NHS Electronic Staff Records Service

NHS Electronic Staff Records Service

The Electronic Staff Records (ESR) solution is an Oracle based single workforce management tool for the NHS offering a true ‘end to end’ workforce management solution.

United Kingdom-London: Payroll management services

2013/S 243-422933

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Department Of Health
Skipton House, 80 London Road
Contact point(s): ESR Procurement Team
SE1 6LH London
E-mail: supplier.helpdesk@dh.gsi.gov.uk

Internet address(es):

General address of the contracting authority: https://www.gov.uk/government/organisations/department-of-health

Address of the buyer profile: https://www.gov.uk/government/organisations/department-of-health/about/procurement

Electronic access to information: https://www.gov.uk/government/organisations/department-of-health/about/procurement

Electronic submission of tenders and requests to participate: https://www.gov.uk/government/organisations/department-of-health/about/procurement

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

Ministry or any other national or federal authority, including their regional or local sub-divisions
I.3)Main activity

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

refer to short description section

Section II: Object of the contract

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

Provision of the NHS Electronic Staff Records (ESR) Service.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: UK.
NUTS code UK

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)

The Department of Health (DH) helps people live better for longer. We lead, shape and fund health and care in England, making sure people have the support, care and treatment they need, with compassion, respect and the dignity they deserve. The Electronic Staff Records (ESR) solution is an Oracle based single workforce management tool for the NHS offering a true ‘end to end’ workforce management solution. ESR functionality can be grouped into three main areas: (1) Human resources and payroll, (2) learning and talent management and (3) workforce information provision.
ESR includes, but is not limited to, the following core services:-
— Payroll and Supporting Pensions
— Core HR (e.g. key personnel events; leave and absence; education and training and organisational structures)
— Recruitment
— Integrated Identity Management
— Occupational Health
— Finance
— Learning Administration (including e-Learning)
— Manager and Employee Self Service
— Talent Management/Compliance Management
— Data Warehouse
— Management Reporting – Local and National.
The ESR solution and related services are currently provided by the Current Supplier under a managed service contract, which is anticipated to continue until August 2015. DH wants to ensure the continuity of the ESR solution and related services following the expiry of the current contract. To do so, DH wishes to re-procure the provision of the ESR service on the basis that the New Service Provider will be expected to transition the existing ESR solution from the Current Supplier and operate it and upgrade it.
As well as the core services identified above, the New Service Provider will also be required to provide certain enhancements to the ESR solution, some of which are identified in the re-procurement and others which the New Service Provider will help the DH identify.
The overarching objectives for these enhancements are set out below:
— To ensure that the NHS has access to a robust and reliable HR and payroll solution and workforce management data beyond the expiry of the current ESR contract.
— To adopt a fit for purpose commercial model ensuring sufficient flexibility to respond to on-going changes as well as offering options for the solution at exit.
— To enable provision of high quality workforce data with assurance on data integrity and management in the delivery of the emerging Health and Care landscape
— To improve experience for users such as employers, employees, DH and HSCIC
— To support providers, commissioners, regulators and Arm’s length Bodies (ALBs) to deliver their assurance and efficiency responsibilities in a rapidly changing environment.
Within the procurement process, Potential Bidders will be required to demonstrate the additional capability that they can offer.
This procurement is being undertaken by the DH on behalf of and/or for use by a number of user organisations which comprise the NHS Business Services Authority and other DH Arm’s Length Bodies (ALBs), such as special health authorities, non-departmental public bodies (NDPBs), all NHS bodies including but not limited to health service bodies as defined in section 9 of the NHS Act 2006 (as updated and amended), NHS Foundation Trusts, providers of NHS funded care, any government department, agency or other statutory body and any successor bodies to these entities. The Authority may decide to novate the contract to any of the bodies identified in this notice post award.
II.1.6)Common procurement vocabulary (CPV)

79211110, 79631000, 72000000, 72260000, 72320000, 72212517, 72222300, 72253000, 72261000, 72262000, 72263000, 72267000, 72300000, 72321000, 72322000, 72500000, 72510000, 79414000, 48600000, 48800000, 48900000, 72211000, 72212000, 72212610, 72212931, 72250000, 72230000, 72265000, 72212450, 48450000, 72212213, 64120000, 72100000, 72200000, 72210000, 72212211, 72212331, 72212451, 72224000, 79632000, 72800000, 72310000, 79000000, 79400000, 48400000, 30131100, 30131200, 30199330, 30199340, 30200000, 30210000, 30211000, 30211200, 30211300, 30211400, 30211500, 30212000, 30212100, 48220000, 48311000, 48326000, 48326100, 48330000, 48332000, 48451000, 48460000, 48482000, 48514000

