Analysis and Reconciliation Services – Invitation to Tender

Analysis and Reconciliation Services – Invitation to Tender

EOECPH as the purchasing authority wishes to establish a multi-supplier framework agreement for the supply of Analysis and reconciliation services.

United Kingdom-Cambridge: Accounting, auditing and fiscal services

2019/S 239-586725

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: East Of England NHS Collaborative Hub
Postal address: East Of England NHS Collaborative Hub,Victoria House, Capital Business Park, Fulbourn
Town: Cambridge
NUTS code: UK
Postal code: CB21 5XB
Country: United Kingdom
Contact person: Stephen Evans
E-mail: stephen.evans@eoecph.nhs.uk
Telephone: +44 7983339079
Internet address(es):Main address: www.eoecph.bravosolution.co.uk

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://eoecph.bravosolution.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://eoecph.bravosolution.co.uk
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Health

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Analysis and Reconciliation Services

Reference number: Project 18941 ITT 1946

II.1.2)Main CPV code

79200000

II.1.3)Type of contract

Services

II.1.4)Short description:

EOECPH as the purchasing authority wishes to establish a multi-supplier framework agreement for the supply of Analysis and reconciliation services (A&R). The authority is managing this procurement process in accordance with the Public Contracts Regulations 2015 (the ‘Regulations’). This is a services framework agreement being procured under an open procedure.

The general service requirements to be offered by bidders is to provide regressive audit services, spend recovery and related services including but not limited to the analysis of accounts payable systems, contracts or other data set as requested by a contracting authority.

It is intended that providers awarded to this framework will support publicly funded entities meet requirements set against them in pursuit of their day to day activities. Providers awarded to the framework will assist the framework beneficiaries manage and meet obligations and other pressures which impact and have relevance to publicly funded organisations.

II.1.5)Estimated total value

Value excluding VAT: 16 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 11
II.2)Description

II.2.1)Title:

Telecommunications

Lot No: 1

II.2.2)Additional CPV code(s)

79200000
79210000
79212000
79212100
79212300
79212500

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

Potential providers will:

Perform reviews in a staged approach as described below:

— agree with contracting authority area(s) for review,

— agree the assignment timescales with the contracting authority,

— carry out review and identify any anomalies in supplier charges, payments or agreements which have resulted in the contracting authority having missed, miscalculated, overpaid or being overcharged by a supplier.

Potential providers will carry out an analysis of:

PSTN lines, call plans, MPLS/ethernet, leased line services, maintenance charges, mobile/voice data.

Potential providers will:

— report findings, overcharges and undercharges to the contracting authority for authorisation to proceed with presenting findings to the suppliers,

— present findings and supporting documentation or evidence to the suppliers,

— give regular updates to the contracting authorities on progress of resolution to identified findings,

— agree in principal with the contracting authority any recovery and repayment from the supplier and or other alternative method of recovery.

Seek authorisation from the contracting authorities for method of recovery

Effect recovery from the supplier.

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

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

Duration in months: 48
This contract is subject to renewal: no

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
II.2)Description

II.2.1)Title:

Energy – Electricity, Gas and Oil

Lot No: 2

II.2.2)Additional CPV code(s)

79200000
79210000
79212000
79212100
79212200
79212300
79212500

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

Potential providers will:

Perform the review in accordance with the stages set out below:

— agree with the contracting authority areas for review,

— agree an assignment timescale with the contracting authority,

— identify any anomalies in supplier charges, payments or agreements which have resulted in the contracting authority having missed, miscalculated, overpaid or being overcharged by a supplier.

Review will include but not limited to the analysis of:

Tariffs, distribution charges, transmission charges, metering charges, VAT rates, climate levy changes or similar and environmental costs.

Potential providers will:

— report findings, overcharges and undercharges to the contracting authority for authorisation to proceed with presenting findings to the suppliers,

— present findings and supporting documentation or evidence to the suppliers,

— give regular updates to the contracting authorities on progress of resolution to identified findings,

— agree in principal any recovery and repayment from the supplier and or other alternative method of recovery.

Seek authorisation from the contracting authorities for method of recovery

Effect recovery from the supplier.

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

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

Duration in months: 48
This contract is subject to renewal: no

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
II.2)Description

II.2.1)Title:

Water

Lot No: 3

II.2.2)Additional CPV code(s)

71800000
79200000
79210000
79212000
79212100
79212200
79212300
79212500

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

Potential providers will:

Perform the review in accordance with the stages set out below:

— agree with contracting authority areas for review,

— agree assignment timescales with the contracting authority,

— identify any anomalies in supplier charges, payments or agreements which have resulted in the contracting authority having missed, miscalculated, overpaid or being overcharged by a supplier.

Review will include but not limited to the analysis of:

Tariffs, distribution charges, transmission charges, metering charges, VAT rates, climate levy changes or similar and environmental costs.

Potential providers will:

— report findings, overcharges and undercharges to the contracting authority for authorisation to proceed with presenting findings to the suppliers,

— present findings and supporting documentation or evidence to the suppliers,

— give regular updates to the contracting authorities on progress of resolution to identified findings,

— agree in principal any recovery and repayment from the supplier and or other alternative method of recovery.

Seek authorisation from the contracting authorities for method of recovery

Effect recovery from the supplier.

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

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

Duration in months: 48
This contract is subject to renewal: no

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
II.2)Description

II.2.1)Title:

Value Added Tax

Lot No: 4

II.2.2)Additional CPV code(s)

79200000
79210000
79212000
79212100
79212200
79212300
79212500

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

Potential providers will:

Perform the review in accordance with the stages set out below:

— agree areas for review with the contracting authority,

— agree assignment timescales with the contracting authority,

— carry out review and identify any anomalies in supplier charges, payments or agreements which have resulted in the contracting authority having missed, miscalculated, overpaid or being overcharged by a supplier.

Review will include but not limited to the analysis of:

Input and output of VAT, VAT rates and exemption calculations

Potential providers will:

— report findings, overcharges and undercharges to the contracting authority for authorisation to proceed with presenting findings to the suppliers,

— present findings and any supporting documentation or evidence to the suppliers,

— give regular updates to the contracting authorities on progress of resolution to identified findings,

— agree in principal any recovery and repayment from the supplier and or other alternative method of recovery.

Seek authorisation from the contracting authorities for method of recovery.

Effect recovery from the supplier.

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

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

Duration in months: 48
This contract is subject to renewal: no

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
II.2)Description

II.2.1)Title:

Estates

Lot No: 5

II.2.2)Additional CPV code(s)

79200000
79210000
79212000
79212100
79212200
79212300
79212500

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

Potential providers will:

Perform the review in accordance with the stages set out below:

— agree areas for review with the contracting authority,

— agree assignment timescales with the contracting authority,

— carry out review and identify any anomalies in supplier charges, payments or agreements which have resulted in the contracting authority having missed, miscalculated, overpaid or being overcharged by a supplier.

Review will include but not limited to the analysis of:

Property lease charges, rental charges, VAT charges as applicable, insurance payments and exemptions.

Potential providers will:

— report findings, overcharges and undercharges to the contracting authority for authorisation to proceed with presenting findings to the suppliers,

— present findings and supporting documentation or evidence to the suppliers,

— give regular updates to the contracting authorities on progress of resolution to identified findings,

— agree in principal any recovery and repayment from the supplier and or other alternative method of recovery.

Seek authorisation from the contracting authorities for method of recovery.

Effect recovery from the supplier.

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

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

Duration in months: 48
This contract is subject to renewal: no

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
II.2)Description

II.2.1)Title:

Accounts Payable Transaction Reviews

Lot No: 6

II.2.2)Additional CPV code(s)

79200000
79210000
79212000
79212100
79212200
79212300
79212500

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

Potential providers will:

Perform the review in accordance with the stages set out below:

Potential provider will:

— provide the contracting authority with a detailed data request,

— provide the contracting authority with a template of the draft letter or text to be sent to the contracting authority suppliers requesting details of ‘balances’ and transactions between the contracting authority and the supplier,

— the contracting authority will agree and authorise the content and use of the letter or reserve the right to alter or adjust in agreement with the potential provider.

The Potential provider will:

— send by post or email the agreed and authorised letter to those suppliers agreed between the contracting authority and the potential provider,

— deal with all responses and queries,

— identify and report all balances which require further investigation or progress to the contracting authority,

— report opportunities to contracting authority on an agreed frequency for authorisation to proceed with any investigation or action

The contracting authority to authorise or exclude opportunities for the potential provider to progress. Substantiating and supporting any exclusions.

Contracting authority to instruct the potential provider on recovery method.

Potential provider will:

— contact the contracting authority suppliers and negotiate repayment, recovery of credit notes/debit notes or agree an alternative.

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

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

Duration in months: 48
This contract is subject to renewal: no

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
II.2)Description

II.2.1)Title:

Temporary Staffing

Lot No: 7

II.2.2)Additional CPV code(s)

79200000
79210000
79212000
79212100
79212200
79212300
79212500

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

The Potential Provider Will:

Perform the review in accordance with the stages set out below:

— agree with the contracting authority area(s) for review,

— agree timescales with the contracting authority,

— conduct analysis and identify any anomalies in supplier charges, payments or agreements which have resulted in the contracting authority having missed, miscalculated, overpaid or being overcharged by a supplier.

The review will include but not limited to the Analysis of:

Hourly rates, grades vs charges and hours worked vs charges

Potential provider will:

— report findings, overcharges and undercharges to the contracting authority for authorisation to proceed with presenting findings to the supplier(s),

— present findings and any supporting documentation or evidence to the suppliers,

— provide regular updates to the contracting authority on progress,

— agree in principal any recovery and repayment from the supplier or alternative method of recovery.

Seek authorisation from the contracting authority for method of recovery.

Effect recovery from the supplier.

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

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

Duration in months: 48
This contract is subject to renewal: no

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
II.2)Description

II.2.1)Title:

Payroll

Lot No: 8

II.2.2)Additional CPV code(s)

79200000
79210000
79212000
79212100
79212200
79212300
79212500

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

The potential provider will:

Perform the review in accordance with the stages set out below:

— agree timescales with the contracting authority,

— conduct analysis and identify any anomalies in supplier charges, payments or agreements which have resulted in the contracting authority having missed, miscalculated, overpaid or being overcharged by a supplier.

The review to include but not limited to the Analysis of and:

Identification of any overpayments.

The potential provider will:

— agree with the contracting authority on the approach to recovery, including level of recovery to be enforced,

— supply pro-forma letters and correspondence to the contracting authority to aid recovery, support and advice on how best to recover monies and Identify weaknesses in contracting authority processes that lead to the above,

— report findings, overcharges and undercharges to the contracting authority for authorisation to proceed with presenting findings to the supplier(s),

— present findings and any supporting documentation or evidence to the suppliers,

— provide regular updates to the contracting authority on progress,

— agree in principal any recovery and repayment from the supplier or alternative method of recovery.

Seek authorisation from the contracting authority for method of recovery,

Effect recovery from the supplier.

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

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

Duration in months: 48
This contract is subject to renewal: no

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
II.2)Description

II.2.1)Title:

General Contract Compliance

Lot No: 9

II.2.2)Additional CPV code(s)

79200000
79210000
79212000
79212100
79212200
79212300
79212500

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

This lot requires potential providers to carry out reviews on a contracting authority’s contracts, data or other related information, focusing upon price and contractual terms relating to any other area of procurement, area of expense or income to be reviewed, (see examples below) in addition to the specialist review work for the activity lots previously described in this specification.

Examples of cost and income areas that can be covered under this lot:

— pharmacy,

— food purchase,

— purchasing cards,

— bank charges,

— car park revenue,

— advertising,

— concessions,

— collection of outstanding and difficult debt collection,

— ABI payment schemes or equivalent.

Potential bidders will:

— identify, report and recover any overpayments or under recovered balances ensuring that the contracting authority has received the full benefit of any negotiated supplier agreements, including but not limited to: pricing, discounts’, volume and or value related bonus, compliance with all vat and other commercial considerations in relation to capital project works,

— identify contractual overcharges (or under paid income),

— identify future reduced charges (or increased income),

— suggest process improvement opportunities (for example improvement of contract wording leading towards agreement on formal contract variations).

