Tender for HR, Payroll and Finance System

Tender for HR, Payroll and Finance System

Fife Housing Group requires a fully integrated, single supplier HR, Payroll and Finance system that is either an on-premise solution or SaaS provisioned.

United Kingdom-Dunfermline: Software package and information systems

2016/S 222-404524

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Fife Housing Group
7 Pitreavie Court, Pitreavie Business Park
KY11 8UU
United Kingdom
E-mail: chris.shaw@shawc.co.uk
NUTS code: UKM22

I.2)Joint procurement

The contract is awarded by a central purchasing body


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

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Housing and community amenities

Section II: Object

II.1)Scope of the procurement


Integrated HR, Payroll and Finance System.

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Fife Housing Group (FHG) requires a fully integrated, single supplier HR, Payroll and Finance system that is either an on-premise solution or SaaS provisioned.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKM22
Main site or place of performance:

7 Pitreavie Court, Pitreavie Business Park, Dunfermline, Fife, KY11 8UU.

II.2.4)Description of the procurement:

A fully integrated, single supplier HR, Payroll and Finance system which is either on-premise or SaaS provisioned.

The high level requirements of the solution are:

* General Requirements *

— A fully integrated HR, Payroll & Finance System.

— A solution that is delivered as either a Software as a Service (SaaS) or On-Premise that is operated within the European Economic Area (EEA).

— Common functional requirements and System wide functions.

— The system should provide a set of Restful web based API’s to enable integration with other FHG owned systems.

— A system which can be integrated to AD for Single Sign On.

— A system that can hold and enable FHG to build additional and customised fields.

— Ability to easily customise and brand communications from the system.

— Ability to create user reports and dashboards to support quality analytics and business intelligence.

* HR Requirements *

— HR Core — employee records, job role, job history, training, organisation charts, onboarding, etc.

— Recruitment — Note: FHG currently operate recruitment using a manual system MS Word based.

— Candidate Application Processing.

— Streamlined, time saving and intuitive On-boarding recruited staff into business.

— Comprehensive Self-Service Features.

— Time and attendance.

— Absence management.

*Payroll Requirements *

— Manage different types payroll runs at any time during the month.

— Multiple employee payment methods and allowances.

— Supports multiple pay types e.g. SMP, SAP, SPP, OSP, PRP, etc.

— Electronic pay slips.

— Ability to make BACS and CHAPS payments outside of the payrun.

— Option to run Payroll using either in house staff or a Bureau service.

— Pensions e.g. Social Housing Pension Scheme, Local Government Pension Scheme, etc.

— RTI Compliance and integration.

— Needs to be able to receive pay instructions from the HR system, or other systems, to trigger variable payments.

— Payment of overtime etc. through information entered on the HR system.

* Finance Solution *

— Managing general ledger and GL coding structure.

— Debtors Ledger.

— Fixed Asset management.

— Easy to use and configure workflow.

— Electronic Purchase Order generation, management and reconciliation.

— Multiple ledgers.

— Cashbook functionality.

— Third party supplier portal.

— Purchase to Pay (P2P) functionality.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

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

Duration in months: 120
This contract is subject to renewal: yes
Description of renewals:

There would be three potential renewals, subject to satisfactory performance of the system and supplier. Each renewal would be for 2 years.

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

The contract is for a maximum of 10 years. The initial period would be up to 4 years (including implementation) with a possible 3 extensions of 2 years each.

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

III.1.2)Economic and financial standing

List and brief description of selection criteria:

Fife HG will carry out a Dunn & Bradstreet check on all applicants to confirm they are financially sound.

Minimum level(s) of standards possibly required:

The Dunn & Bradstreet rating required to pass this criteria is Average or above.

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
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.1.1)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: no
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: 23/12/2016
Local time: 09:00
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:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Tender must be valid until: 31/03/2017

IV.2.7)Conditions for opening of tenders

Date: 23/12/2016
Local time: 09:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

Minimum Levels of Insurance are as follows:

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

Public Liability Insurance = 5 000 000 or more (GBP)

Professional Indemnity Insurance = 2 000 000 or more (GBP)

Product Liability Insurance = 2 000 000 or more (GBP)

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site athttp://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=469733

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available athttp://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

The Contracting Authority does not intend to include a sub-contract clause in this contract.

(SC Ref:469733)

Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=469733

VI.4)Procedures for review

VI.4.1)Review body

Fife Housing Association
7 Pitreavie Court, Pitreavie Business Park
KY11 8UU
United Kingdom
Telephone: +44 1383606162
Fax: +44 1383606163Internet address:http://www.fifeha.org.uk
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:



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