HR System Replacement Project – Invitation to Tender

HR System Replacement Project – Invitation to Tender

The current system in use at DFRS since 2004 for the HR, learning and development data has been managed to enable us to provide information across the organisation with the use of over 100 workflows and transferring information across the infrastructure to support other systems.

United Kingdom-Derbyshire: IT services: consulting, software development, Internet and support

2020/S 145-358173

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: The Derbyshire Fire and Rescue Authority
National registration number: n/a
Postal address: Derbyshire Fire and Rescue Service, Butterley Hall, Ripl
Town: Derbyshire
NUTS code: UK UNITED KINGDOM
Postal code: DE5 3RS
Country: United Kingdom
Contact person: Julie Painter
E-mail: Jpainter@Derbys-fire.gov.uk
Telephone: +44 1773305651
Internet address(es):Main address: http://derbys-fire.gov.uk

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=33917&B=BLUELIGHT
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=33917&B=BLUELIGHT
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

Public order and safety

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

ITT HR System Replacement Project

Reference number: DFA HR 27072020

II.1.2)Main CPV code

72000000 IT services: consulting, software development, Internet and support

II.1.3)Type of contract

Services

II.1.4)Short description:

The current system in use at DFRS since 2004 for the HR, learning and development data has been managed to enable us to provide information across the organisation with the use of over 100 workflows and transferring information across the infrastructure to support other systems. The HR system is considered the ‘heart’ of the employee information which passes through to essential software systems in use around the organisation for mobilising, risk reduction, payroll and reporting to name but a few. The current supplier for the DFRS HR system provided notice in December 2017 that no further developments or investments would be made into the HR system in use. The supplier has since announced that support for the product will be discontinued from April 2022.

II.1.5)Estimated total value

Value excluding VAT: 350 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

48000000 Software package and information systems
48610000 Database systems

II.2.3)Place of performance

NUTS code: UK UNITED KINGDOM
Main site or place of performance:

Derbyshire DE5 3RS.

II.2.4)Description of the procurement:

The current system in use at DFRS since 2004 for the HR, learning and development data has been managed to enable us to provide information across the organisation with the use of over 100 workflows and transferring information across the infrastructure to support other systems. The HR system is considered the ‘heart’ of the employee information which passes through to essential software systems in use around the organisation for mobilising, risk reduction, payroll and reporting to name but a few. Further details can be found in Appendix 4.

The current supplier for the DFRS HR system provided notice in December 2017 that no further developments or investments would be made into the HR system in use. The supplier has since announced that support for the product will be discontinued from April 2022.

As a result of this understanding of the product nearing the end of life, DFRS instigated a project to undertake the feasibility study of how we would replace the HR System and ensure that we look to the market for the best fit solution.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 350 000.00 GBP

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

Duration in months: 60
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

To be confirmed.

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

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

List and brief description of conditions:

All information is in the ITT document.

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: yes
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: 25/08/2020
Local time: 12:00
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: 25/11/2020

IV.2.7)Conditions for opening of tenders

Date: 25/08/2020
Local time: 12:00
Place:

Joint Derbyshire Police and Derbyshire Fire and Rescue, Butterley Hall, Ripley, Derbyshire, UK.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

Official name: Derbyshire Fire and Rescue Service
Postal address: Joint Headquarters for Derbyshire Police and Derbyshire Fire and Rescue Service
Town: Ripley
Postal code: DE5 3RS
Country: United Kingdom
E-mail: Jpainter@Derbys-fire.gov.uk
Telephone: +44 1773305651Internet address: https://derbys-fire.gov.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:

28/07/2020