Application Hosting

Application Hosting

IFS/e5 Hosting and Managed Service.

UK-Chelmsford: Computer-related services

2013/S 061-102444

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Essex County Council
PO Box 4, County Hall, Market Road
Contact point(s): Procurement Services
For the attention of: Cara Gale
CM1 1JZ Chelmsford
UNITED KINGDOM
Telephone: +44 1245434848
E-mail: email2workspace-prod+ECC+WS211031352+mlb1@ansmtp.ariba.com
Fax: +44 1245430601

Internet address(es):

General address of the contracting authority: http://www.essex.gov.uk

Address of the buyer profile: http://ecc.supplier.ariba.com

Electronic access to information: http://ecc.supplier.ariba.com

Electronic submission of tenders and requests to participate: http://ecc.supplier.ariba.com

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

Specifications and additional documents (including documents for competitive dialogue and 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)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Islington Council
7 Newington Barrow Way Finsbury Park, Islington
N7 7EP London
UNITED KINGDOM

London Borough of Hackney
Directorate of Finance and Resources, Keltan House, 89-115 Mare Street
E8 4RU Hackney
UNITED KINGDOM

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

2353 IFS/e5 Hosting and Managed Service.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Essex.
NUTS code UKH33

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)

Essex County Council (the Authority or ECC) are looking to procure a fully managed service for e5 Financials (IFS) including hosting, BACS processing and printing. For the purposes of this exercise, procurement of a new finance system is out of scope.
e5 Financials is the main finance system used by the Authority and is known by the Authority’s staff as IFS. It is a modular system including the General Ledger (inc. Bank Reconciliation), Accounts Payable, Sales Invoicing, Accounts Receivable, Business Event Manager (workflow tool), QED (Reporting tool) and Softpaint (Screen Painting tool). These modules are fully integrated, allowing information to flow freely between all modules. The Authority are currently using version 5.2.
The Authority provides a complete finance service to third parties within the Authority’s group, including Essex Cares Ltd, Slough Libraries Ltd and Essex Pension Fund. The solution needs to be scalable to include other third parties within the Authority’s group, and potentially other public bodies if required in order to grow the Authority’s business.
The following items 1-4 are in scope for this procurement – please note that the award of item 4 is price dependent and may not be awarded:
1. E5 Financials Software Support and Maintenance which will provide support, fixes & patch releases to ensure ECC are making use of the most appropriate version at all times.
2. E5 Financials Hosting and Managed Service which will provide 24/7/365 support, application monitoring and installation of all fixes/patch releases.
3. BACS processing which will provide processing of daily files via BACSTEL ip to make payments to and take Direct Debits from specified bank accounts.
4. Printing which will provide a service to print Remittance advices, Cheques, Debtors invoices, and Dunning letters to ECC’s formats. This will also include the ability to email or fax these documents as required by ECC. Please note that the Authority may not award this element of the requirement. If the decision is made to remove this from the requirements we will notify suppliers as soon as possible.
The functionality of e5 Financials is currently also being procured within a wider procurement, 2276 Corporate Systems, which includes Integrated HR, Integrated Finance, Integrated Payroll, Integrated Planning, Budgeting and Forecasting, Strategic Sourcing and Business Intelligence. The Corporate Systems procurement solution is due to go live on June 2014.
The proposed contract duration is for two (2) years (subject to earlier termination by the Authority on three (3) months’ notice at any time after one (1) year) with an option to extend for up to a further one (1) year at the Authority’s discretion.
The Authority will consider the Public Services (Social Value) Act 2012 requirements during this procurement exercise and as part of the resulting contract.
II.1.6)Common procurement vocabulary (CPV)

72500000, 79810000, 72251000, 72267000, 72261000, 72540000, 72510000, 72900000, 66172000, 72322000, 72312100, 72252000, 72317000, 72250000

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

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)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:

