?Invoice Management Tender

Invoice Management Tender

Thames Water seeks to award a Framework Agreement for “Invoice Management” service.
Please contact Thames Water Procurement support centre.

UK-Reading: Scanning and invoicing services

2013/S 024-037604

Contract notice – utilities


Directive 2004/17/EC

Section I: Contracting entity

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

Thames Water Utilities Limited
Procurement Support Centre – 3rd Floor East, C/O Mail Room, Rose Kiln Court
RG2 0BY Reading
E-mail: procurement.support.centre@thameswater.co.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Main activity

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:

FA1037 Invoice Management
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Whole of Thames Water region.
NUTS code
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 3
Duration of the framework agreement

Duration in months: 60

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

Thames Water seeks to award a Framework Agreement for “Invoice Management” service.
Please contact Thames Water Procurement support centre (procurement.support.centre@thameswater.co.uk) for a copy of the PQQ documentation “Invoice Management PQQ – 2013 – Project Ref. 1037.

Sections in this document. Section 1 – 7, describe the minimum level capability.
Questions 1.1 – 1.9 will be scored against weighted criteria.

II.1.6)Common procurement vocabulary (CPV)

79999000, 48311000, 72512000, 79999100, 79999200

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

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Information about lots

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Information to be provided in the invitation to negotiate.
II.2.2)Information about options

Options: yes
Description of these options: Any agreement awarded would be for an initial duration of 3 years, with options to extend annually up to a maximum overall term of 5 years.
Provisional timetable for recourse to these options:
in months: 60 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Bonds and/or parent company guarantees of performance and financial standing may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

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

Consortia may be required to form a legal entity prior to any award.
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: As detailed in section VI.3 and PQQ.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in section VI.3 and PQQ.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met: As detailed in section VI.3 and PQQ.
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

Time limit for receipt of requests for documents or for accessing documents: 14.2.2013 – 12:00
IV.3.4)Time limit for receipt of tenders or requests to participate

15.2.2013 – 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

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information:

Format for requested participation.
All suppliers who wish to respond to this OJEU notice, must request a ‘pre-qualification questionnaire’ (PQQ) document. The PQQ will be available from 31.2.2013 and should be requested via email from (procurement.support.centre@thameswater.co.uk) no later than 14.2.2013.

