Contract for Pan Government Voluntary Benefits and Salary Sacrifice Scheme

Contract for Pan Government Voluntary Benefits and Salary Sacrifice Scheme

The Council wishes to award a contract for a Pan Government Collaborative Framework Agreement for Voluntary Benefits Scheme (Everybody Benefits) and salary sacrifice schemes.

United Kingdom-Northallerton: Services furnished by business, professional and specialist organisations

2013/S 132-228891

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

North Yorkshire County Council
County Hall
For the attention of: Kim Trenholme
DL7 8AD Northallerton
UNITED KINGDOM
Telephone: +44 1609533060
E-mail: kim.trenholme@northyorks.gov.uk

Internet address(es):

General address of the contracting authority: www.nycc.gov.uk

Further information can be obtained from: YORtender
https://www.yortender.co.uk
UNITED KINGDOM
Internet address: https://www.yortender.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: YORtender
https://www.yortender.co.uk
UNITED KINGDOM

Tenders or requests to participate must be sent to: YORtender
https://www.yortender.co.uk
UNITED KINGDOM

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

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

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

Section II: Object of the contract

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

Contract for the Provision of a Voluntary Benefits and Salary Sacrifice Pan Government Scheme.
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: United Kingdom.
NUTS code UK
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: 5
Duration of the framework agreementDuration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 300 000 and 4 000 000 GBP

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

The Council wishes to award a contract for a Pan Government Collaborative Framework Agreement for Voluntary Benefits Scheme (Everybody Benefits) and salary sacrifice schemes:
The Framework Agreement shall be established for a period of 3 years with the option to extend for 1 year, subject to satisfactory performance of the Contractor(s). The Framework Agreement is for the use of North Yorkshire County Council and a number of public sector bodies with which NYCC currently has SLA’s (Hambleton, Richmondshire and Selby District Councils, North Yorkshire Fire & Rescue Service, Yorkshire Dales National Park Authority and North York Moors National Park Authority, Askham Bryan College and Academies including: Harrogate Grammar, Harrogate High, Rossett, Skipton Girls, South Craven and St Aidans).
It is also proposed to widen the number of organisations in the future who would be able to take up this opportunity by making the Pan Government Collaborative Framework Agreement available for use by all UK contracting authorities including but not limited to Government Departments and their Agencies, Non-Departmental Public Bodies, NHS Bodies, Local Authorities, Police Authorities, Emergency Services, Educational Establishments and Registered Social Landlords who have a need to purchase these services.
II.1.6)Common procurement vocabulary (CPV)

98110000, 34100000, 34110000, 98133000

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: yes
Tenders may be submitted for one or more lots
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:

The proposed service will involve the provision of a website branded to align with NYCC requirements providing an platform for offers and discounts from a large variety of both national and local suppliers and for the Council’s current salary sacrifice offerings of green cars, childcare vouchers and bikes to work. The ability to provide shopping/leisure vouchers delivered without postage charges is also an important feature.
The Agreement will be divided into Lots (as listed below) and Tenderers may submit proposals for one or more Lots.
Lot 1 – Provision of Voluntary Benefits System
This Lot includes the provision of an IT System and website that will enable the delivery of the schemes listed in Lot 2 – Lot 5 (inclusive) as well as a voluntary benefits website. The successful provider will specifically design this website for each partner and it will include, as a minimum, single sign on to national and local offers, salary sacrifice schemes (including access to the provision of future salary sacrifice offerings) and project management of communications. In addition, the successful provider will provide, as a minimum, an annual promotion and targeted communication to employees. The ability to incorporate any new salary sacrifice offerings within Lot 1 during the period of the Agreement is vital.
Lot 2 – Provision of a Childcare Salary Sacrifice
This scheme will include the following as a minimum; an online application provision enabling staff to order online vouchers, deductible under salary sacrifice rules and payable to a registered childcare provider on a monthly basis. This scheme must operate in conjunction with Lot 1 above.
Lot 3 – Provision of Green Car Salary Sacrifice
This scheme will enable staff to undertake a personal/private lease of a new low emission car (sub 120mcg CO2) of their choice, fully maintained and insured, resulting in a gross monthly salary deduction and making savings in tax, national insurance and pension for each employee as well as savings on national insurance for the employer. The scheme will also incorporate gap and early termination insurance, road taxation, roadside recovery, accident management and maintenance and an annual driver licence checking facility. This scheme must operate in conjunction with Lot 1 above.
Lot 4 – Provision of Cycle to Work Salary Sacrifice
This scheme will include the following; an online application provision to provide employees with the ability to order a new bike and accessories from local and national providers via a voucher payable in advance by the employer, deductible under salary sacrifice rules. This scheme must operate in conjunction with Lot 1 above.
Lot 5 – Provision of Employee Computer Salary Sacrifice
This scheme will include the following; an online application for employees to order a new home computer (Laptop, desktop or tablet), resulting in a gross monthly salary deduction and making savings on tax and national insurance for each employee as well as savings on national insurance for the employer. The scheme must operate in conjunction with Lot 1 above.
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Lot 1 – Provision of Voluntary Benefits System

1)Short description

This Lot includes the provision of an IT System and website that will enable the delivery of the schemes listed in Lot 2 – Lot 5 (inclusive) as well as a voluntary benefits website. The successful provider will specifically design this website for each partner and it will include, as a minimum, single sign on to national and local offers, salary sacrifice schemes (including access to the provision of future salary sacrifice offerings) and project management of communications. In addition, the successful provider will provide, as a minimum, an annual promotion and targeted communication to employees. The ability to incorporate any new salary sacrifice offerings within Lot 1 during the period of the Agreement is vital.
2)Common procurement vocabulary (CPV)

