SaaS Solution for Finance and HR

SaaS Solution for Finance and HR

The University of Edinburgh wishes to appoint a supplier to provide a Software as a Service (SaaS) based solution for the University’s Finance (including Procurement) and HR (including Payroll) ‘Core Systems’.

United Kingdom-Edinburgh: Information systems

2017/S 208-430817

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Edinburgh
EH1 1HT
United Kingdom
Contact person: Alison Johnson
Telephone: +44 1316502467
E-mail: alison.johnson@ed.ac.uk
NUTS code: UKM75
I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Education

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Core System Solution.

Reference number: EC0772

II.1.2)Main CPV code

48810000

II.1.3)Type of contract

Services

II.1.4)Short description:

The University of Edinburgh (the ‘University’) wishes to appoint a supplier to provide a Software as a Service (SaaS) based solution for the University’s Finance (including Procurement) and HR (including Payroll) ‘Core Systems’. Please refer to Section II.2.4 of this Notice for further definition around the scope of this procurement.

In accordance with Regulation 27(4) of The Public Contracts (Scotland) Regulations 2015, use of this procedure (competitive dialogue) is justified on the basis that the supplies and services cannot be sufficiently defined and require supplier technical design input. The complexity of this project and need to mitigate risk on technical, financial, legal and reputational dimensions, necessitates dialogue.

Bidders must self-certify adherence to selection and exclusion criteria via the ESPD on Public Contract Scotland — Tender (PCS-T). When completing the ESPD, bidders must have regard for the selection requirements detailed in Section III of this OJEU Notice.

II.1.5)Estimated total value

Value excluding VAT: 14 000 000.00 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)

48810000
48000000
72222300
64216200

II.2.3)Place of performance

NUTS code: UKM75

II.2.4)Description of the procurement:

The University will accept bids from suppliers who provide an end-to-end software and implementation solution as a single entity. The University will also accept bids from consortia (e.g. software suppliers and implementation partners working collaboratively) or any other bid comprising subcontractors or otherwise relying on the capacities of other entities.

The University has identified that investment in a solution to deliver a new Finance and HR system is critical. Additional modules such as Estates Management, Customer Relationship Management, Student Lifecycle Management, Research Management Systems, Document Management are currently seen as out of the ‘Core Systems’ scope. However, the University retains the ability, at its sole discretion, to explore these modules with the Qualified Bidder(s), i.e. those organisations selected (following ESPD stage) and invited by the University to participate in the dialogue stage. This will enable the University to (i) obtain further understanding of the Qualified Bidder(s) pipeline towards future innovation of the solution, and (ii) consider whether or not to incorporate such modules within the solution during the lifespan of the contract. All bidders should therefore be willing to provide the Core System’s scope together with the additional modules, if required.

Core Enterprise Business Systems, ‘Core Systems’, is defined as the central systems that support the HR, Finance, Payroll, and Procurement requirements of the University. However, the University would like to explore further modules, as outlined above. Such systems provide much of the core IT functionality to run the University’s professional services and administrative functions. These systems have received very little investment over the last 20 years, which has in turn resulted in an excessive amount of application proliferation as individual areas of professional services, Colleges or Schools have added, created or purchased their own business system.

As a result, we have a number of difficulties, e.g.:

— inconsistent data,

— widely differing user interfaces,

— high cost of maintenance,

— weak processes or missing processes

— an inability to produce consistent cross functional area management information and

— old systems with high and growing maintenance needs.

The estimated total order of magnitude of this contract is 14m GBP. This low accuracy estimation is based on: (i) the total 17-year contract term; (ii) annual renewal figures of the University’s current Finance and HR systems; and (iii) estimated implementation costs. At this stage, the University does not have sufficient information of all the systems across the estate (including those in addition to the Core Systems) which we are potentially looking to replace. The University has insufficient information of what a solution might entail, what the pricing structure would be and consequently cannot form a meaningful contract value estimate. It is therefore likely that the overall value of the opportunity will be higher than this estimate provided.

Under no circumstances will the University or any of its respective advisors be liable for any costs or expenses incurred by bidders and/or its respective advisors arising directly or indirectly from this procurement or termination thereof, including, without limitation, any changes or adjustments made to the procurement documentation, or the exclusion/disqualification of a bidder.

