Supply of Time and Attendance System
The Authority utilises a time and attendance/ rostering system for operational emergency fire-fighters and officers.
United Kingdom-Birmingham: Electronic timekeeping systems
Section I: Contracting authority
I.1)Name and addresses
VAT No 281 2856 47
99 Vauxhall Road, Nechells
Contact person: Liz Davies
Telephone: +44 1213806166
NUTS code: UK
Main address: http://www.wmfs.net
Address of the buyer profile: https://uk.eu-supply.com/ctm/Company/CompanyInformation/Index/34952
I.4)Type of the contracting authority
Section II: Object
Supply of Time and Attendance / Rostering system.
II.1.2)Main CPV code
II.1.3)Type of contract
The Authority utilises a time and attendance/ rostering system for operational emergency fire-fighters and officers, fire control personnel that handle emergency calls from the public, support staff in functions such as ICT, Finance, HR, cooks, cleaners and security staff. A new system is required that would allow more flexibility to the Authority by providing operational emergency employees the capability to allocate their own shifts and perform shift swapping. The system procured will also need to demonstrate that all existing shift patterns and the flexitime plus scheme in operation for support staff can be managed and that it can be interfaced with other Fire Service systems such as Oracle HRMS and Oracle Pay. Access would be via desktop PC’s, web browsers and mobile devices, and have the flexibility to cope with future alterations to shift patterns.
II.1.5)Estimated total value
II.1.6)Information about lots
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
II.2.4)Description of the procurement:
Economic Operators must be experienced in the field of time and attendance/ rostering systems and be able to demonstrate its technical competence.
Economic Operators should also have or be prepared to obtain 5 000 000 GBP public and products liability, 5 000 000 GBP employer’s liability and be able to prove their financial stability. Economic Operators that cannot meet the requested turnover of 290 000 GBP must be able to provide a guarantee from either a parent company or bank, failure to demonstrate this will result in a bid being rejected.
The Authority is conducting this procurement using the Competitive Procedure with Negotiation in accordance with the requirements of the Public Contracts Regulations 2015 for the purpose of procuring a time and attendance/ rostering system.
The Authority reserves the right to award a contract, using the evaluation criteria set out in the Invitation to Tender (ITT), based on an initial tender received and not carry out any negotiation. Therefore initial tenders should be capable of acceptance by the Authority.
Qualitative Selection Questionnaire’s (PQQ) must be submitted 1st for this procurement by the date and time below. The Authority will take forward to the initial bid stage between 3 and 8 (or more in the event of a tied bid or bids) top scoring tenderers at this stage.
Successful Tenderer’s will have their initial bids evaluated against minimum requirements and the award criteria as per the ITT. Between 3 and 7 (or more in the event of a tied bid or bids) top scoring tenderers at this stage will be asked to take part in negotiations. There will be further negotiation rounds at the Authority’s discretion until the negotiation is closed upon which final tenderers will be invited, which cannot be negotiated on.
Contract award is anticipated to be at the beginning of October 2016, implementation of a new system is to commence before the end of October 2016 with a go live date for the new system across the Authority 1.4.2017 (All dates subject to contract signing).
The Authority reserves the right to abandon or discontinue the procurement at any stage and not to award a contract.
If you would like to be considered for this contract please download, complete and return the tender documentation for this opportunity via the EU Supply portal, which can be located by clicking and following this link: https://uk.eu-supply.com/login.asp?B=BLUELIGHT If you are not already registered as a supplier with EU Supply this process will need to be completed before the tender opportunity can be accessed. Registration can be completed by clicking on the tab on the EU Supply homepage ‘New Supplier Registration’ and following the instructions on screen.
Closing date and time for completed Qualitative Selection questionnaires is 13.6.2016 at 12:00. Any applications that are not uploaded to EU Supply by this deadline will not be considered.
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
II.2.9)Information about the limits on the number of candidates to be invited
In accordance with best procurement practice, EU and UK Procurement Directives and Regulations, the Authority is seeking to choose a tenderer by competitive tender through the Competitive with Negotiation Procedure for the provision of a time and attendance/ rostering system.
II.2.10)Information about variants
II.2.11)Information about options
Option to extend contract term by 1 period of 12 months.
II.2.13)Information about European Union funds
Section III: Legal, economic, financial and technical information
III.1.2)Economic and financial standing
III.1.3)Technical and professional ability
III.2.2)Contract performance conditions:
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.5)Information about negotiation
IV.1.8)Information about the Government Procurement Agreement (GPA)
IV.2.2)Time limit for receipt of tenders or requests to participate
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:
Section VI: Complementary information
VI.1)Information about recurrence
VI.2)Information about electronic workflows
It is hoped that the following outcomes will be achieved through the implementation of a new system:
— Increase personal accountability through individual management;
— Create a flexible workforce through a flexible system;
— Develop a modern approach to time and attendance/ rostering management utilising instant messaging and real time visible data to aid in local and strategic decision making;
— Develop a system that is more compatible with a wide range of devices;
— Create a simplistic approach that increases productivity and reduces time spent on inputs.
West Midlands Fire Service
VI.5)Date of dispatch of this notice: