Tender for HR Payroll CRM and ICT Helpdesk Single Platform

Tender for HR Payroll CRM and ICT Helpdesk Single Platform

The Council are anticipating that in the coming 2 years there will be a need to replace the following systems: CRM, IT Service Desk and possibly HR and Payroll.

United Kingdom-Irvine: Software supply services

2018/S 048-105639

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

North Ayrshire Council
Cunninghame House, Friars Croft
Irvine
KA12 8EE
United Kingdom
Contact person: Corporate Procureent
Telephone: +44 1294324730
E-mail: procurement@north-ayrshire.gov.uk
Fax: +44 1294324054
NUTS code: UKM93
I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.publictendersscotland.publiccontractsscotland.gov.uk/
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.publictendersscotland.publiccontractsscotland.gov.uk/
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: https://www.publictendersscotland.publiccontractsscotland.gov.uk/

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:

HR Payroll CRM and ICT Helpdesk Single Platform

Reference number: NAC-1091

II.1.2)Main CPV code

72268000

II.1.3)Type of contract

Services

II.1.4)Short description:

The Council are anticipating that in the coming 2 years there will be a need to replace the following systems: CRM, IT Service Desk and possibly HR and Payroll. As the technology exists to have these systems within a single environment which, in line with the Digital Strategy, would allow a single view of the customer as well as efficiencies in terms of integration and double entry. The Council views this as a strategic opportunity.

Recently the Council has implemented the Financial Management System Integra. This is not within the scope of this project.

The Council are looking for one or multiple suppliers to provide capabilities to support some, all and not limited, to the above functionality on a single platform.

II.1.5)Estimated total value

Value excluding VAT: 2 000 000.00 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)

II.2.3)Place of performance

NUTS code: UKM93
Main site or place of performance:

North Ayrshire Council.

II.2.4)Description of the procurement:

The council need to replace the following systems: CRM, IT Service Desk and possibly HR and Payroll. As the technology exists to have these systems within a single environment which, in line with the Digital Strategy, would allow a single view of the customer as well as efficiencies in terms of integration and double entry. The Council views this as a strategic opportunity.

Recently the Council has implemented the Financial Management System Integra. This is not within the scope of this project.

The Council are looking for one or multiple suppliers to provide capabilities to support some, all and not limited, to the above functionality on a single platform.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Technical / Weighting: 70
Cost criterion – Name: Cost / Commercial / Weighting: 30
II.2.6)Estimated value

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

Start: 02/07/2018
End: 01/07/2023
This contract is subject to renewal: yes
Description of renewals:

The resultant contract will be for a period of 5 years commencing w/b 2.7.2018 until July 2023, with the option to extend by up to a further 2 x 1 year periods.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

During the lifetime of the resulting contract other relevant council systems or applications may be considered for migration to the single platform model.

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:

If required by the member state, bidders are required to be enrolled in the relevant professional or trade registers within the country in which they are established.

Where it is required within a bidder’s country of establishment they must confirm which authorisation or memberships of the relevant organisation(s) are required in order to perform this service.

Bidders must confirm if they hold the particular authorisation or memberships.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

Bidders will be required to have a minimum “general” yearly turnover of 10 000 000 GBP for the last 2 years:

Bidders will be required to have a minimum yearly turnover of 5 000 000 GBP for the last 2 years in the business area covered by the contract.

Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up/started trading.

Minimum level(s) of standards possibly required:

It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

Employer’s (Compulsory) Liability Insurance = 10 000 000 GBP.

http://www.hse.gov.uk/pubns/hse40.pdf

Public Liability Insurance = 10 000 000 GBP.

Professional Indemnity Insurance = 2 000 000 GBP.

Cyber Insurance = 2 000 000 GBP.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Bidders will be required to provide a minimum of 2 examples, within the last 3 years that demonstrate that they have the relevant experience to deliver the services as described in Part II.2.4 of this Contract Notice. The experience provided will be for projects of a similar value, size and scope.

Unsatisfactory experience will result in a fail and exclusion from the tender process.

Bidders must provide 2 satisfactory references from 2 different contracts within the last 3 years on the reference templates provided in the Instruction to Tenders document. References should be completed and signed by previous customers for contracts of a similar nature, value scope and size. Completed reference templates must be uploaded into the general attachments area of the qualification envelope. If any of the referees score the bidder less than 3 the bidder will be excluded from the tender process.

Bidders will be required to confirm details of the technicians or technical bodies who they can call upon, especially those responsible for quality control.

