Financial planning software for schools

Financial planning software for schools

A software product is required to enable schools to undertake medium term financial planning. The products immediate target market is approximately 530 Hampshire schools, education centres and academies (subject to individual school sign up) but ideally with scope for HCC to act as an agent to sell beyond the Hampshire authority.

UK-Winchester: industry specific software package

2012/S 170-281701

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Hampshire County Council
Hampshire County Council, The Castle, Hampshire
For the attention of: Joseph Newton
SO23 8UJ Winchester
UNITED KINGDOM
E-mail: procurement.support@hants.gov.uk

Internet address(es):

General address of the contracting authority: https://in-tendhost.co.uk/hampshire/

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: no

Section II: Object of the contract

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

Financial planning software for schools – 12IT015.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Main site or location of works, place of delivery or of performance: Hampshire.
NUTS code UKJ3

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)

A software product is required to enable schools to undertake medium term financial planning. The products immediate target market is approximately 530 Hampshire schools, education centres and academies (subject to individual school sign up) but ideally with scope for HCC to act as an agent to sell beyond the Hampshire authority.
The software will need to be able model a range of scenarios and be able to interface with SAP as well as include complex funding calculations to enable the projection of future years income streams. The software will need to be able to cope with the different funding formulas for different types of establishment e.g. mainstream, special, education centres, academies etc.
There needs to be a clear pricing policy, covering software upgrades as well as more regular updates/patches for data changes.
Software must be available early in 2013 with all signed up schools up and running with software by end of February 2013. As part of the decision making process, suppliers maybe asked to provide a demo of their system.
II.1.6)Common procurement vocabulary (CPV)

48100000, 72600000, 72200000

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:

The Contract will be for an initial duration of one year, with the option to extend for a further four one-year periods, at the sole discretion of the Council (maximum duration 5 years).
Estimated value excluding VAT:
Range: between 450 000,00 and 600 000,00 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

Section III: Legal, economic, financial and technical information

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

The Contracting Authority reserves the right to require deposits, guarantees, bonds, warranties and other forms of appropriate security. As defined in the procurement documentation. Any requirement for deposits and/or guarantees would need to be satisfied prior to contract award.
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:

No special legal form will be required. In the case of organisations applying as a consortia or joint venture, full details for each member is required. It will be necessary for each member to sign an undertaking that they shall be jointly and severally responsible for the performance of the contract. As defined in the procurement 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: Information and formalities necessary for evaluating if the requirements are met: In accordance with Articles 43 to 51 of Directive 2004/18/EC as amended by S.I. 2007/2157, 2009/2992, 2011/1441 and Regulation 23 of the Public Contracts Regulations 2006 as amended by “The Public Contracts (Amendment) Regulations 2009. Organisations are advised it is a condition of this contract that all managers and operatives (including subcontractors) are suitably competent to execute all trades and operations encompassed by these Contracts in full compliance with UK legislation.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Articles 43to 51 of Directive 2004/18/EC as amended by S.I. 2007/2157, 2009/2992, 2011/1441; and Regulation 24 of the Public Contracts Regulations 2006 as amended by The Public Contracts (Amendment) Regulations 2009.
Minimum level(s) of standards possibly required: A 25 % turnover threshold (fixed) is used. Annual contract value cannot be more than 25 % of the organisation’s annual turnover.
III.2.3)Technical capacity
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

Open
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:

12IT015
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: 16.10.2012
IV.3.4)Time limit for receipt of tenders or requests to participate

16.10.2012 – 14:00
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 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

Tenderers are required to register their company details on the In-tend, e-tendering system. No charge is made for registration or access to this system. Full details and user guides on how to register and operate the system are available via the link https://in-tendhost.co.uk/hampshire/.

Once in the web site, click on ‘current tenders’ and then on ‘new tender details’ for this contract for further information. If you wish to express interest please click on ‘express interest’ and if you have not previously done so, register your company. The e-mail address should be for the person who will deal with the tender, as login details, subsequent messages and tender documents will be automatically sent to this e-mail address, therefore please ensure the email account registered on this system is regularly monitored. You may register more thanone user per organisation against your account.
Services may be provided to schools. Schools include all academies, faith, voluntary aided or controlled, maintained and ‘free’ schools, including those schools which may convert to academy status either during the procurement process or during the term of the contract including those that currently exist and their successors. Academies known at the time of publishing include:
Havant Academy, The Priory Primary Academy Trust, The Arnewood School, Wildern School, Ringwood Academy, Thornden Academy, Mountbatten School, The Petersfield School, Bohunt School, The Burgate Academy, Fernhill Secondary, Priestlands School, The Romsey Academy, Hounsdown Academy, Cowplain Secondary, Sun Hill Infant, Noadswood Academy, Bransgore CofE Primary, St Anthony’s Primary, St.Joseph’s Academy, Amery Hill School Academy Trust, Bay House School, Cams Hill School, Everest Community Academy, Oaklands Catholic School and Sixth Form College, Perins Academy, Testwood Sports College, Dove House School. Schools information can be found at http://www.schoolswebdirectory.co.uk/.

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:3.9.2012