Further instructions for bidders are within the PQQ.
Variants will be accepted, if submitted in addition to a compliant bid.
We intend to invite up to 12 respondents to tender for this contract. Weighted selection criteria will be used to evaluate the responses to the PQQ, as set out in the PQQ:
Contracts will be under English law.
Note: Please read all questions in this notice AND the PQQ document. All questions must be answered.
Thames Water Utilities Limited reserves the right to require further information or clarification from an applicant before considering its response.
Thames Water Utilities Limited reserves the right to exclude an applicant from the procurement process if it is subsequently determined that any information supplied was inaccurate, incomplete or untrue and was relied on for selection purposes.
Thames Water Utilities Limited reserves the right to make no award as a result of this procurement process. Except for framework agreement, if any, concluded with the successful tenderer, nothing in the procurement process shall create a contract, whether express or implied, between Thames Water Utilities Limited and any applicant.
Thames Water Utilities Limited (including its employees and advisers) does not make any representations, warranties or other commitments, whether express or implied, in relation to the accuracy, adequacy or completeness of the information provided to applicants in this Contact Notice or otherwise in connection with this tender, except as may be specifically agreed in any contract concluded at the end of this tender process.
Thames Water Utilities Limited may disclose any information if required to do so by any applicable laws or regulations (including but not limited to, the Environmental Information Regulations 2004 and the Freedom of Information Act 2000, to the extent that these may now or in the future apply to Thames Water Utilities Limited), any requirements or guidelines of any competent regulatory body, and any order of any court of competent jurisdiction.
Applicants are required to respond directly to this Notice and the PQQ. Responses should consist of a maximum of 20 pages (40 sides) of A4 paper. Accounts and copies of certificates may be appended to the main body of the response. Applicants should submit one copy on CD Rom/USB stick. The envelope must be clearly marked with project number (FA1037). Storage is limited, and applicants are requested not to use lever arch folders or other bulky bindings, or to submit more than one copy. Applicants should not include non-requested sales literature with their applications. Packages weighing more than 10kgs cannot be accepted. Companies who are invited to negotiate may be required to demonstrate their services in practical trials or presentations at no cost to Thames Water Utilities Limited. Applicants who fail to supply all of the information requested in response to this Notice risk elimination. The contents of this Notice are sufficient for submissions of pre-qualification data; all other communications are discouraged.
Applications must be clear and concise and contain all the information requested in this notice. The format of supplier’s responses must be such that each point is restated and immediately followed by the supplier’s answer.
Selection Criteria:
Economic operators to whom Regulation 26(5) of the Utilities Contracts Regulations are ineligible for selection.
Applicants are required to certify that none of the circumstances specified in Regulations 26(1) and 26(5) of the Utilities Contracts Regulations applies to the applicant.
Applicants are required to provide details of any court judgments and prosecutions within the last 3 years
Financial and Economic Capacity, to include for example:
– robust balance sheet – question 1.1
– funding capability – questions 1.2
Technical / Professional Ability, to include for example:
– relevant experience – questions 2.2, 2.4, 2.5 and 2.6
– sufficient capacity and operating model – questions 2.4 and 2.8
– robust quality assurance procedures
– effective, implemented health and safety policy – question 2.10
1 Financial and Economic Capacity:
1.1 Supply audited accounts for the previous 2 years, where this is not possible (new organisation/joint venture), applicants must provide business plan information covering a 2 year period.
1.2 Provide evidence of turnover, which must be in excess of GBP 5 m.
1.3 Confirm ability to provide a single point of contact for resolution of day-to-day queries and a dedicated, key account manager who will oversee the running of the agreement.
1.4 Experience: Provide reference details of at least 2 contracts undertaken in the last 2 years for requirements similar to those outlined above. For each contract, describe the range, scope, value and duration, including referee contact details. Confirm your willingness for us to approach referees on receipt of your application. Please note that customer site visits may be required as part of the enquiry process.
1.5 Provide evidence of having an accredited quality assurance system, with the appropriate scope, at a minimum this must be ISO9001. Please provide copies.
1.6 Confirm a health and safety policy is in place.
1.7 Confirm an environmental policy in place.
1.8 Provide relevant contact name, address, telephone number and email details of person responsible for this submission.
2 Technical and Professional Ability.
2.1 Please read PQQ document “Invoice Management PQQ – 2013 – Project 1037”. Sections 1 through to 7. Thames Water expects any respondent to be capable of providing this type of service as a minimum. Please provide confirmation that your company are able to meet this minimum requirement capability. Failure to meet this minimum requirement may result in exclusion from the ITN invitation.
2.2 What percentage of this turnover was from the AP Automation service?
2.3 What is the core business of the company?
2.4 How many full time employees are engaged in the AP Automation process?
2.5 How many customers do you currently provide with an AP Automation process?
2.6 Please provide details for your 3 largest AP Automation customers, i.e. volume of documents processed, Service Level Agreements, process flows Provide full details of your quality assurance policy, records and system, including:
2.7 Applicants should provide details of any court judgments and prosecutions within the last 3 years.
2.8 What services are specifically provided for these 3 customers?
2.9 Where would your company base the AP Automation Service for Thames Water
2.10 Health and Safety – Please contact Contractor.HealthandSafety@thameswater.co.uk to obtain TWUL’s Health and Safety Questionnaire quoting the Project Ref (FA1037). Health and Safety Questionnaires MUST be returned by the deadline specified. Failure to return the Health and Safety Questionnaire by this deadline may result in your organisation being disqualified from this procurement process. Note: this is a Pass/Fail question. Answering ‘NO’ to any of the questions included in the Health and Safety Questionnaire may result in disqualification of your organisation from the process.

3. Supplementary information.
Evaluation will not take place against the following questions. However, respondents are requested to answer each point as fully as possible.
3.1 What are your office locations for the AP Automation process.
3.2 Do you have any plans for expansion, sales or mergers that might impact the future state of the company in relation to the AP Automation process? If so please elaborate where possible.
3.3 Your organisation: Please provide the address of your registered office, and details of the UK locations you operate from, together with the named person responsible for this application. Please state whether your company is part of a group or is affiliated in any way with other companies. If so, please provide details of the group company structure or other company relationships. Alternatively provide details if you propose to develop a new partnership with another company to deliver this service.
3.4 Please provide an organisational chart.
3.5 Please provide brief details on how your organisation is working towards meeting the ten universal principles in the areas of human rights, labour, the environment and anti corruption. (www.unglobalcompact.org)

3.6 Please provide brief details on your Corporate Social Responsibility and Sustainable Procurement Policies and how your organisation is working towards implementing these policies.
Thames Water operates an ongoing risk management approach with regard to the economic and financial capacity of its suppliers. Information will be obtained either from the supplier or an externally recognized provider. Information will be gathered upon commencement of the process and over the duration of the contract period.
Respondents should note that this process might require references to be provided and verified, attendances at meetings, talks and presentations at no cost to Thames Water.
Any agreement resulting from this contract notice may be modified to include further similar requirements at any site under the management of Thames Water Utilities Limited or its associated companies.
This contract notice does not preclude Thames Water Utilities Limited or its associated companies from issuing other contract notices for specific requirements from time to time.

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: Thames Water Utilities Limited will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.
The Utilities Contracts Regulations (SI 2006 No 6) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:31.1.2013