Any discussions and correspondence will be deemed strictly subject to contract until a formal contract is entered into. The formal contract shall not be binding until it has been signed and dated by the duly authorised representatives of both parties.

This project will NOT be divided in to lots due to its complexity.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 78
Cost criterion – Name: Cost / Weighting: 22

II.2.6)Estimated value

Value excluding VAT: 14 000 000.00 GBP

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

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

Initial 5-year contract with possible 3-year extensions (maximum of 4 extensions). Extension options will act as breakpoints for contract review and allow for any refresh of the HR and Finance system, including incorporation/refresh of further modules as stated in II.2.4 and II.2.11 of this Notice, should this be required.

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

Envisaged number of candidates: 8
Objective criteria for choosing the limited number of candidates:

Stages set out below:

Initial stage — ESPD pre-qualification:

The ESPD asks bidders general questions; when completing, bidders must have regard for the statements in this OJEU Notice and the ESPD Guidance document that detail specific requirements. Please note that full statements are available in ESPD Guidance document. Bidders must:

a) Pass the minimum standards in ESPD Sections 4A, 4B, and 4D in the PCS-T Qualification envelope. Statements for these questions can be found in the ESPD Guidance document and Sections III.1.1, III.1.2 and III.1.3 (‘Minimum level(s) of standards possibly required’) of this Notice.

b) Complete the scored ESPD Section 4C found in the PCS-T Technical envelope. Statements for these questions can be found in the ESPD guidance document and Section III.1.3 (‘List and brief description of selection criteria’) of this Notice. Section 4C will be scored as per the scoring methodology detailed below and must meet the minimum thresholds for each question, as set out below. We will take the highest scoring 8 QUALIFIED BIDDER(S) scoring 50 % and above for each question through to Invitation to Participate in Dialogue (ITPD) stage and they will then be invited to submit a Detailed Solution (ITDS). Should the number of suppliers scoring 50 % and above be less than 8, the maximum number of suppliers meeting this threshold will be invited to submit an ITDS.

Objective Criteria for Shortlisting — ESPD Section 4C scoring method:

0 — Unacceptable. Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability relevant to this criterion.

1 — Poor. Response is partially relevant but generally poor. The response shows some elements of relevance to the criterion but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/ capacity/capability.

2 — Acceptable. Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar nature.

3 — Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

4 –Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

Scored ESPD Section 4C question weighting:

4C.1.2 Experience Example 1 — should be reflective of the Higher Education sector (Minimum score 13.5 percent — maximum score 27 percent)

4C.1.2 Experience Example 2 — should be reflective of the Higher Education sector (Minimum score 10 percent — maximum score 20 percent)

4C.1.2 Experience Example 3 — should be reflective of any other example (Minimum score 10 percent — maximum score 20 percent)

4C.6 Educational & Professional Qualifications Statement (Minimum score 5 percent — maximum score 10 percent)

4C.8.1 Manpower Statement 1 (Minimum score 2.5 percent — maximum score 5 percent)

4C.8.1 Manpower Statement 2 (Minimum score 3 percent — maximum score 6 percent)

4C.12 Quality Control Statement (Minimum score 6 percent — maximum score 12 percent)

An indicative timetable:

Phase 1 — completion of ESPD — 28.11.2017 @ 17:00,

Phase 2 — issue of ITPD and ITDS to 8 qualified bidders — 21.12.2017 @ 12 noon,

Phase 3 — dialogue phase — commencement of Cycle 1 — 9.8.2018, Invitation to Submit Refined Solution (ISRS) to 4 qualified bidders — 3.9.2018 @ 12 noon,

Phase 4 — Invitation to Submit Final Tender (ISFT) to 2 qualified bidders — 22.10.2018 @ 12 noon

Contract award to successful supplier — 21 .12.2018.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

As part of the dialogue, additional purchase options e.g. (Estates Management, Customer Relationship Management, Student Lifecycle Management, Research Management Systems, Document Management) will be subject to dialogue. These options shall either be incorporated into the contract agreed between the University and the successful supplier, or the ability to add such purchase options shall be reflected in clear review clauses in such contract.

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

Economic operators may be excluded from this competition if there are any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.

Procurement documents will be held from publication in PCS-T for 48 hours from the time the OJEU Notice is sent to PCS. This will not affect project timescales.