Essex County Council (the Authority or ECC) are looking to procure a fully managed service for e5 Financials (IFS) including hosting, BACS processing and printing. For the purposes of this exercise, procurement of a new finance system is out of scope.
e5 Financials is the main finance system used by the Authority and is known by the Authority’s staff as IFS. It is a modular system including the General Ledger (inc. Bank Reconciliation), Accounts Payable, Sales Invoicing, Accounts Receivable, Business Event Manager (workflow tool), QED (Reporting tool) and Softpaint (Screen Painting tool). These modules are fully integrated, allowing information to flow freely between all modules. The Authority are currently using version 5.2.
The Authority provides a complete finance service to third parties within the Authority’s group, including Essex Cares Ltd, Slough Libraries Ltd and Essex Pension Fund. The solution needs to be scalable to include other third parties within the Authority’s group, and potentially other public bodies if required in order to grow the Authority’s business.
The following items 1-4 are in scope for this procurement – please note that the award of item 4 is price dependent and may not be awarded:
1. E5 Financials Software Support and Maintenance which will provide support, fixes & patch releases to ensure ECC are making use of the most appropriate version at all times.
2. E5 Financials Hosting and Managed Service which will provide 24/7/365 support, application monitoring and installation of all fixes/patch releases.
3. BACS processing which will provide processing of daily files via BACSTEL ip to make payments to and take Direct Debits from specified bank accounts.
4. Printing which will provide a service to print Remittance advices, Cheques, Debtors invoices, and Dunning letters to ECC’s formats. This will also include the ability to email or fax these documents as required by ECC. Please note that the Authority may not award this element of the requirement. If the decision is made to remove this from the requirements we will notify suppliers as soon as possible.
The functionality of e5 Financials is currently also being procured within a wider procurement, 2276 Corporate Systems, which includes Integrated HR, Integrated Finance, Integrated Payroll, Integrated Planning, Budgeting and Forecasting, Strategic Sourcing and Business Intelligence. The Corporate Systems procurement solution is due to go live on June 2014.
The proposed contract duration is for two (2) years (subject to earlier termination by the Authority on three (3) months’ notice at any time after one (1) year) with an option to extend for up to a further one (1) year at the Authority’s discretion.
The Authority will consider the Public Services (Social Value) Act 2012 requirements during this procurement exercise and as part of the resulting contract.
Estimated value excluding VAT: 3 000 000,00 GBP
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

Duration in months: 36 (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:

The Authority reserves the right to require guarantees, bonds, collateral warranties and other forms of security as appropriate.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Specific conditions relating to the performance of the contract will be set out in the project documentation to be issued to Bidders at the Invitation to Tender (ITT) stage of the procurement.
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 accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contract Regulations 2006 and as set out in the PQQ which is available from the supplier portal address shown in section I.1.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contract Regulations 2006 and as set out in the PQQ which is available from the supplier portal address shown in section I.1.
Minimum level(s) of standards possibly required: As set out in the PQQ which is available from the supplier portal address shown in section I.1.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contract Regulations 2006 and as set out in the PQQ which is available from the supplier portal address shown in section I.1.
Minimum level(s) of standards possibly required:
As set out in the PQQ which is available from the supplier portal address shown in section I.1.
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

Accelerated restricted
Justification for the choice of accelerated procedure: Urgency renders impracticable the normal time limits – this is due to the insolvency of the existing provider.
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
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 authority:

2353.
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

10.4.2013 – 10:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)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

Expressions of interest must be by way of completion and return of the pre-qualification questionnaire by the data and time specified on section IV.3.4. The pre-qualification questionnaire will be available via the supplier portal. It is anticipated that the Invitation to Tender will be made available on XX April 2013. Essex County Council reserves the right to amend the timescale and to cancel the procurement and/or not award all or part of the contract. Essex County Council will not be responsible for any costs incurred by any bidders in relation to the procurement exercise including if the procurement exercise is cancelled.
Bidders are advised that Essex County Council is subject to the Freedom of Information Act 2000 (FOIA) and the Environmental Information Regulations 2004 (EIR). If a bidder considers that any of the information supplied as part of this procurement exercise should not be disclosed because of its commercial sensitivity, confidentiality or otherwise, it must, when providing this information, identify clearly the specific information it does not wish to be disclosed and specify clearly the reasons for its sensitivity. Essex County Council shall take such statements into consideration in the event that it receives a request pursuant to FOIA or EIR which relates to the information provided by a supplier. However, if the information is requested, Essex County Council may be obliged under FOIA and/or EIR to disclose such information, irrespective of the supplier’s wishes. Please note that it is not sufficient to include a statement of confidentiality encompassing all the information provided in the response.
Potential Tenderers must contact ECC to request to be invited to this tender round by following these instructions:
1. Send an email with your organisation name in the subject title field to email2workspace-prod+ECC+WS248768059+ntvf@ansmtp.ariba.com asking to be invited to this event and providing your contact name and Supplier ID/User ANID from your Ariba registration details.

2. If you have more than one registered user who you want invited to the event, provide the name(s) of each registered user in your request as it may not be possible to include additional users at a later stage.
If you are not registered in Ariba at all, go to http://ecc.supplier.ariba.com/ad/register/SSOActions?type=full and follow the instructions to register then follow steps 1 and 2 above. (PLEASE NOTE: 35% completion (i.e. mandatory fields only: organisation/user details, commodity, sales territory) is the minimum required for your Ariba cloud registration, you do not need to reach 100 % completion.).

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

High Court, Royal Courts of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with Regulation 32 (Information about contract award procedures) and Regulation 47 (Enforcement and obligations) as amended by the Public Contracts Regulations 2006.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:

25.3.2013
Requirement: Application Hosting