98110000, 34100000, 34110000, 98133000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Lot 2 – Provision of a Childcare Salary Sacrifice

1)Short description

This scheme will include the following as a minimum; an online application provision enabling staff to order online vouchers, deductible under salary sacrifice rules and payable to a registered childcare provider on a monthly basis. This scheme must operate in conjunction with Lot 1 above.
2)Common procurement vocabulary (CPV)

98110000, 34100000, 34110000, 98133000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Lot 3 – Provision of Green Car Salary Sacrifice

1)Short description

This scheme will enable staff to undertake a personal/private lease of a new low emission car (sub 120mcg CO2) of their choice, fully maintained and insured, resulting in a gross monthly salary deduction and making savings in tax, national insurance and pension for each employee as well as savings on national insurance for the employer. The scheme will also incorporate gap and early termination insurance, road taxation, roadside recovery, accident management and maintenance and an annual driver licence checking facility. This scheme must operate in conjunction with Lot 1 above.
2)Common procurement vocabulary (CPV)

98110000, 34100000, 34110000, 98133000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 4 Lot title: Lot 4 – Provision of Cycle to Work Salary Sacrifice

1)Short description

This scheme will include the following; an online application provision to provide employees with the ability to order a new bike and accessories from local and national providers via a voucher payable in advance by the employer, deductible under salary sacrifice rules. This scheme must operate in conjunction with Lot 1 above.
2)Common procurement vocabulary (CPV)

98110000, 34100000, 34110000, 98133000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 5 Lot title: Lot 5 – Provision of Employee Computer Salary Sacrifice

1)Short description

This scheme will include the following; an online application for employees to order a new home computer (Laptop, desktop or tablet), resulting in a gross monthly salary deduction and making savings on tax and national insurance for each employee as well as savings on national insurance for the employer. The scheme must operate in conjunction with Lot 1 above.
2)Common procurement vocabulary (CPV)

98110000, 34100000, 34110000, 98133000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

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

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

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

Please refer to Tender Documentation.
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: Please refer to Tender Documentation.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please refer to Tender Documentation.
Minimum level(s) of standards possibly required: Please refer to Tender Documentation.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please refer to Tender Documentation.
Minimum level(s) of standards possibly required:
Please refer to Tender Documentation.
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

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 50
Objective criteria for choosing the limited number of candidates: The appraisal of the Questionnaire will be based on the responses from the organisation with regard to their economic and financial standing, technical ability and previous experience. For the purpose of this contract, technical ability will be regarded as:
— The ability to meet delivery requirements;
— Customer service and support capabilities;
— The ability to conduct e-commerce;
— Previous experience of similar contracts.
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:

YORE-999HE8
IV.3.2)Previous publication(s) concerning the same contract

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

Time limit for receipt of requests for documents or for accessing documents: 8.8.2013 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

8.8.2013 – 12:00
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

Persons authorised to be present at the opening of tenders: no

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

To access the tender documents you must register your organisation details on the YORtender system on the following the link https://www.yortender.co.uk/ by creating a username, password and Company profile.

To view details of this contract, click on the Current Opportunities icon, the Opportunity should be displayed on the page; alternatively use the Opportunity Search icon to find the opportunity. In the search criteria set:
— Organisation to: North Yorkshire County Council,
— Use the ‘Contains’ search to search by key word or the contract ID: YORE-999HE8 Display tenders to: All,
— Matching categories to: All.
Click search and the details of this contract should be displayed. Once you locate the tender you will needto express your interest in this tender by clicking the Register tab which will then allow you to download any documentation required, complete and re-attach the documents to the system. This should be done in advance of the deadline date. If you require further information, guidance or support using YORtender please visit thewebsite link https://www.yortender.co.uk/procontract/help.nsf/frm_banner_help?openform which contains an overview of the system as well as detailed guidance for registering and participating in procurement projects.

If you have specific system issues please contact the YORtender Helpdesk; tel: +44 8445434579 or email:yorkshiresupport@due-north.com

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

North Yorkshire County Council
County Hall
DL7 8AD Northalleton
UNITED KINGDOM

Body responsible for mediation procedures

North Yorkshire County Council
County Hall
DL7 8AD Northallerton
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: North Yorkshire County Council shall in accordance with the Public Contracts (amendment) Regulations 2009, incorporate a minimum 10 day standstill period commencing at the point that information on the intention to award the contract is sent to tenderers.
The Council shall, as soon as possible after the decision has been made, inform the tenderers and candidates of its decision, and shall do so by notice in writing by the most rapid means of communication practicable. The information will include:
a) the criteria for the award of the contract;
b) the reasons for the decision;
c) the name of the economic operator to be awarded;
d) a precise statement when the standstill period is expected to end.
Should additional information be required, please contact the person cited in paragraph 1.1 of this form. If an appeal regarding the award of a contract has not been successfully resolved, Public Contracts Regulations2006(SI2006 No 5) 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).
Any such action must be brought promptly (generally within 3 months). Where a contract has not been entered into the court may order the setting aside of the award decision or order the authority to amend any document and may award damages. Following the 10 day standstill period, if no further debriefing has been requested, the court may only award damages once the contract has been entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:5.7.2013