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:

N/A.

III.1.2)Economic and financial standing

Minimum level(s) of standards possibly required:

ESPD 4B.1.1 Statement

Bidders will be required to have a minimum ‘general’ yearly turnover of 28 000 000 GBP for the last 3 years

ESPD 4B.3 Statement

Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up/started trading.

ESPD 4B.5.1 and 4B.5.2 Statement

It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below, as a minimum:

Employer’s (Compulsory) Liability Insurance = 5 000 000 GBP

Public Liability Insurance = 10 000 000 GBP

Professional Indemnity Insurance = 5 000 000 GBP

Product Liability Insurance = 5 000 000 GBP

The University retains the right to require higher levels of insurance coverage. This will be discussed with each supplier during the competitive dialogue process, provided that at all times the suppliers maintain the minimum levels of insurance coverage as stipulated above.

http://www.hse.gov.uk/pubns/hse40.pdf

SPD 4B.6 Statement 1:

Where the bidder is providing a submission on behalf of a subsidiary company, upon request, the bidder must obtain a Parent Company Guarantee prior to commencement of any subsequently awarded contract.

ESPD 4B.6 Statement 2:

Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations.

Bidders must provide their 3 most recent sets of annual audited accounts, including profit and loss information, and the following ratios:

Current Ratio

Quick Ratio

Debtors Turnover Ratio

Return on Assets

Working Capital

Debt to Equity Ratio

Gross Profit Ratio

A review of your ratios and audited accounts will be undertaken. In some cases this review may lead to an additional request for further financial information to help clarify any potential issues raised.

This information will be used to assess financial sustainability.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Below are summarised statements only. Bidders must refer to full statements in section 4C of the ESPD guidance document attached in PCS-T.

ESPD 4C.1.2 Statements

Bidders are required to provide three examples, within the last three years, which demonstrate that they have the relevant experience to deliver the services/supplies. All Consortia responses, for example, from manufacturers who are also partnering with an implementation partner (a consortium bid) should evidence their experience delivering a solution together as such consortium.

The three examples (2 examples should from Higher Education (HE) sector and a final example to any sector) should include the following:

Description of the project

Scope and scale of the implementation:

— Timescale from project initiation (post contract award) to project closure

— Delivery outcomes and benefits realised

— Approximate contract value

— Client

Bidders/consortia should provide reference details for each example, including contact name, company details and number.

ESPD 4C.6 Statement

The bidder should provide details of any professional qualifications / accreditations held by their organisation (as distinct from individual members of their staff) which they believe to be relevant to projects of similar size, nature and scale to the University’s requirements. Your answer may include, but is not limited to, certification or equivalent recognised standard to:

Cloud Security Alliance CCM v3.0

ISO 27017 Cloud Security.

ISO/IEC 20000/1 (ITIL)

ISO/IEC 27000/1:2013

UK Government Cyber Essentials

Cyber Essentials Plus

IASME Standards

ESPD 4C.8.1 Statements

All responses from manufacturers who are also partnering with an implementation partner (a consortium bid) should evidence their experience delivering a solution as such consortium.

Statement 1:

Bidders are required to demonstrate that they have appropriate human resources available to deliver the requirements of a contract of a similar size and scale to the University’s.

Bidders should detail the number of FTE (35 hour/week) staff or contractors, with knowledge and experience relevant and commensurate to projects of similar nature, size and scale as outlined in the supporting documents.

Statement 2:

The University requires the appropriate resources to be deployed, with the optimal level of skills, capabilities, experience and technical knowledge for the duration of the contract. Bidders must explain their current processes and practices to manage resources in order to deliver services that meet their customers’ requirements taking into account fluctuations in business levels and volume of work over the last 3 years.

In PCS-T, responses to ESPD 4C.1.2 (in section II.2.9) should be labelled clearly as attachments to this question. Responses for the remaining 4C questions should be clearly labelled and attached to the General Attachments area in PCS-T. Where multiple statements correspond to a single ESPD question, suppliers must have regard for all statements when submitting responses.

Minimum level(s) of standards possibly required:

ESPD 4D.1 Statements

Statement 1: Quality Management

The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO9001 (or equivalent).

Please note all statements set out below are to include the scope of applicability.

