HR, Payroll and Learning Management Systems

Tender for HR, Payroll and Learning Management Systems

The procurement is split in 2 lots – Lot 1 HR and payroll system and Lot 2 learning management system.

United Kingdom-Norwich: Information systems

2019/S 184-448169

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Flagship Housing Group
31 King Street
Norwich
NR1 1PD
United Kingdom
Telephone: +44 8081684555
E-mail: procurement@flagship-group.co.uk
NUTS code: UKH1
Internet address(es):Main address: https://www.flagship-group.co.uk/

I.1)Name and addresses

Victory Housing Trust
5275586
31 King Street
Norwich
NR1 1PD
United Kingdom
Contact person: Liga Matroze
Telephone: +44 8081684555
E-mail: procurement@flagship-group.co.uk
NUTS code: UKH1Internet address(es):Main address: https://www.victoryhousing.co.uk/

Address of the buyer profile: https://www.victoryhousing.co.uk/

I.1)Name and addresses

RFT Repairs Ltd
08341166
31 King Street
Norwich
NR1 1PD
United Kingdom
Contact person: Liga Matroze
Telephone: +44 8081684555
E-mail: procurement@flagship-group.co.uk
NUTS code: UKH1Internet address(es):Main address: https://www.rft-services.co.uk/

Address of the buyer profile: https://www.rft-services.co.uk/

I.1)Name and addresses

Gasway Services Ltd
04158628
31 King Street
Norwich
NR1 1RE
United Kingdom
Contact person: Liga Matroze
Telephone: +44 8081684555
E-mail: procurement@flagship-group.co.uk
NUTS code: UKH1Internet address(es):Main address: https://www.gasway.co.uk/

Address of the buyer profile: https://www.gasway.co.uk/

I.2)Information about joint procurement

The contract involves joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.delta-esourcing.com/tenders/UK-UK-Norwich:-Information-systems./6P6M4CYGEH
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Housing and community amenities

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

HR, Payroll and Learning Management Systems

II.1.2)Main CPV code

48810000

II.1.3)Type of contract

Services

II.1.4)Short description:

Flagship Group invites you to submit tender for the supply of HR and payroll and learning management systems The procurement is split in 2 lots – Lot 1 HR and payroll system and Lot 2 learning management system.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 2
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:

Lot 1 and Lot 2. Each lot will be evaluated separately, however Flagship Group reserves the right the combine the lots to award it to one supplier if that offers better value for money. This will be assessed based on the individual lot results for the top bidders and compared with score when combining the lots based on the same criteria of 50 % quality and 50 % total lifecycle cost.

II.2)Description

II.2.1)Title:

Lot 1: HR and Payroll System

Lot No: 1

II.2.2)Additional CPV code(s)

79211110

II.2.3)Place of performance

NUTS code: UKH1
Main site or place of performance:

East Anglia.

II.2.4)Description of the procurement:

Flagship Group requires a full HR and payroll management system that can be fully integrated with Flagship Group’s other systems, most notably any learning management system and operational system (Orbis) to meet all needs for administration, documentation, absence tracking, reporting and delivery of a proactive and efficient HR service. It must meet all legislative, administration, documentation, audit, and reporting needs required to manage payroll and HR functions.

Flagship Group currently consists of 4 registered companies – Flagship Housing Group Ltd, RFT Services Ltd, Gasway Services Ltd, and Victory Housing Trust. Each company has its own registered payroll and needs to be detailed as an entity within the structure, but with flexibility for employees to transfer between companies without being processed as leavers and losing historical data

It is paramount that we deliver accurate calculations of pay entitlement, including deductions, both voluntary and legislative.

The system should support minimal manual intervention and be able to recognise multiple contract types which include sick pay entitlement variations and average holiday pay calculations, ensuring TUPE protected terms. It must support 1 000+ employees records and history whilst supporting self-service users with ease. It is essential that the system has a potential to grow in scope at a fast pace, in both multiple companies and increased headcount as required by Flagship Group.

A visually appealing dashboard that ensures ease of use is desirable with fast links to elements and calculation fields.

The HR and payroll Management system must be compliant with the required laws and regulations including GDPR and adhere with industry best practice security standards as required to be classed as a Payroll system and the supplier must be well informed about legislative changes in the HR and payroll fields, always developing the payroll system to meet these requirements as they occur. The updates must be provided in a timely manner to ensure payroll processes are completed in line with the required laws and regulations. All legislative changes must be included in the annual licence cost and not be incurred as an additional cost. Any system that is provided must be compliant with all relevant legislation.

The system must enable a fully integrated and automated service including relevant access for the HR Team, line management and employees. The system must be accessible from android and IOS devices whilst mobile. The current number of employees is 1045.

The system must include relevant data and document capture, absence management, flexible and detailed reporting, payroll administration, fully functional and fast workflow management, ability to log and or manage case management, ability to action bulk changes and ability to manage recruitment campaigns.

To access and respond to Lot 1 — HR and payroll system, please click here:

https://www.delta-esourcing.com/respond/6P6M4CYGEH

If Bidders experience any technical difficulties from accessing the above url, they are required to contact the Delta eSourcing Helpdesk on call 0845 270 7050 or email helpdesk@delta-esourcing.com.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 50
Cost criterion – Name: Total lifecycle costs / Weighting: 50
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

4 further renewals of 2 years each at Flagship Group’s discretion.

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

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

II.2.14)Additional information

To respond to this opportunity, please click here: https://www.delta-esourcing.com/respond/6P6M4CYGEH

If you experience any technical difficulties from accessing the above url, then please contact the Delta eSourcing Helpdesk on call 0845 270 7050 or email helpdesk@delta-esourcing.com

II.2)Description

II.2.1)Title:

Lot 2: Learning Management System

Lot No: 2

II.2.2)Additional CPV code(s)

80420000

II.2.3)Place of performance

NUTS code: UKH1
Main site or place of performance:

East Anglia.

II.2.4)Description of the procurement:

Flagship Group requires a full learning management system that can be fully integrated with Flagship Group’s systems to meet all needs for administration, documentation, tracking, reporting and delivery of learning and development programmes through e-learning and organisation of classroom delivery face to face methods to support a blended approach.

The system should enable online learning delivery and facilitate courses via instructor classroom and virtual classroom delivery and must be easy to use and have a simple interface. It should inspire engagement, development and personal responsibility throughout the employee learning journey.

Any system that is provided must be compliant with all relevant legislation including GDPR and adhere with industry best practice security standards.

Flagship Group currently does not have a learning management system and the contract approval for this system is dependent on Flagship Group operational board’s decision on whether to allocate the funds for the system.

To access and respond to Lot 2 – LMS, please click here:

https://www.delta-esourcing.com/respond/7G8E4X49F2

If Bidders experience any technical difficulties from accessing the above url, they are required to contact the Delta eSourcing Helpdesk on call 0845 270 7050 or email helpdesk@delta-esourcing.com

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 50
Cost criterion – Name: Total lifecycle costs / Weighting: 50
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

4 further renewals of 2 years each at Flagship Group’s discretion.

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

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

II.2.14)Additional information

To respond to this opportunity, please click here: https://www.delta-esourcing.com/respond/7G8E4X49F2

If you experience any technical difficulties from accessing the above url, then please contact the Delta eSourcing Helpdesk on call 0845 270 7050 or email helpdesk@delta-esourcing.com

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 29/10/2019
Local time: 14:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Tender must be valid until: 01/04/2020

IV.2.7)Conditions for opening of tenders

Date: 29/10/2019
Local time: 14:00

Section VI: Complementary information

VI.1)Information about recurrence

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

2-10 years from the contract start date.

VI.2)Information about electronic workflows

Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.

For more information about this opportunity, please visit the Delta eSourcing portal at:

https://www.delta-esourcing.com/tenders/UK-UK-Norwich:-Information-systems./6P6M4CYGEH

To respond to this opportunity, please click here:

https://www.delta-esourcing.com/respond/6P6M4CYGEH

GO Reference: GO-2019919-PRO-15384622

VI.4)Procedures for review

VI.4.1)Review body

Flagship Housing Group
31 King Street
Norwich
NR1 1PD
United Kingdom
Telephone: +44 8081684555
E-mail: procurement@flagship-group.co.ukInternet address: https://www.flagship-group.co.uk/
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

19/09/2019