HR, Payroll and Training System Requirements Tender

HR, Payroll and Training System Requirements Tender

HR/Payroll must be integrated in 1 system; The system must be able to handle lunar payroll (4 weekly pay).

United Kingdom-Shipley: Information technology services

2015/S 100-182890

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Incommunities Group
The Quays, Victoria Street
For the attention of: Mark Cant
BD17 7BN Shipley
Telephone: +44 1915661038

Internet address(es):

General address of the contracting authority:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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

Other: Housing Association

I.3)Main activity

Housing and community amenities

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

HR, Payroll and Training System Requirements.

II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services

NUTS code UKE41

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)

Information technology services. The following are the essential minimum requirements which the chosen solution must be capable of providing:
— HR/Payroll must be integrated in 1 system;
— The system must be able to handle lunar payroll (4 weekly pay);
— The system must be able to handle complex terms and conditions (ex Local Govt type terms including grade scales, spinal column points, complex overtime, out of hours, shift, standby payments and allowances, holiday calculations by day and hour etc.);
— Must comply with legislation (year end, P11ds etc. with regular automatic updates to accommodate legislative changes such as min wage etc.);
— Local Govt Pension Scheme capability (LGPS is our designated auto enrolment Pension Scheme);
— Ability to cope with multiple payrolls and pension schemes;
— Integrated reporting solutions (complex reporting ability for example: absence management including short, long term and overall absence by percentage, average days lost to absence per person, average number of periods of absence per person based on Full time equivalent working days available, reasons for sickness absence — reports by whole org., Directorate and team);
— Flexible and scale able system based on fluctuating number of employees and users;
— Ideally cloud based — though would consider in house option.

II.1.6)Common procurement vocabulary (CPV)

72222300 – JA02

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

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


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 key driver in the replacement of the HR and Payroll system are:
— Replace the HR and Payroll system to provide a comprehensive HR and Payroll system;
— To share key employee data and reduce the requirement for interfaces;
— Ensure the HR and Payroll systems are aligned and fully integrated;
— Ensure the system implemented is flexible enough to support the future requirements of the HR and Payroll departments;
— Bring significant improvements in the operational performance and efficiencies of the HR and Payroll processes;
— Improved and accessible management information and reporting capability;
The scope of the project includes:
— Personnel data;
— Payroll;
— Recruitment;
— Training and Development;
— Absence Monitoring;
— Health and Safety;
— Organisational Structure;
— Mail merge document production;
— Reporting;
— Employee self-service;
— Workflow functions.
There are approximately 50 users of the current HR and Payroll system based at multiple locations. The HR system currently used is ResourceLink.
II.2.2)Information about options

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 5

II.3)Duration of the contract or time limit for completion

Duration in months: 60 (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:

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

Incommunities will pay the provider directly using their standard payment terms.

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

Consortia bids to be reviewed on their merits but are acceptable.
III.1.4)Other particular conditions
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: Candidates are deemed to understand fully the processes that the Incommunities Group is required to follow under relevant European and UK legislation, particularly in relation to EU Procurement Directive 2014/24/EU and the Public Contracts Regulations 2015 that enforce this directive.
Evaluation criteria:
— Section A – Details of your organisation — for information purposes only;
— Section B – Insurance Information — Pass/Fail;
— Section C – Grounds for rejection — Pass/Fail;
— Section D – Economic and Financial standing — Pass/Fail;
— Section E – Technical and professional — Scored (— consider the 9 bullet points listed on pages 7 and 8 of this PQQ);
Q110 marks;
Q210 marks;
Q310 marks;
Q4-10 marks ( up to — 10 plus Threshold – Pass/Fail);
Q5 Threshold question — Pass/Fail;
Q6 30 marks ( 10 per reference );
— Section F — Policies — Pass/Fail;
— Section G — Declaration — for information only;
Further information can be obtained within the documentation.

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 3 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 on these turnovers is available;
Financial assessment criteria are determined by Incommunities as appropriate for the specific tender opportunity presented and assessed as a combined understanding of financial health rather than for each criteria, such as turnover, in isolation. Incommunities will seek to understand the financial stability of the organisation from the information provided and Incommunities review will incorporate understanding of the organisation’s turnover, operating profit, cash flow, business operations, historical data, track record, corporate structure, governance, any group financial position and credit rating. Where Incommunities views, from the consolidated information, that there are significant financial or operating risks or inconsistencies in the financial information provided this will likely constitute a fail. Parent company guarantees may be requested if appropriate.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(b) A list of the principal deliveries effected or the main services provided in the past 3 years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given:
— where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority,
— where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator.
(c) An indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work.
(d) A description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities.
(e) Where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capacities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate.
(f) The educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work.
(g) For public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract.
(h) A statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last 3 years.
(j) An indication of the proportion of the contract which the services provider intends possibly to subcontract as outlined in the Pre Qualification Questionnaire and / or the Invitation to Tender documents.
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


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

Envisaged number of operators: 1
Objective criteria for choosing the limited number of candidates: Maximum of 5 candidates to be taken through to ITT (those 5 bidders who achieve the highest scores from the PQQ process).
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 below

1. Quality. Weighting 60

2. Price. Weighting 40

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:

HR,Payroll and Training System Requirements

IV.3.2)Previous publication(s) concerning the same contract


IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

24.6.2015 – 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

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

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, and the contract will be awarded on the basis of the most economically advantageous tender.
The initial term is 60 months, however there are options to extend annually for a further 5 years e.g. 12 months + 12 months etc. (subject to satisfactory performance from initial start date of September 2015).
Consortium Procurement are facilitating the tender process on behalf of Incommunities Group.
For more information about this opportunity, please visit the Delta eSourcing portal at:

To respond to this opportunity, please click here:

GO Reference: GO-2015522-PRO-6623000.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Incommunities Group
The Quays, Victoria street
BD17 7BN Shipley
Telephone: +44 1274254161
Internet address:

VI.4.2)Lodging of appeals

VI.4.3)Service from which information about the lodging of appeals may be obtained

Incommunities Group
The Quays, Victoria street
BD17 7BN Shipley
Telephone: +44 1274254161
Internet address:

VI.5)Date of dispatch of this notice: