Workforce Management Solution Tender (ERP)

Workforce Management Solution Tender (ERP)

The Airport has recognised that the current Rostering, Time and Attendance solutions currently in place are not suitable for on-going future needs.

United Kingdom-Birmingham: Enterprise resource planning software package

2015/S 017-027789

Contract notice – utilities


Directive 2004/17/EC

Section I: Contracting entity

I.1)Name, addresses and contact point(s)

Birmingham Airport
Procurement Department, Diamond House
B26 3QJ Birmingham

Further information can be obtained from: Birmingham Airport
Internet address:

Specifications and additional documents (including documents for a dynamic purchasing system) can be obtained from: Birmingham Airport
Internet address:

Tenders or requests to participate must be sent to: Birmingham Airport
Internet address:

I.2)Main activity

Airport-related activities

I.3)Contract award on behalf of other contracting entities

The contracting entity is purchasing on behalf of other contracting entities: no

Section II: Object of the contract


II.1.1)Title attributed to the contract by the contracting entity:

Workforce Management Solution.

II.1.2)Type of contract and location of works, place of delivery or of performance

Main site or location of works, place of delivery or of performance: Birmingham Airport.

NUTS code UKG31

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s):

The Airport has recognised that the current Rostering, Time and Attendance solutions currently in place are not suitable for on-going future needs. The current solutions are very labour intensive, performed inconsistently across the organisation and provide limited functionality particularly for resource forecasting, modelling and reporting.
The Airport has identified an urgent need to improve rostering, time and attendance (RTA) within the Security Department and as a result the requirements reflect this; however the solution must be able to support RTA across the whole organisation. The Airport is therefore seeking to initially implement a solution to improve its approach to planning and managing resource within the Security Department, employing circa 250 employees, with a particular focus on management of the resources in the Central Search Area.
The new solution will then be introduced into other departments, taking a phased approach, with the rest of the business. It should be noted that whilst the Time and Attendance element of the solution will be rolled out across the entire organisation in time, the Rostering aspect will only be utilised in operational areas where shift working is the norm.
The new solution must perform the following high-level functions:
— Resource rostering and planning in alignment with predicted passenger throughput and required passenger throughput rates;
— Resource modelling and optimisation based on a number of business variables;
— Self Service functionality for managers and employees to view, create and update information relevant to Rostering and Time and Attendance;
— Time and Attendance management and reporting;
— Availability of accurate data and reports for decision-making, financial control and demonstration of regulatory and statutory compliance.
The implementation plan is expected to focus on the Security department initially (circa 205 employees), with a view to rolling out the solution to the wider operational areas of up to a total of 500 employees. These departments include, but are not limited to: Bussing, Engineering, Control Centre, and Airfield Operations.
In parallel to the system implementation, the Airport is looking to streamline its business processes and workforce planning and management. The company sees the procurement of the tool as the first step in this journey. The right tool and system needs to be able to highlight key areas where business changes would be required to achieve more efficient resource utilisation, and therefore be able to facilitate the bigger change process.
The objective of the procurement phase of the project is to procure a solution to support the high-level business requirements outlined above. Specifically, the solution will need to be able to:
— Maximise workforce efficiency within the context of existing constraints;
— Have the ability to undertake scenario planning so that opportunities for improved efficiencies can be identified;
— Automation of existing manual processes (RTA);
— Be supportable for a minimum period of 5 years;
— Be scalable up to an additional 20 %.
It is important to note that the Airport is looking to procure a solution that can be implemented ‘off the shelf’ with minimal customisation. The preference is for the business to review its own processes to enable the effective use of the tool to maximise the staff utilisation across the key functions and departments.

II.1.6)Common procurement vocabulary (CPV)

48451000, 48450000, 48400000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Information about lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Starting 1.10.2015 Completion 30.3.2015

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Any consortium must form a legal entity prior to entering into the contract.
Changes involving corporate restructuring which do not affect the criteria for qualitative selection initially established or involve other substantial modifications to the contract originally advertised will be permitted under this procurement.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

See ITT document.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and several liability.

III.1.4)Other particular conditions:

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: In support of the requirements of Article 54 of the Utilities Directive 2004/17 EC which are contained in Regulation 26 of the Utilities Contract Regulations 2006 conviction of criminal offences in the course of business (corruption, conspiracy, bribery, fraud and money laundering) will disqualify individuals from further participation in the procurement process.
Those organisations which are in administration, bankrupt, being wound up or which have not paid taxes or contributions to social security will also be disqualified from further participation in the procurement process.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: See PQQ document.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met: See PQQ document.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Some candidates have already been selected (if appropriate under certain types of negotiated procedures): no
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications or in the invitation to tender or to negotiate

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting entity:

IV.3.2)Previous publication(s) concerning the same contract


IV.3.3)Conditions for obtaining specifications and additional documents

Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

12.2.2015 – 12:00
IV.3.5)Language(s) in which tenders or requests to participate may be drawn up
IV.3.6)Minimum time frame during which the tenderer must maintain the tender
IV.3.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about European Union funds

VI.3)Additional information:

Birmingham Airport will not be liable for expenses and costs incurred by organisations in respect of the preparation and submission of expressions of interest and tender documentation.
Birmingham Airport reserves the right to modify or cancel this procurement exercise at any time. In such an event Birmingham Airport will not be liable for expenses and costs incurred by suppliers in respect of the preparation and submission of expressions of interest, initial tender proposals, subsequent tender proposals, final bids and any other activity related to this procurement exercise.
Should you wish to express an interest in this project then you should click on the hyper-link as follows:-

the following instructions should be as followed:-
1. Click on the hyper-link in the OJEU notice;
2. If you are not registered with In-Tend through Birmingham Airport. You will be required to complete all of the fields in yellow;
3. Once this has been done then click on the ‘register my company’ tab. Your company is now registered;
4. Click ‘Home’ tab;
5. Login to the system by entering your e-mail address and password;
6. Highlight ‘tender’ tab;
7. Click on ‘current’ tab;
8. Find the relevant PQQ that you are interested in accessing;
9. Click ‘view details’ tab;
10. Click on ‘PQQ’ tab;
11. Click on ‘download’ tab;
12. You will need to complete the questionnaire off-line;
13. In order to submit your PQQ response you will need to login to the system again (step 5) and follow the process as above through to step 10;
14. In order to submit your PQQ response click on ‘attach document’ tab;
15. Once you are content that all of your documents have been attached click on the red ‘submit return’ tab.
Completed PQQs must be submitted by 12:00 Noon on 12.2.2015.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Aggrieved parties who consider they have been harmed or at risk of harm should take action in the High Court.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:


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