Supply Financial Planning Software Tool for Kent Schools and Academies

Supply Financial Planning Software Tool for Kent Schools and Academies

The support service centres on a Financial Planning Tool which provides the ability for a school to plan, set and monitor budgets, with a facility to create further budget scenarios. Currently the tool is an in house developed Excel spreadsheet that has become increasingly complex, is not sufficiently robust and is time consuming to maintain and support.

United Kingdom-Maidstone: Software supply services

2014/S 232-408741

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Kent County Council
County Hall
For the attention of: Mr Phil Lamacraft
ME14 1XQ Maidstone
UNITED KINGDOM
Telephone: +44 3000410248
E-mail: procurement@kent.gov.uk

Tenders or requests to participate must be sent to: SS14 72 Financial Planning Tool for Schools and Academies
Internet address: www.kentbusinessportal.org.uk

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

Section II: Object of the contract

II.1)Description

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

SS14 72 Financial Planning Tool for Kent Schools and Academies.

II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase

NUTS code UKJ4

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)

Kent County Council Schools Financial Services team sells a Financial and Support Service to schools and academies within Kent and Medway. The support service centres on a Financial Planning Tool which provides the ability for a school to plan, set and monitor budgets, with a facility to create further budget scenarios. Currently the tool is an in house developed Excel spreadsheet that has become increasingly complex, is not sufficiently robust and is time consuming to maintain and support. The Schools Financial Services Team and customers they support are happy with the functionality of the tool; however an off the shelf product which continues to meet the needs, and is more robust and stable is now required. The requirement for continued public sector efficiencies remains at the forefront of strategic planning, and the Schools Financial Services section is no different in this respect. As a result, the Council is seeking tenders for a fully encompassing, effective and efficient financial management tool, that can be utilised for both council funded schools and academies.
The solution will be required to deliver the following high-level requirements:
1. Ability to plan, set and monitor school and academy budgets.
2. Ability to calculate salary cost using a number of salary pay schemes including the current Kent Range Scheme.
3. To be compatible with school accounting systems, including SIMS FMS6, PS Financials and Corero.
4. Ability to comply with the Council’s/DfE/EFA financial returns and requirements.
5. Ability for the council to access, with appropriate permission, individual school’s financial data.
6. Draft financial plans must be stored to a minimum level of IL2.
7. Delivery to individual schools without the need for software to be individually deployed, but with each school having a unique identifier.
Further requirements are detailed in the Invitation to Tender documentation.
The majority of KCC funded schools will utilise this solution. Academies and other LA maintained schools will also be able to purchase this tool as is the current practice. Schools Financial Services will provide training and a skills support service for all users, although technical support will be required from the provider. The use of the product to schools/academies within this solution is to be controlled by the Schools Financial Services and the provider will be required to enter into a non-competition agreement with the Council, and agree to provide technical support for any new educational establishments that are added to the solution. Therefore an appropriate licensing model is required.

Potential providers are invited to express an interest and download the documentation from the Kent Business Portal (www.kentbusinessportal.org.uk) If the provider is not already registered on the portal, registration will be required. Expressions of interest cannot be submitted by any other means.

II.1.6)Common procurement vocabulary (CPV)

72268000

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:

Estimated value excluding VAT: 250 000 GBP

II.2.2)Information about options

Options: no
II.2.3)Information about renewals

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

Duration in months: 24 (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:
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:
III.1.4)Other particular conditions
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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgement which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j)has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.
III.2.2)Economic and financial ability
III.2.3)Technical capacity
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

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:

SS14 72

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

8.1.2015 – 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

in days: 90 (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

VI.3)Additional information

Expressions of Interest can only be made via www.kentbusinessportal.org.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:

28.11.2014

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