ESPD 4D.1.1 Statements

Statement 1: Quality Management

If the bidder does not hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS ENISO 9001 (or equivalent), the bidder must have the following:

A documented policy and procedures regarding quality management. The policy must set out responsibilities for quality management demonstrating that the bidder has and continues to implement a quality management policy that is authorised by their Chief Executive, or equivalent, and is periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for quality management throughout the organisation.

ESPD 4D.2 Statement

The Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate

ESPD 4D.2.1 Statement

If the bidder does not hold UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate, then the bidder must have the following:

A regularly reviewed documented policy and procedure regarding environmental management, authorised by the Chief Executive, or equivalent. This policy must include and describe the bidder’s environmental emergency response procedures including the preparedness and response procedures for potential accidents and emergency response situations that give rise to significant environmental impacts (for example hazardous substances spill control).

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:

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

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Competitive dialogue
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

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
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: yes
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: 28/11/2017
Local time: 17:00

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

Date: 21/12/2017

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
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

Estimated timing for further notices to be published:

Should the maximum number of extensions be exercised (5+3+3+3+3) this contract will be due for renewal in 2036.

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:

All queries relating to this procurement MUST be made through the PCS-T messaging portal. For further instructions please refer to the ESPD Guidance document attached to this project in PCS-T.

Information About Staff: With regards to part III.2.3,suppliers will only be required to submit this information upon request. Suppliers need NOT supply this information with their response to the ESPD.

Means of Proof: The University will require the certificates, statements and any other evidence of fulfilment of the selection criteria. It is envisaged that this documentation will be requested following down selection to 4 bidders and at any stage at the University’s discretion. Should documentation not be forthcoming or satisfactory,e.g. certification out of date or incorrect certification held, the University reserves the right to disqualify any Qualified Bidder(s) and invite the highest scoring Qualified Bidder(s) from the previous round to participate in the next stage of dialogue.

Modern Slavery Act 2015 and ILO Conventions: The University of Edinburgh is committed to protecting and respecting human rights and has a zero tolerance approach to slavery and human trafficking in all its forms. Bidders and subcontractors engaged in the delivery of this contract may be excluded if they have not met applicable social, environmental and labour obligations under national, EU, and international law (ESPD section 3D). This includes obligations for certain organisations under the Modern Slavery Act 2015 (available online at http://www.legislation.gov.uk/ukpga/2015/30/contents/enacted), as well as obligations listed in Annex X of Directive 2014/24/EU((available online at http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32014L0024&from=EN).

Bidders and/or relevant subcontractors may be required to provide statements and means of proof demonstrating their compliance with these obligations, which may include a request for the annual statement as provided for by section 54 of the Modern Slavery Act for organisations with a turnover of 36,000,000 GBP or over.

The University reserves the right at any time to:

— Reject any or all responses and to cancel or withdraw this procurement at any stage;

— Award a contract without prior notice;

— Change the basis, the procedures and the time-scales set out or referred to within the procurement documents;

— Require a bidder to clarify any submissions in writing and/or provide additional information (failure to respond adequately may result in disqualification);

— Terminate the procurement process; and

— Amend the terms and conditions of the selection and evaluation process.

The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 9425. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363

Other community benefits will be included Community benefits are included in this requirement. For more information see:

http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

The University intends to work in partnership with the Qualified Bidder(s) during dialogue to identify robust, relevant and proportionate community benefits which are intended to improve the economic, social or environmental wellbeing of Edinburgh city, the region and beyond. Such community benefits will need to support the vision and mission of the University of Edinburgh.

(SC Ref:516673).

VI.4)Procedures for review

VI.4.1)Review body

University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Edinburgh
EH1 1HT
United Kingdom
Telephone: +44 1316502508
E-mail: alison.johnson@ed.ac.ukInternet address:http://www.ed.ac.uk/schools-departments/procurement/supplying
VI.4.2)Body responsible for mediation procedures
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:

26/10/2017

 

Read More

Invitation to Tender for HR and Payroll System – Rochdale

Invitation to Tender – Payroll Management Services London

Payroll Services Tender Nottingham

Finance, HR and Payroll Software and Maintenance Tender

Contract for Cloud-based Customer Relationship Management Software

Enjoyed this post? Share it!