E-invoicing System Tender

E-invoicing System Tender

Hull City Council is seeking a solution with proven, successful integration and interoperability with Oracle eBusiness release 12, including Oracle Financials.

United Kingdom-Hull: Business transaction and personal business software package

2013/S 152-264894

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Hull City Council
Room 94, The Guildhall, Alfred Gelder Street
Contact point(s): Corporate Procurement Team
For the attention of: Steve Clark
HU1 2AA Hull
UNITED KINGDOM
Telephone: +44 1482613184
E-mail: steve.clark@hullcc.gov.uk

Internet address(es):

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

Further information can be obtained from: Hull City Council
Guildhall, Aldred Gelder Street
Contact point(s): Procurement Section
For the attention of: S. Clark
HU12AA Hull
UNITED KINGDOM
E-mail: steve.clark@hullcc.gov.uk

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: no

Section II: Object of the contract

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

Provision of an e-invoicing system.
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: Kingston Upon Hull City Council
The Guildhall
Alfred Gelder Street
Hull
HU1 2AA
NUTS code UKE

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)

Hull City Council is seeking a solution with proven, successful integration and interoperability with Oracle eBusiness release 12, including Oracle Financials, which will:
— replace existing manual and paper based processes for processing invoices, maximising the volume of invoices presented to the council in electronic formats,
— assist with the migration of suppliers to e-invoicing,
— provide management reports on progress with migration of suppliers as well as associated management data,
— offer regular updates.
It will offer a variety of e-invoicing methods to enable suppliers to the council of varying size and nature with different levels of automation to trade with the council. These methods should include electronic file transfer (of various file types: EDI, XML, excel), direct input and invoice scanning with OCR.
The solution should support two and three way matching with Oracle purchase orders, be intuitive and compatible with the IT infrastructure and software throughout the contract term.
II.1.6)Common procurement vocabulary (CPV)

48400000, 48100000, 48440000, 48600000, 48610000

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

The contract is covered by the Government Procurement Agreement (GPA): no
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:

Hull City Council is seeking a solution with proven, successful integration and interoperability with Oracle eBusiness release 12, including Oracle Financials, which will:
— replace existing manual and paper based processes for processing invoices, maximising the volume of invoices presented to the council in electronic formats,
— assist with the migration of suppliers to e-invoicing,
— provide management reports on progress with migration of suppliers as well as associated management data,
— offer regular updates.
It will offer a variety of e-invoicing methods to enable suppliers to the council of varying size and nature with different levels of automation to trade with the council. These methods should include electronic file transfer (of various file types: EDI, XML, excel), direct input and invoice scanning with OCR.
The solution should support two and three way matching with Oracle purchase orders, be intuitive and compatible with the IT infrastructure and software throughout the contract term.
Estimated value excluding VAT: 500 000 GBP
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: 96 (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:

A performance bond or parent company guarantee may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

To be detailed in the contract documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and several liability will be required unless a separate legal entity is formed.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: A range of Key Performance Indicators (KPIs) will be included in the tender documentation and will subsequently agreed with the successful bidder.
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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1972. and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j)has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991. on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
All participating suppliers are required to register on the YORtender procurement portal, accessed by https://www.yortender.co.uk . Suppliers will then be able to access the descriptive document (pre-qualification questionnaire) relating to this contract.The selection of the shortlisted suppliers to the Invitation to Tender stage will depend upon evaluation and scoring of the details provided in, and with the pre-qqualification questionnaire submission.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate , of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
All participating suppliers are required to register on the YORtender procurement portal, accessed by https://www.yortender.co.uk . Suppliers will then be able to access the descriptive document (pre-qualification questionnaire) relating to this contract.The selection of the shortlisted suppliers to the Invitation to Tender stage will depend upon evaluation and scoring of the details provided in, and with the pre-qqualification questionnaire submission.

Minimum level(s) of standards possibly required: All participating suppliers are required to register on the YORtender procurement portal, accessed by https://www.yortender.co.uk . Suppliers will then be able to access the descriptive document (pre-qualification questionnaire) relating to this contract.The selection of the shortlisted suppliers to the Invitation to Tender stage will depend upon evaluation and scoring of the details provided in, and with the pre-qqualification questionnaire submission.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
All participating suppliers are required to register on the YORtender procurement portal, accessed by https://www.yortender.co.uk . Suppliers will then be able to access the descriptive document (pre-qualification questionnaire) relating to this contract.The selection of the shortlisted suppliers to the Invitation to Tender stage will depend upon evaluation and scoring of the details provided in, and with the pre-qqualification questionnaire submission.

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 4: and maximum number 6
Objective criteria for choosing the limited number of candidates: The pre qualification questionnaire will be assessed using a combination of threshold questions and a scoring system. The suppliers scoring the highest marks will be shortlisted for the Invitation to Tender stage.
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-9A4LML
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: 29.8.2013 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

6.9.2013 – 17:00
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
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:2.8.2013