Supply of Invoice Scanning and Data Capture Service

Supply of Invoice Scanning and Data Capture Service

To provide the supply of invoice scanning and data capture service.

United Kingdom-Huddersfield: Scanning and invoicing services

2017/S 212-440652

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

The Council of the Borough of Kirklees
Civic Centre 3, Market Street
Huddersfield
HD1 2EY
United Kingdom
Contact person: Mark Atkinson
Telephone: +44 1484221000
E-mail: mark.atkinson@kirklees.gov.uk
NUTS code: UKE44
Internet address(es):Main address: https://www.kirklees.gov.uk

Address of the buyer profile: https://www.yortender.co.uk

I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.yortender.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Supply of Invoice Scanning and Data Capture Service.

Reference number: KMCFRP-006

II.1.2)Main CPV code

79999000

II.1.3)Type of contract

Services

II.1.4)Short description:

Tenders are invited by the Council of the Borough of Kirklees (the ‘Council’) from Service Providers with relevant experience and ability to provide the supply of invoice scanning and data capture service (the ‘Services’). The Council operates a Shared Service Centre to manage certain operational tasks for the authority. A primary responsibility of the Shared Service Centre is payment of invoices to the Council’s creditors. The Council requires provision of an invoice scanning and data capture service to facilitate this function.

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)

79999100
48313000
79990000

II.2.3)Place of performance

NUTS code: UKE44
Main site or place of performance:

Kirklees.

II.2.4)Description of the procurement:

Tenders are invited by the Council of the Borough of Kirklees (the ‘Council’) from Service Providers with relevant experience and ability to provide the supply of invoice scanning and data capture service (the ‘Services’). The Service Provider will be required to undertake the following services (or any subsequent variation thereof):

a) Receipt of Documents

b) Scanning and Data Capture

c) Discrepancy Handling

d) Data and Image Export

e) Service Level Reporting

The Contract will initially run for a period of two (2) years with the successful economic operator, with the provision to extend for a further period, or for successive periods, up to 31st March 2023. The anticipated commencement date of the Contract is 1st April 2018.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Promotion of e-invoicing adoption / Weighting: 5 %
Quality criterion – Name: Reduction in invoice volumes / Weighting: 5 %
Quality criterion – Name: Achieving first time match rates / Weighting: 5 %
Quality criterion – Name: Integration with current systems / Weighting: 5 %
Price – Weighting: 80 %

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

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

The Contract will initially run for a period of twenty-four (24) months with the successful economic operator, with the provision to extend the Contract for a further period, or for successive periods, up to 31.3.2023.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
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

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:

List and brief description of conditions:

In accordance with: (i) Article 57 to 60 of Directive 2014/24/EU of the European Parliament and of the European Council; and (ii) Regulations 57 to 60 of the Public Contracts 2015 (SI 2015/102) (the ‘Regulations’), which require or permit the contracting authority not to select or to treat as ineligible, economic operators, the contracting authority reserves the right to exclude any economic operator whom they deem to not satisfy any criteria outlined within the scoring matrices contained within the standard selection questionnaire (‘SQ’) within the Service Providers’ Submission Document (i.e. File 2.0), which is available to download at: https://www.yortender.co.uk/procontract/supplier.nsf or is available at the address set out in Sections I.1) and I.3) of this Notice above.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

Finance –

See Section 4 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).

Economic operators must submit either a copy of the audited accounts for the most recent two (2) years if requested. If it cannot, then it must provide either:

a) a statement of the turnover, Profit and Loss Account/ Income Statement, Balance Sheet/ Statement of Financial Position and Statement of Cash Flow for the most recent year of trading for this organisation;

b) a statement of the cash flow forecast for the current year and a bank letter outlining the current cash and credit position; or

c) alternative means of demonstrating financial status if any of the above are not available (e.g. forecast of turnover for the current year and a statement of funding provided by the owners and/or the bank, charity accruals accounts or an alternative means of demonstrating financial status).

Economic operators must also confirm whether or not they are part of a wider group (e.g. a subsidiary of a holding/parent company), and if so must provide confirmation of:

a) the name of the organisation;

b) the relationship to the economic operator completing the SQ; the organisation’s company accounts (if available); and confirmation on whether or not this organisation would be willing to provide a guarantee if necessary, and if not would the economic operator be able to obtain a guarantee elsewhere (e.g. from a bank)

Insurance –

See Section 8.1 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).

Economic operators are asked to self-certify whether they already have, or can commit to obtain, prior to the commencement date of the Contract, the levels of insurance cover indicated below:

a) Employer’s (Compulsory) Liability Insurance 10 000 000 GBP (in relation to any one claim or series of claims);

b) Public Liability Insurance 10 000 000 GBP (in relation to any one claim or series of claims); and

c) Professional Indemnity Insurance 1 000 000 GBP (in relation to any one claim or series of claims.

Minimum level(s) of standards possibly required:

Finance

See Section 4 of the Selection Questionnaire (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf ).

