Supply Enterprise Resource Planning Services to Police and Councils

Supply Enterprise Resource Planning Services to Police and Councils

To provide a replacement for an existing Oracle ERP system within Surrey Police, a SAP ERP system in Sussex Police and a non-integrated mixture Peoplesoft, Aptos, WCN Recruitment.

United Kingdom-Guildford: Enterprise resource planning software package

2015/S 158-290912

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Office of the Surrey Police and Crime Commissioner
N/A
PO Box 412, Surrey
For the attention of: Claire Sibley
GU3 1BR Guildford
UNITED KINGDOM
Telephone: +44 1483631964
E-mail: claire.sibley@surrey.pnn.police.uk

Internet address(es):

General address of the contracting authority: http://www.surrey.police.uk/

Address of the buyer profile: https://uk.eu-supply.com/ctm/Supplier/CompanyInformation/Index/30091

Electronic access to information: https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=13267&B=BLUELIGHT

Electronic submission of tenders and requests to participate: https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=13267&B=BLUELIGHT

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

Body governed by public law

I.3)Main activity

Housing and community amenities
Social protection

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

The Police and Crime Commissioner for Cleveland

The Police and Crime Commissioner for Cumbria

The Police and Crime Commissioner for Devon and Cornwall

The Police and Crime Commissioner for Dorset

The Police and Crime Commissioner for Dyfed-Powys

The Police and Crime Commissioner for Essex

The Police and Crime Commissioner for Gloucestershire

The Police and Crime Commissioner for Greater Manchester Police

The Police and Crime Commissioner for Kent

The Police and Crime Commissioner for Lancashire

The Police and Crime Commissioner for Lincolnshire

The Police and Crime Commissioner for Merseyside

The Police and Crime Commissioner for Northumbria

The Police and Crime Commissioner for North Yorkshire

The Police and Crime Commissioner for Surrey

The Police and Crime Commissioner for Sussex

The Police and Crime Commissioner for Thames Valley Police

The Police and Crime Commissioner for Warwickshire

The Police and Crime Commissioner for West Mercia

The Police and Crime Commissioner for West Midlands

The Police and Crime Commissioner for West Yorkshire

The Police and Crime Commissioner for Wiltshire

City of London Police

Police Service for Scotland

Police Service for Northern Ireland

East Sussex Fire Authority

Surrey Fire and Rescue Services

Surrey County Council

East Sussex County Council

Surrey Heath Borough Council

Epsom & Ewell Borough Council

Tandridge Borough Council

Elmbridge Borough Council

Crawley Borough Council

Woking Borough Council

Hastings Borough Council

Surrey University

Section II: Object of the contract

II.1)Description

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

Provision of ERP 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: Surrey, Sussex and Thames Valley.

NUTS code UK

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: 2

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 120 000 000 GBP

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

Provision of Enterprise Resource Planning Services
The PCC for Surrey is inviting expressions of interest, through the completion of a pre-qualification questionnaire (PQQ), for potential bidders wishing to tender to provide a replacement for an existing Oracle ERP system within Surrey Police, a SAP ERP system in Sussex Police and a non-integrated mixture Peoplesoft, Aptos, WCN Recruitment and Capita DMS in Thames Valley Police.
General functionality required will include:
— Advanced user interface to enable operational staff to access key functionality easily. This will include the capability to access all relevant functions from one screen (or portal), self service functionality, same look and feel across functional areas, interactive and contextual help, graphical representation of data and easy access and extraction of data.
— Mobile access for users to support self-service including clock-in and clock-out.
— Maintenance of system structures and workflows without the aid of specialist support to update the solution to effect organisational and business changes.
— Full integration across the core business areas of HR (including Learning and Development and Payroll), Finance (including Fleet and Procurement) and Duties to enable cross functional transactions without the duplication or re-entry of data. If these are not within a single product, then Surrey, Sussex and Thames Valley Police would look for seamless integration of and data across any resulting product set.
— Access to legacy data from the existing Oracle and SAP systems.
— Support the operation of two or more organisations forces jointly and individually, including multiple organisation accounts and separate terms and conditions associated with each organisation.
— Support long term forecasting through the ability to model against current data and show the impacts.
The ERP functionality required will include:
— HR functionality, to include:
— Recruitment Management
— Core HR Management
— Employee Self Service (including change of HR and bank details, requesting leave, booking training course, payslips)
— Manager Self Service (including approval of leave, training)
— Performance Management
— Learning and Development Management (including full training admin, link to skills and integration of external e-learning)
— Talent Management
— Workforce Planning
— Payroll
— Reporting
— Duties functionality, to include:
— Set up of working patterns
— Absence Management
— Self service attendance recording and duty change requests (with approvals)
— Automatic overtime recording, workflows for approval and payment
— Demand Management
— Resource/operations planning
— Visibility of skills and resource availability
— Ability to support teams made-up from both organisations each with separate terms and working arrangements
— Integration with command and control solutions
— Finance functionality, to include:
— General Ledger and Financial Reporting
— Cash Management, Banking and Treasury
— Budget Setting and Monitoring including Fleet
— Accounts Receivable
— Asset Management, including stock management for Fleet and non-fleet items and disposal and decommission
— Expenses
— Self service expense completion, workflows for approval and payment.
— Accounts Payable
— Self service requisitions, workflows for approval and purchase order creation, including support for vehicles and associated parts
— Punch-out and catalogue support including NPPH
— Purchase Order Processing
— Self service receipting
— Vendor performance reporting
— Fleet maintenance
— Fleet administration, including insurance, tax, fuel card management
— Consolidation and reporting of data within core ERP functions and across all functions of the solution.
— Fully integrated Occupational Health functionality is desirable.
Interfaces required will include but not be limited to:
— National Police Procurement Hub (NPPH)
— Centurion
— MG10 (court availability for attendance)
— HMRC/RTI
— BACS
— Microsoft product suite, including Exchange, Word and Excel
Customers of this framework will be able to call-off one or more elements of functionality from above.
The pre-qualification questionnaire is available via:

https://bluelight.eu-supply.com/

Ongoing development and review of outcomes throughout the Framework is required to ensure that the outcomes are suitable for the Shared Business Service. This will require a collaborative approach to developing and reviewing outcomes over the life of the Framework.
Extensions will be at the sole discretion of the Police and Crime Commissioner for Surrey (on behalf of, and in conjunction with the PCC for Sussex and the PCC for Thames Valley) and subject to annual reviews of performance and funding.

II.1.6)Common procurement vocabulary (CPV)

48451000, 48440000, 48443000, 48444000, 48450000, 48611000, 72212450, 72212451, 72263000, 72212440, 72212441, 72212442

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:

The Framework Term shall be 2 years with the option to extend for 2 further 12 month periods making the maximum possible Framework Term of 4 years. The Framework is open to all other organisations as specified in II.1.5 above.
Estimated value excluding VAT: 120 000 000 GBP

II.2.2)Information about options

Options: no

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: 12 (from the award of the contract)

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

Duration in months: 024 (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:

No deposits will be required but where applicable the successful tenderer (or in the case of a consortium bid, each member of the consortium) may be required to provide a parent company guarantee or alternative performance bond.
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:

No special legal form is required but if a contract is awarded to a consortium, the Contracting Authority may require the consortium to form a legal entity before entering into a Contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Framework will be subject to Surrey Police Terms and Conditions of Contract as made available as part of the ITT.
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: Participants will be assessed in accordance with the Public Contracts Regulations 2006. The objective of the Pre-Qualification process is to assess the response to the Pre-qualification questionnaire and select potential Suppliers to proceed to the next stage of the procurement. The PQQ will be assessed against the criteria with weighting as indicated in the Pre Qualification Questionnaire. The procurement documentation can be found at:

https://bluelight.eu-supply.com/

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Participants will be assessed in accordance with the Public Contracts Regulations 2015. The objective of the Pre-Qualification process is to assess the response to the Pre-qualification questionnaire and select potential Suppliers to proceed to the next stage of the procurement. The PQQ will be assessed against the criteria with weighting as indicated in the Pre Qualification Questionnaire. The procurement documentation can be found at

https://bluelight.eu-supply.com/

The Contracting Authority requires an economic operator to satisfy minimum levels of economic and financial standing as stated in the PQQ document.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Participants will be assessed in accordance with the Public Contracts Regulations 2015. The objective of the Pre-Qualification process is to assess the response to the Pre-qualification questionnaire and select potential Suppliers to proceed to the next stage of the procurement. The PQQ will be assessed against the criteria with weighting as indicated in the Pre Qualification Questionnaire. The procurement documentation can be found at

https://bluelight.eu-supply.com/

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 12
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:

JPS211

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

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

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

14.9.2015 – 12:00

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

28.9.2015

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

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 contracting authority considers that this Framework 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, and the Framework will be awarded on the basis of the most economically advantageous tender.
As per Section II.1.2, location of works, the framework will be with Surrey PCC. Call of contracts will be located based on awarding Customer throughout the UK.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

13.8.2015

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