estimated total value

Value excluding VAT: 250 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:
II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKJ
Main site or place of performance:

South East (England)

II.2.4)Description of the procurement:

The Contractor must provide an agency service for a payroll giving scheme under the terms of, and in accordance with, the Finance Act 1986 as amended by subsequent Finance Acts and the Charitable Deductions (Approved Schemes) Regulation 1986 (Statutory Instrument 1986 nº 2211) for Armed Forces Personnel paid through Joint Personnel Administration (JPA) system.

The Contractor must assist the Authority in acceptance testing of electronic data transfer systems prior to delivery of the Contract requirements.

On assuming responsibility the Contractor must be able to accept information on all existing members, in an electronic format. This information is to form the basis of a dedicated database of MOD contributors to charities with a military association.

The Contractor must be able to receive details of all new joiners, leavers or contribution amendments in paper or electronic format, direct from the contributor’s charity concerned. The Contractor must then notify those details, including the amount to be donated, to the Authority, on a regular basis (at least monthly). This information is to be passed to the Authority using the USB originally received by the Contractor from the Authority with the monthly transaction details electronic format.

a) The Contractor’s system must be able to translate or convert electronic donor information provided by the Authority into a format that is acceptable for processing by the Contractor.

b) The Contractor must develop, maintain and follow a documented operational procedure for ensuring that Authority’s requirements are fully met.

The Contractor must be able to receive from the Authority the monthly transaction notification, containing details of all payments collected for the respective month, in a notepad format using a Pointsec encrypted USB along with the appropriate BACs payment. The format of data provided to the Contractor shall consist of the following: Employee Number, Surname, Initials, Charity Name, Pay Value, Employment Category.

The Contractor must pay beneficiaries within 14 days of receipt of the transaction notification.

The Contractor must maintain a full payment record facilitating the reconciliation of payments issued against payments received.

The Contractor must provide resolution of any queries raised by the Authority, individual donors or beneficiaries within 72 hours. Where this is not possible, updates must be provided to the Authority and if necessary the individual, every 48 hours, which will detail progress and the likely time-scale for resolving the query.

For clarification the Authority’s specific needs for the delivery of the requirements will be included in the Invitation to Tender documents.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 250 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 13/11/2018
End: 12/11/2023
This contract is subject to renewal: no

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged minimum number: 2

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

It is proposed to award an initial Contract for a minimum of 3 years duration with options to extend up to a total of 5 years, the structure and breakdown of the extension options will be detailed in the Invitation to Tender (ITT). Any Contract extensions awarded will be at the sole discretion of the Contracting Authority.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

The Authority intends to select for recommendation for Contract Award the Tender which provides the lowest price to the Authority and satisfies 5 other criteria, all of which will be detailed in the Invitation to Tender.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

The Contractor must provide an agency service for a payroll giving scheme under the terms of, and in accordance with, the Finance Act 1986 as amended by subsequent Finance Acts and the Charitable Deductions (Approved Schemes) Regulation 1986 (Statutory Instrument 1986 nº 2211) for Armed Forces Personnel paid through Joint Personnel Administration (JPA) system.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

Regulation 57 of the Public Contracts Regulations 2015 applies to the current procurement. For the purposes of meeting its obligations under the Regulations, the MOD requires all potential suppliers to complete the Statement Relating to Good Standing. This requires a signature on behalf of the company to confirm that none of the matters referred to in Regulation 57(1) and (3) (being grounds for mandatory exclusion) or in Regulation 57(4) and (8) (being grounds for discretionary exclusion) apply to the supplier.

Minimum level(s) of standards possibly required:

The MOD may disqualify any supplier from the procurement who has been convicted of any of the offences listed at Regulation 57(1) and (3) or where any of the situations in regulation 57(4) or (8) apply.

Any evidence of fraud, bribery, corruption or other dishonest irregularities in relation to this procurement procedure could result in your disqualification from the procedure.

Economic and financial capacity – means of proof required:

a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;

b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;

c) a statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator stated trading, as far as the information on these turnovers is available.

Additional information may be requested in the Invitation to Tender documents.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Full details of the evidence required and the evaluation criteria will be set out in the Invitation to Tender issued to qualifying HMRC certified Payroll Giving Agencies.

Minimum level(s) of standards possibly required:

An approved HMRC Payroll Giving Agency.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

The Contractor shall be responsible for monitoring his performance and shall provide the Designated Officer with full details of any aspects of his performance, which fail to meet the requirements of this Contract.

The Contractor shall attend progress and review meetings as reasonably requested by the Designated Officer.

All Contractor costs associated with attending progress and review meetings and the provision of progress reports and management information shall be borne by the Contractor.

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Restricted procedure
Accelerated procedure
Justification:

This is a Part B Service under PCR15 and will be advertised in the OJEU as well as the DCO. The new contract for Armed Forces Payroll Giving must be awarded by the 12.9.2018 to accommodate a minimum of 2 months transition between Contractors if appropriate, given the short procurement timeline and the absolute necessity for nil gap in delivery of the service, we are allowing a minimum of 15 days for Contractors to submit EOIs and subsequently a minimum of 15 days for Bidders to submit responses to the ITT.

IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 13/07/2018
Local time: 10:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 20/07/2018

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Tender must be valid until: 12/09/2018
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

Expressions of Interest (EOI) can only be accepted from Payroll Giving Agencies who are approved by HMRC; Payroll Giving Agencies are regulated by the Charities Deductions (Approved Schemes) Regulations 1986. Expressions of Interest are required by 1000 on 13.7.2018 via email to: defcomrclcc-hocs4b@mod.gov.uk

It is a condition of participation that EOIs must be accompanied by a letter (an electronic copy is acceptable) from HMRC confirming that the Supplier submitting the EOI is an approved Payroll Giving Agency; EOI without an accompanying HMRC letter will not be considered. Once a valid EOI is received a letter will be issued by the Authority for return 3 working days after EOI submission date (18.7.2018).

The contracting authority considers that this contract may be suitable for economic operators that are Small or Medium Enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.The Authority reserves the right to amend any condition related to security of information to reflect any changes in national law or government policy. If any contract documents are accompanied by instructions on safeguarding classified information (e.g. a Security Aspects Letter), the Authority reserves the right to amend the terms of these instructions to reflect any changes in national law or government policy, whether in respect of the applicable protective marking scheme, specific protective markings given, the aspects to which any protective marking applies, or otherwise. The link below to the Gov.uk website provides information on the Government Security Classification.

https://www.gov.uk/government/publications/government-security-classifications

Advertising Regime OJEU: This contract opportunity is published in the Official Journal of the European Union (OJEU), the MoD Defence Contracts Bulletin and www.contracts.mod.uk GO Reference: GO-2018626-DCB-12681741

VI.4)Procedures for review

VI.4.1)Review body

Ministry of Defence, C and C
Defence Commercial HOCS, Room 1.4.28 Centurion Building, Grange Road
Gosport
PO13 9XA
United Kingdom
Telephone: +44 2392702046
E-mail: defcomrclcc-hocs4b@mod.gov.uk

VI.4.2)Body responsible for mediation procedures

Ministry of Defence, C and C
Defence Commercial HOCS 4 TL, Room F10, Innsworth House, Imjin Barracks
Innsworth
GL3 1HW
United Kingdom
Telephone: +44 1452712612
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

26/06/2018

Enjoyed this post? Share it!