The rationale applied will be economic operators being able to demonstrate an annual turnover of at least two (2) times the estimated annual value of the Contract, plus have made a net profit in the last two (2) accounting years. The anticipated value of the Services being procured by the contracting authority is approximately fifty thousand Pounds Sterling (50 000 GBP) per annum. Therefore, economic operators must demonstrate a minimum annual turnover of at least one hundred thousand Pounds Sterling (100 000 GBP) to pass, plus have made a net profit in the last two (2) accounting years. Failure by an economic operator to supply either a copy of the audited accounts for the most recent two (2) years or any one of the document listed in (a) — (c) in Section 4.1 of the SQ may also result in exclusion. Further, any answers which leads the contracting authority, acting reasonably, to conclude (considering the risk that the relevant answer suggests about the economic operator’s ability to properly perform the Contract) that it would be inappropriate to select the economic operator on this occasion may result in exclusion. In addition, if an economic operator indicates in Section 5 of the SQ that its parent or holding company is prepared to guarantee the performance of the economic operator’s company, the information provided in response to Sections 5.1 to 5.3 will be used in the financial assessment of the economic operator.

Insurance –

See 8.1 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf ).

Failure to indicate ‘Yes’ to any of the required insurances stated in Section 8.1 will result in exclusion.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Information and formalities necessary for evaluating if requirements are met:

Relevant experience –

Economic operators are asked to provide examples of relevant experience in accordance with the requirements set out within Section 6 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).

Minimum level(s) of standards possibly required:

Relevant experience –

See Section 6 of the SQ (available to download at: https://www.yortender.co.uk/procontract/supplier.nsf).

Pass — The Candidate has provided EITHER:

a) at least one example of a previous contract that meets the minimum requirements set out in Section 6, and demonstrates to the reasonable satisfaction of the contracting authority that the economic operator possesses the relevant general technical expertise and professional experience to be entrusted with the contracting authority’s Contract;

OR

b) a satisfactory reason as to why the economic operator is unable to provide any examples of previous contracts that are relevant to the contracting authority’s requirements under the Contract, and that meets the minimum requirements set out in Section 6.3 of the SQ.

HOWEVER, economic operators are asked to note that:

c) If economic operators need to use more than one example to demonstrate that they possess the relevant general technical expertise and professional experience, they may do so up to a maximum of three (3) examples.

d) The contracting authority reserves the right to confirm the accuracy of any information provided in response to Section 6 of the SQ with any named customer contact(s). Any replies from any named customer contact(s) which lead the contracting authority, acting reasonably, to doubt any significant representations made in the economic operator’s responses to Section 6 may result in exclusion.

Fail — The economic operator:

a) has failed to provide any examples of any previous contracts in response to Section 6 of the SQ;

AND

b) has failed to provide a satisfactory reason as to why they were unable to provide any examples;

c) the examples given in response to Section 6 of the SQ do not demonstrate to the reasonable satisfaction of the contracting authority that the economic operator possesses the relevant general technical expertise and professional experience to be entrusted with the contracting authority’s Contract.

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 performance of the Contract is subject to particular conditions, as detailed in the tender documents which are available to download at https://www.yortender.co.uk/procontract/supplier.nsf

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

Open procedure
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: 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: 07/12/2017
Local time: 13:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

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

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 07/12/2017
Local time: 13:00
Place:

The Council of the Borough of Kirklees, Civic Centre III, Market Street, Huddersfield HD1 2EY.

Information about authorised persons and opening procedure:

At least one (1) representative from Finance Management, Risk Performance and IT and one (1) Corporate Procurement Officer will open and record the electronic quotations received by the appointed time at the same time.

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:

The contracting authority considers that this Contract may be suitable for economic operators that are small or medium enterprises (‘SMEs’). However, any selection of economic operators will be based solely on the criteria set out for the procurement, and the Contract will be awarded on the basis of most economically advantageous tender.

The procurement documentation can be found at: https://www.YORtender.co.uk/procontract/supplier.nsf

VI.4)Procedures for review

VI.4.1)Review body

High Court of England and Wales
N/A
United Kingdom
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

In accordance with Regulation 86 (Notices of decisions to award a contract or conclude a framework), Regulation 87 (Standstill periods) and Chapter 6 (Applications to Court) of the Public Contracts Regulations 2015 (SI 2015/102), the contracting authority will incorporate a minimum ten (10) calendar day standstill period at the point that information on the award of the Contract is communicated to economic operators. This period allows any unsuccessful economic operator(s) to seek further debriefing from the contracting authority before the award of the Contract to the successful economic operators. Such additional information should be requested from the address at Sections I.1 and I.3 of this Notice above. If an appeal regarding the award of the Contract has not been successfully resolved, then the Public Contracts Regulations 2015 (SI 2015/102) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be started within thirty (30) days beginning with the date when the aggrieved party first knew or sought to have grounds for starting the proceedings had arisen. The Court may extend the time limited for starting proceedings where the Court considers that there is a good reason for doing so, but not so as to permit proceedings to be started more than three (3) months after that date. Where the Contract has not been awarded, the Court may order the setting aside of the award decision or order the contracting authority to amend any document and may award damages. If however the Contract has been awarded, the Court may only award damages or, where the contract award procedures have not been followed correctly, declare the Contract to be ineffective.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

03/11/2017

 

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