West Lothian Council Tender for Replacement HR and Payroll System

West Lothian Council Tender for Replacement HR and Payroll System

The council will welcome tender submissions from tenderers who supply solutions that are hosted either, externally in the “Cloud” or “On Premise”.

United Kingdom-Livingston: Payroll management services

2018/S 133-302945

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

West Lothian Council
West Lothian Civic Centre, Howden South Road
Livingston
EH54 6FF
United Kingdom
Telephone: +44 1506283296
E-mail: cpu@westlothian.gov.uk
Fax: +44 1506281325
NUTS code: UKM78
I.2)Information about 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

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:

Replacement HR and Payroll System

Reference number: CC7891

II.1.2)Main CPV code

79211110

II.1.3)Type of contract

Services

II.1.4)Short description:

West Lothian Council invite tenderers to submit tenders to replace the current HR and Payroll System. The council will welcome tender submissions from tenderers who supply solutions that are hosted either, externally in the “Cloud” or “On Premise”. The tender is divided into 2 lots:

Lot 1: Cloud Solution and

Lot 2: On Premise Solution, tenderers must provide tenders and costs in respect of either one, or, both of these lots. Only one award will be made following the overall evaluation of the tenders received for both Lots. The council will determine which lot to award based on an assessment of factors, including its available allocation of Capital and Revenue budget funding, and will not necessarily decide which lot to award on the basis of factors contained only within the tender documents and tenderers’ submissions. The council has an anticipated value of 800 000 – 1 000 000 GBP for the total contract value (including extensions) associated with any new system for the contract term.

II.1.5)Estimated total value

Value excluding VAT: 900 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for maximum number of lots: 2
Maximum number of lots that may be awarded to one tenderer: 1
II.2)Description

II.2.1)Title:

Replacement HR & Payroll System Lot 1 Saas (Cloud Solution)

Lot No: 1

II.2.2)Additional CPV code(s)

79211110

II.2.3)Place of performance

NUTS code: UKM78

II.2.4)Description of the procurement:

West Lothian Council invite tenderers’ to submit tenders to replace the current HR and Payroll System (Chris 21 and HR21). The solution must be accessible to all staff groups within an office environment or remotely from council supported or person devices. Lot 1 is for Cloud solutions only.

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

Value excluding VAT: 900 000.00 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:

2 x 24 months extension options available.

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 council has an anticipated value of 800 000 – 1 000 000 GBP for the total contract value (including extensions) associated with any new system for the contract term.

II.2)Description

II.2.1)Title:

Replacement HR & Payroll System Lot 1 WLC Hosted (On Premise Solution)

Lot No: 2

II.2.2)Additional CPV code(s)

79211110

II.2.3)Place of performance

NUTS code: UKM78

II.2.4)Description of the procurement:

West Lothian Council invite tenderers’ to submit tenders to replace the current HR and Payroll System (Chris 21 and HR21). The solution must be accessible to all staff groups within an office environment or remotely from council supported or person devices. Lot 2 is for On Premise solutions only.

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

Value excluding VAT: 900 000.00 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:

2 x 24 months extension options available.

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 council has an anticipated value of 800 000 – 1 000 000 GBP for the total contract value (including extensions) associated with any new system for the contract term.

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:

N/A

III.1.2)Economic and financial standing

List and brief description of selection criteria:

With reference to ESPD Q4B.5.1; It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below.

With reference to ESPD Q4B.6; West Lothian Council will use Dun and Bradstreet’s DBAi financial reporting system to assess the financial stability of tenderers. Tenderers’ with a Failure Score of 35 or above on the DBAi system will be deemed to have evidenced satisfactory financial stability. Please note that 35- (minus) will not be considered as having met this criteria. If a tenderer has a Failure Score of less than 35, the tenderer may be required to submit their last 3 years accounts.

In the event that the tenderer is not required to publish accounts and therefore does not have a Dun and Bradstreet or equivalent rating, tenderers should be able to provide financial accounts when requested. The council will then conduct an analysis of the accounts to ensure that there is no significant financial risk. Please note that if you intend on attaching 2 years accounts, these must include financial data over a 3 year period.

It is recommended that candidates review their own Dun and Bradstreet Score in advance of submitting their tender. If following this review tenderers consider that the Dun and Bradstreet Score does not reflect their current financial status, details of this should be provided, complete with evidence of a good high street credit rating (the equivalent of Dun and Bradstreet score 35) from a recognised credit referencing agency. The council will review any such information as part of the evaluation of Tenderer’s financial status.

In the event that a firm does not meet the financial criteria for consideration but has a parent company that does, the firm may still be eligible for consideration where their Tender Submission is supported by a Parent Company Guarantee.

Should after review of the financial evaluation the tenderer fail, then the tender submission may be rejected.

Minimum level(s) of standards possibly required:

Employers Liability — 10 000 000 (GBP)

Public Liability — 5 000 000 (GBP)

Professional Indemnity — 2 000 000 (GBP)

Product Liability — 5 000 000 (GBP)

III.1.3)Technical and professional ability

List and brief description of selection criteria:

With reference to ESPD Q4D; Bidders must hold the certificates or comply with the questions noted in ESPD 4D attached to http://www.westlothian.gov.uk/article/11428/Changes-to-Public-Procurement-Rules.

The HSE website will be checked for breaches. Should our H and S team not be satisfied with the outcome your tender will be rejected.

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

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: 04/09/2018
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

Tender must be valid until: 31/12/2018

IV.2.7)Conditions for opening of tenders

Date: 04/09/2018
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

Original contract period for 5 years with the option to extend up to 48 months in total. Possible recurrent procurement after the initial 5 years.

VI.2)Information about electronic workflows

Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.

Re: ESPD Q2B, complete information for all company directors, using home address.

TUPE – The incoming Contractor is responsible for obtaining legal and professional advice about relevant TUPE implications.

CONFIDENTIALITY – All information supplied by the Authority must be treated in confidence and not disclosed to third parties except

Insofar as this is necessary to obtain sureties or quotations for the purpose of submitting the tender. All information supplied by you to the

Authority will similarly be treated in confidence except:

(i) for any information required to be disclosed or otherwise provided by the Authority to any person in order to comply with the Freedom of

Information (Scotland) Act 2002 and any codes of practice applicable from time to time relating to access to public authorities’ information.

The Tenderer shall co-operate, facilitate, support and assist the Authority in the provision of this information. In the event the Authority is required to provide information to any person as a result of a request made to it under such Act and/or codes, the Authority shall adhere to the requirements of such Act and/or codes in disclosing information relating to this Agreement, the Project documents and the Contractor.

(ii) that references may be sought from banks, existing or past clients, or other referees submitted by the tenderers;

(iii) for the disclosure of such information with regard to the outcome of the procurement process as may be required to be published in the

Supplement to the Official Journal of the European Union in accordance with EU directives or elsewhere in accordance with the requirements of UK government policy on the disclosure of information relating to government contracts.

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 11197. 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 Community Benefits proposals provided by suppliers will not form part of the contract award criteria and will not be evaluated when determining the winning tender, but will require to be delivered as part of the contract.

(SC Ref:547722)

VI.4)Procedures for review

VI.4.1)Review body

West Lothian Council
West Lothian Civic Centre, Howden South Road
Livingston
EH54 6FF
United KingdomInternet address: http://www.westlothian.gov.uk/article/2468/Contract-Opportunities
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:

11/07/2018

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