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

The contract is covered by the Government Procurement Agreement (GPA): yes

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:

5 years 9 months with the ability to extend the contract for up to 24 months.
Estimated value excluding VAT:
Range: between 200 000 000 and 400 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: initial 5 year 9 month period with an option to extend the Contract for a further 2 years.
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 93 (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:

Parent Company or other guarantees may be required in certain circumstances. See the procurement documentation for further details.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

See the procurement documentation for further details.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Requests to participate will be accepted from groupings of economic operators (consortia) and each grouping should explain how they envisage the consortia to operate. In the event of a successful consortium bid, the DH reserves the right to require groupings of entities to take a particular legal form and/or require that a single consortium member takes primary liability or that each member undertakes joint and several liability irrespective of the legal form adopted.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: See the procurement documentation for further details.
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 Potential Bidder may be disqualified who has breached Regulation 23 of the Public Contract Regulations 2006.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: See the procurement documentation for further details.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
See the procurement documentation for further details.
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

Some candidates have already been selected (if appropriate under certain types of negotiated procedures) no
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates: The Authority is considering taking 6 Potential Bidders at PQQ stage for PITN. The number of Potential Bidders for full negotiations may reduce to 3 after the PITN stage. However further details will be set out in the procurement documentation.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
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:

3088 ESR
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2013/S 172-297685 of 5.9.2013

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

24.1.2014 – 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

Please note that the date specified in section IV.3.4 is the deadline for PQQ submissions.
Potential Bidders should visit https://www.gov.uk/government/organisations/department-of-health/about/procurement to register on BMS and download instructions on how to respond to this opportunity.

BMS will contain copies of the MOI and PQQ documentation for download and submission when completed.
Potential Bidders can also access the appendences to the MOI (which contain more detailed information about the existing ESR solution and the future requirements) in the Dataroom once they have entered into a non-disclosure agreement with the Authority, if they have not already done so. To request the non-disclosure agreement, Potential Bidders must email the ESR Reprocurement team at esrreprocurement@dh.gsi.gov.uk. Potential Bidders will not need to have read the appendices to be able to respond to the PQQ.

Please note that the Authority anticipates that the New Service Provider will require 9 months for the transition period of the contract and that is the timescale that will be allowed in the resulting contract.
Please note that the duration specified in section II.3 includes the optional extension.
The length of time the tender must be maintained for is 6 months which starts from the submission of the ITN. If you require assistance, please contact the Supplier Helpdesk on +44 1132545777 or
supplier.helpdesk@dh.gsi.gov.uk This helpdesk is available 10:00am to 4:00pm, Monday to Friday excluding Bank Holidays.

The Authority reserves the right to terminate the procurement process (or part of it), to change the basis of and the procedures for the procurement process at any time, or to procure the subject matter of the contract by alternative means if it appears that it can be more advantageously procured by alternative means.
The most economically advantageous or any tender will not automatically be accepted.
Tenders and all supporting documentation for the contract must be priced in sterling and written in English. Any agreement entered into will be considered a contract made in England according to English law and will be subject to the exclusive jurisdiction of the English Courts.
The Transfer of Undertakings (Protection of Employment) Regulations 2006 (SI 2006/246) may apply to this procurement.
Potential Bidders should note that, in accordance with the Government’s policies on transparency, the Authority intends to publish the Pre-Qualification Questionnaire (PQQ), the preliminary invitation to Negotiate (PITN) and Invitation to Negotiate (ITN) document, and any Contract awarded, subject to possible redactions at the discretion of the Authority. The terms of the proposed Contract will also permit a contracting authority, awarding a Contract under this Contract, to publish the text of that Contract, subject to possible redactions at the discretion of the contracting authority. Further information on transparency can be found at:

This procurement exercise will be completed via the Authority’s eTendering portal (BMS) and Potential Bidders wishing to be considered for this (or any other) Authority contract must submit their response via BMS. The BMS reference number for this exercise is 59164.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Authority will incorporate a standstill period at the point information about the actual award of the contract is communicated to Potential Bidders. That notification will provide full information on the award decision.
The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful Bidders to challenge the award decision before the contract is entered into.
The Public Contracts Regulations 2006 (SI2006 No5) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take action in the High Court.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:13.12.2013