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
Section I: Contracting authority
I.1)Name and addresses
7 Pitreavie Court, Pitreavie Business Park
NUTS code: UKM22
Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11022
I.4)Type of the contracting authority
Section II: Object
Integrated HR, Payroll and Finance System.
II.1.2)Main CPV code
II.1.3)Type of contract
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.1.6)Information about lots
II.2.2)Additional CPV code(s)
II.2.3)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.2.7)Duration of the contract, framework agreement or dynamic purchasing system
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
II.2.11)Information about options
II.2.13)Information about European Union funds
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.1.2)Economic and financial standing
Fife HG will carry out a Dunn & Bradstreet check on all applicants to confirm they are financially sound.
The Dunn & Bradstreet rating required to pass this criteria is Average or above.
III.1.3)Technical and professional ability
III.2.3)Information about staff responsible for the performance of the contract
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.8)Information about the Government Procurement Agreement (GPA)
IV.2.2)Time limit for receipt of tenders or requests to participate
IV.2.4)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
IV.2.7)Conditions for opening of tenders
Section VI: Complementary information
VI.1)Information about recurrence
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.
Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=469733
7 Pitreavie Court, Pitreavie Business Park
Telephone: +44 1383606162
Fax: +44 1383606163Internet address:http://www.fifeha.org.uk
VI.5)Date of dispatch of this notice: