Corporate Financial Services Tender

South Downs National Park Authority
South Downs Centre, North Street
Contact point(s): South Downs National Park Authority
For the attention of: Alan Brough
GU29 9DH Midhurst
United Kingdom
Telephone: +44 1730819202
E-mail: tenders@southdowns.gov.uk

Internet address(es):

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

Electronic access to information: https://in-tendhost.co.uk/southdowns/aspx/Home

Electronic submission of tenders and requests to participate: https://in-tendhost.co.uk/southdowns/aspx/Home

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)

Regional or local agency/office

Environment
Recreation, culture and religion

The contracting authority is purchasing on behalf of other contracting authorities: no

Corporate Financial Services.

Services
Service category No 9: Accounting, auditing and bookkeeping services
Main site or location of works, place of delivery or of performance: South Downs National Park.
NUTS code UKJ22,UKJ24,UKJ33,UKJ21

The notice involves a public contract

The contract is for the provision of a comprehensive finance and accounting service for the South Downs National Park Authority. This will include financial management and accounting, medium term financial planning, preparation of annual budget, budget monitoring, year end closure of accounts and preparation of Statutory Statement of Accounts, grant claims and government returns.
Services will include creditor payment service, including the facilitating of Government Procurement Cards, debtor management, payroll, banking and treasury management, processing of all tax payments and refunds and completing all necessary returns. The contractor will provide an internal audit service. The contract will also cover the provision, management and hosting of ledger systems, including General Ledger, Purchasing, Accounts Payable and Accounts Receivable The contractor may also bid to carry out the role of Chief Financial Officer.

66000000, 66100000, 66170000, 66172000, 66500000, 66600000, 79200000, 79211110, 79211120, 79211200, 79212200, 79412000

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

This contract is divided into lots: no

Variants will be accepted: no

Provision of Corporate Financial Services for SDNPA for 3 years with an option to extend for a further 2 years, in annual extensions of 12 months.
Estimated value excluding VAT:
Range: between 700 000 and 800 000 GBP

Options: yes
Description of these options: Options to extend the contract for a further 2 years after 31.3.2017, in annual extensions of 12 months.
Provisional timetable for recourse to these options:
in months: 33 (from the award of the contract)

This contract is subject to renewal: yes

Starting 1.4.2017. Completion 31.3.2020

The performance of the contract is subject to particular conditions: no

Information and formalities necessary for evaluating if the requirements are met: The bidder should provide its (‘general’) yearly turnover for the number of financial years specified in the relevant Contract Notice:
The bidder should provide its yearly (‘specific’) turnover in the business area(s) covered by the contract and specified in the relevant Contract Notice:
The Bidder confirms they already have or can commit to obtain, prior to the commencement of the contract, the levels of insurance cover indicated in the relevant Contract Notice.
Minimum level(s) of standards possibly required: Bidders will be required to have a minimum ‘general’ yearly turnover of 500 000 GBP for the last 3 years:
Bidders will be required to have a minimum yearly turnover of 500 000 GBP for the last 3 years in the business area covered by the contract.
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:
Employer’s (Compulsory) Liability Insurance = 5 000 000 GBP.
Professional Indemnity Insurance = 10 000 000 GBP.

Information and formalities necessary for evaluating if the requirements are met:
For public supply and public service contracts only, please provide relevant examples of supplies and/or services carried out during the last 3 years as specified in the Contract Notice:
(Examples from both public and/or private sector customers and clients may be provided):
Please provide details of the technicians or technical bodies the bidder can call upon, especially those responsible for quality control in relation to this procurement exercise:
Please provide details of the technical facilities and measures for ensuring quality and the study and research facilities used:
The following educational and professional qualifications are held by:
a) The service provider or the contractor itself:
Will the bidder be able to produce certificates drawn up by independent bodies attesting that the bidder complies with the required quality assurance standards, including accessibility for disabled persons?
Minimum level(s) of standards possibly required:
It is a requirement of the contract that bidders have experience in providing the services described in the tender for 2 client organisations with similar needs to SDNPA during the last 3 years;
Accounting, audit, tax, ICT security, or other bodies would be applicable here.
Bidders must demonstrate that they have access to and experience in using a suitable financial system to hold SDNPA accounts and transactional data in a secure environment.
The Bidder must have staff who hold qualifications issued by a CCAB Member, or the Chartered Institute of Public Finance and Accountancy.
The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent),
or
2. The bidder must have the following:
a. A documented policy regarding quality management. The policy must set out responsibilities for quality management demonstrating that the bidder has and continues to implement a quality management policy that is authorised by their Chief Executive, or equivalent, and is periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for quality management throughout the organisation
Health and Safety Procedures;
3. The bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.
or,
4a The bidder must have a regularly reviewed and documented policy for Health and Safety (H&S) management, endorsed by the Chief Executive Officer, or equivalent. The policy must be relevant to the nature and scale of the work and set out responsibilities for H&S management at all levels within the organisation. The policy must be relevant to the nature and scale of your operations and set out your company’s responsibilities of health and safety management and compliance with legislation.
Note — Organisations with fewer than 5 employees are not required by law to have a documented policy statement.
4b. A documented process demonstrating the bidder’s arrangements for ensuring that H&S measures are effective in reducing/preventing incidents, occupational ill-health and accidents. This must provide details of the arrangements for H&S management that are relevant to the nature and scales of the requirement.

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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Open

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

An electronic auction will be used: no

SD – 00000067

Prior information notice

Notice number in the OJEU: 2016/S 067-117120 of 6.4.2016

Time limit for receipt of requests for documents or for accessing documents: 12.8.2016 – 12:00
Payable documents: no

19.8.2016 – 12:00

English.

in days: 120 (from the date stated for receipt of tender)

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 1.7.2019.

The contract is related to a project and/or programme financed by European Union funds: no

12.7.2016