The potential provider Will:

— perform the review in accordance with the stages set out below,

— agree area(s) for review with the contracting authority,

— agree timescales with the contracting authority,

— conduct analysis and identify any anomalies in supplier charges, payments or agreements which have resulted in the contracting authority having missed, miscalculated, overpaid or being overcharged by a supplier.

The review will include but not limited to the analysis of:

— identify any overpayments.

The potential provider will:

— reach agreement with the participating contracting authority on the approach to recovery, including level of recovery to be enforced, supplying pro-forma letters and correspondence to the contracting authority to aid recovery, support and advice on how best to recover monies and Identify weaknesses in contracting authority processes that lead to the above,

— report findings, overcharges and undercharges to the contracting authority for authorisation to proceed with presenting findings to the supplier(s),

— ensure compliance is maintained with most favoured customer clauses and other procurement issues to identify potential recoveries where lowest price agreements are not being followed either by the supplier and or the internal users within the contracting authority,

— present findings and any supporting documentation or evidence to the suppliers,

— provide regular updates to the contracting authority on progress,

— agree in principal any recovery and repayment from the supplier or alternative method of recovery.

Seek authorisation from the contracting authority for method of recovery.

Effect recovery from the supplier.

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

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

Duration in months: 48
This contract is subject to renewal: no

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
II.2)Description

II.2.1)Title:

Software Licence reviews

Lot No: 10

II.2.2)Additional CPV code(s)

79200000
79210000
79212000
79212100
79212200
79212300
79212500

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

The Potential Provider will:

Perform the review in accordance with the stages set out below:

— area(s) for review with the contracting authority,

— agree timescales with the contracting authority,

— conduct analysis and identify any anomalies in supplier charges, payments or agreements which have resulted in the contracting authority having missed, miscalculated, overpaid or being overcharged by a supplier.

The review will include but not limited to the analysis of:

— identify any overpayments, agree with the participating contracting authority on the approach to recovery, including level of recovery to be enforced, supplying pro-forma letters and correspondence to the contracting authority to aid recovery, support and advice on how best to recover monies and identify weaknesses in contracting authority processes that lead to the above.

Potential provider will:

— report findings, overcharges and undercharges to the contracting authority for authorisation to proceed with presenting findings to the supplier(s),

— present findings and any supporting documentation or evidence to the suppliers,

— provide regular updates to the contracting authority on progress,

— agree in principal any recovery and repayment from the supplier or alternative method of recovery.

Seek authorisation from the contracting authority for method of recovery.

Effect recovery from the supplier.

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

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

Duration in months: 48
This contract is subject to renewal: no

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
II.2)Description

II.2.1)Title:

Managed Spend Reduction and Recovery Solutions.

Lot No: 11

II.2.2)Additional CPV code(s)

71800000
79200000
79210000
79212000
79212100
79212200
79212300

II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

Potential bidders may wish to submit offers for more ‘niche’ and or innovative spend reduction and recovery solutions (including any innovative financing arrangements, that underpin the funding of the solution) that can offered to beneficiary organisations that are given access to the framework. This will apply to all of the service Lots 1 to 10 described above. Solutions, services and or equipment that can be offered by potential bidders through this Lot 11, will exceed the service specifications described for Lots 1 to 10 however, the solutions might carry their own unique terms and conditions of supply that may be at odds and conflict with the NHS terms and conditions of services published with this tender (document 6) and may lead to the required amendment of the NHS terms, for framework beneficiary organisations to engage with suppliers and their services and any changes agreed to supply terms will be agreed in written accordance with the purchasing authority on a case by case basis.

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

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

Duration in months: 48
This contract is subject to renewal: no

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

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

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
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

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
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: 17/01/2020
Local time: 17:00
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: 3 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 20/01/2020
Local time: 10:00

Section VI: Complementary information

VI.1)Information about recurrence

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

4 years.

VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

Official name: NHS Resolution
Town: London
Country: United Kingdom
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:

09/12/2019