Bidders will be required to demonstrate that they have (or have access to) the appropriate technical facilities, study and research facilities and quality measures to deliver the types of requirements detailed in II.2.4 in this Contract Notice.

Bidders will be required to confirm that they have (or have access to) the relevant supply chain management and tracking systems used by them to deliver the types of requirements detailed in II.2.4 in this Contract Notice.

Bidders will be required to confirm that they will allow checks to be conducted on their production and technical capacities and where necessary on the means of study and research facilities available to it and on the quality control measures employed.

a) Bidders will be required to confirm that they and/or the service provider have the following relevant educational and professional qualifications:

[Insert minimum requirements for educational and professional qualifications].

b) Bidders will be required to confirm that their managerial staff have the following relevant educational and professional qualifications:

[Insert minimum requirements for educational and professional qualifications].

Bidders will be required to confirm that they will employ environmental management measures that meet the following requirements:

[Insert minimum requirements for environmental management measures].

Bidders will be required to demonstrate that they have (or have access to) the relevant tools, plant or technical equipment to deliver the types of requirements detailed in II.2.4 in this Contract Notice.

Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.

Minimum level(s) of standards possibly required:

Quality Management Procedures:

1. the Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent); or

2. a quality management policy authorised by their Chief Executive or equivalent. Please see the ESPD Guidance documents in the Instruction to Tenderers document for full details.

Environmental Management Standards:

1. the Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate; or

2. an environmental management policy authorised by their Chief Executive or equivalent Please see the ESPD Guidance within the Instruction to Tenderers document for full details.

Health and Safety Procedures:

1. the Bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum; or

2. a Health and Safety policy authorised by their Chief Executive or equivalent, Full details are contained within the ESPD guidance form within the Instructions to tenderers document

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)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

Notice number in the OJ S: 2017/S 210-436191

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 06/04/2018
Local time: 12:00
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: 4 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 06/04/2018
Local time: 12:00
Place:

North Ayrshire Council.

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 payment will be used

VI.3)Additional information:

North Ayrshire Council have decided not to use Lots for this tender for the reason(s) stated below:

Nature of the contract not suitable for Lots.

Requires additional Contract Management resource which is not available.

Data Security Requirements appropriate to the delivery of Cloud / SAAS platform technologies.

ISO27001, ISO27002 or ISO27000 family of standards.

ISO27017 data security specific to cloud technologies.

ISO27018 data security specific to protecting personally identifiable information.

Business Continuity — ISO22301.

Satisfactory completion of North Ayrshire Council’s ICT Security Requirement based on our Information Governance Procurement Framework.

— Part 5: Hosting or Storing of an application and/or data by another party,

— Part 8: Procurement of an existing Supplier provided electronic application / system / database,

— Part 9: Internet Facing Application / System.

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 10182

For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

the Council has implemented a Community Benefits in Procurement Policy and is committed to maximising Community Benefits from its procurement activities in order to build economic, social and environmental conditions into the delivery of all Council contracts.

This tender process will follow the voluntary route.

Tenders are required to complete and sign the “Community Benefits Submission Template” and provide a method statement detailing how the Community Benefits will be delivered including details of the named contact in their organisation for Community Benefits.

Where the Council is of the opinion that Community Benefits will not be included at the tender stage as a contractual requirement then Community Benefits will be included on the basis of a voluntary arrangement.

Voluntary Community Benefits cannot be included as part of the evaluation at the award stage. However where an organisation is awarded a contract and has submitted voluntary Community Benefits then the Community Benefits may be incorporated into the contract award documentation as a key performance indicator.

“Community Benefits Information” will not be evaluated or taken into consideration at the tender award stage beyond the requirement that a response is required in the bidder’s Tender Submission.

Full details of Community Benefits requirements can be found in the “Community Benefits in Procurement Supplier Guidance uploaded in the PCS-T technical envelope.

The Community Benefits response must be submitted with the tender submission in the technical envelope of PCS-T. Please complete the relevant template provided in the technical envelope of PCS-T. Failure to complete the template for voluntary community benefits or failure to commit to provide the stated community benefits for core or non-core community benefits will lead to exclusion from the tender process.

(SC Ref:533729).

VI.4)Procedures for review

VI.4.1)Review body

North Ayrshire Council
Cunninghame House, Friars Croft
Irvine
KA12 8EE
United Kingdom
Telephone: +44 1294324730
Fax: +44 1294324054Internet address:http://www.north-ayrshire.gov.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:

08/03/2018

 

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