Payroll Administration and Management Services for Croydon Council
London Borough of Croydon (the Council) has a requirement for the provision of payroll administration and management services from 1 April 2015 (the Contract).
United Kingdom-Croydon: Payroll management services
2014/S 074-128094
Contract notice
Services
Directive 2004/18/EC
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Croydon
Commissioning & Procurement Team, 12A Bernard Weatherill House, 8 Mint Walk.
CR1 0EA Croydon
UNITED KINGDOM
Telephone: +44 2084071318
E-mail: procurement@croydon.gov.uk
Internet address(es):
General address of the contracting authority: www.croydon.gov.uk
Address of the buyer profile: www.londontenders.org
Further information can be obtained from: London Tenders Portal
Internet address: www.londontenders.org
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: London Tenders Portal
Internet address: www.londontenders.org
Tenders or requests to participate must be sent to: London Tenders Portal
Internet address: www.londontenders.org
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: yes
Section II: Object of the contract
II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
277/2013CED: Payroll Administration and Management Services.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 9: Accounting, auditing and bookkeeping services
Main site or location of works, place of delivery or of performance: Croydon, UK.
NUTS code UKI22
Service category No 9: Accounting, auditing and bookkeeping services
Main site or location of works, place of delivery or of performance: Croydon, UK.
NUTS code UKI22
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)
London Borough of Croydon (the Council) has a requirement for the provision of payroll administration and management services from 1 April 2015 (the Contract).
As payroll is one of the most critical operations for the Council, it is imperative that payroll is delivered accurately to time and service standard
The Council’s requirement consists of two lots:
Lot 1 – Council staff and its pensioners
Lot 2 – Schools (including Academies)
Bids will be accepted for one or both lots. The Council is seeking to award two separate contracts.
The Contract will be let for a period of three years with an option for the Council to extend by a further one year. Such an extension will be subject to satisfactory performance and the Council’s approval.
The current provision of payroll is provided via Midland iTrent software. The Council’s requirement under the Contract is for Lot 1 to be provided via the Oracle platform and Lot 2 to be provided via the Midland iTrent platform.
The Council will cover the licence and hosting fee for both the Oracle platform and the Midland iTrent platform.
Bidders will be asked to provide costs for the licence and hosting fees as part of their submissions for Lot 2 only however bidders should note that this will not be evaluated. The purpose of this is to enable the Council to determine whether it is more cost effective for the Council or the bidder to cover the licence/hosting fee. In the event that it proves more cost effective for the bidder to contract directly with MidlandHR in respect of the licence and hosting fee, the Council will require bidders to purchase the licence and hosting themselves.
Bidders should also note that the Council is currently considering establishing a mutual organisation (the Mutual) for the provision of certain education related services (included the management of services procured under Lot 2 (schools)). In the event that the Mutual is established, it is the Council’s intention for the Mutual to take over the provision of the services in respect of Lot 2 i.e. to schools. Consequently, the intention would be that any contract awarded in respect of Lot 2 would be novated to the Mutual
Bidders should note that the Council cannot guarantee any minimum volumes of work in respect of Lot 1 and 2.
Social Value is part of Croydon Council’s Commissioning framework* and its aim is to build a greater community, environmental and economic benefit to Croydon.
Under this project the contractor/supplier is required to participate actively, where practicable, in the economic and social regeneration of the locality and surrounding place of delivery for the project. Accordingly contract performance conditions may relate in particular to social and environmental considerations.
*http://www.croydon.gov.uk/contents/departments/business/pdf/socialvalue.pdf
As payroll is one of the most critical operations for the Council, it is imperative that payroll is delivered accurately to time and service standard
The Council’s requirement consists of two lots:
Lot 1 – Council staff and its pensioners
Lot 2 – Schools (including Academies)
Bids will be accepted for one or both lots. The Council is seeking to award two separate contracts.
The Contract will be let for a period of three years with an option for the Council to extend by a further one year. Such an extension will be subject to satisfactory performance and the Council’s approval.
The current provision of payroll is provided via Midland iTrent software. The Council’s requirement under the Contract is for Lot 1 to be provided via the Oracle platform and Lot 2 to be provided via the Midland iTrent platform.
The Council will cover the licence and hosting fee for both the Oracle platform and the Midland iTrent platform.
Bidders will be asked to provide costs for the licence and hosting fees as part of their submissions for Lot 2 only however bidders should note that this will not be evaluated. The purpose of this is to enable the Council to determine whether it is more cost effective for the Council or the bidder to cover the licence/hosting fee. In the event that it proves more cost effective for the bidder to contract directly with MidlandHR in respect of the licence and hosting fee, the Council will require bidders to purchase the licence and hosting themselves.
Bidders should also note that the Council is currently considering establishing a mutual organisation (the Mutual) for the provision of certain education related services (included the management of services procured under Lot 2 (schools)). In the event that the Mutual is established, it is the Council’s intention for the Mutual to take over the provision of the services in respect of Lot 2 i.e. to schools. Consequently, the intention would be that any contract awarded in respect of Lot 2 would be novated to the Mutual
Bidders should note that the Council cannot guarantee any minimum volumes of work in respect of Lot 1 and 2.
Social Value is part of Croydon Council’s Commissioning framework* and its aim is to build a greater community, environmental and economic benefit to Croydon.
Under this project the contractor/supplier is required to participate actively, where practicable, in the economic and social regeneration of the locality and surrounding place of delivery for the project. Accordingly contract performance conditions may relate in particular to social and environmental considerations.
*http://www.croydon.gov.uk/contents/departments/business/pdf/socialvalue.pdf
II.1.6)Common procurement vocabulary (CPV)
79211110, 79631000
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: yes
Tenders may be submitted for one or more lots
Tenders may be submitted for one or more lots
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 requirements consist of two lots:
Lot 1 – Council staff and its pensioners,
Lot 2 –Schools (including Academies).
Estimated value excluding VAT: 6 000 000 GBP
Lot 1 – Council staff and its pensioners,
Lot 2 –Schools (including Academies).
Estimated value excluding VAT: 6 000 000 GBP
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Duration in months: 36 (from the award of the contract)
Information about lots
Lot No: 1 Lot title: Council Staff
1)Short description
Council staff and its pensioners.
2)Common procurement vocabulary (CPV)
79211110, 79631000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The Council requires this service to be provided via the Oracle platform. The Council will provide the licence in respect of this platform.
Lot No: 2 Lot title: Schools
1)Short description
Schools and Academies.
2)Common procurement vocabulary (CPV)
79211110, 79631000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The Council requires this service to be provided via the Midland iTrent platform. Bidders should note the information in relation to the establishment of a mutual organisation which is detailed in section II.1.5) of this notice.
Section III: Legal, economic, financial and technical information
III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Participants will be advised if this is necessary during the tendering process. Parent company and/or other guarantees of performance and financial liability maybe required if considered appropriate.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
As detailed in the tendering documentation.
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 is required but if a contract is awarded to a consortium, the contracting authority may require the consortium to form a legal entity before entering into a contract.
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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgement which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
Bidders will be assessed in accordance with those allowed in the Public Contracts Regulations 2006, as amended; and are detailed in the Tender documentation.
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgement which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
Bidders will be assessed in accordance with those allowed in the Public Contracts Regulations 2006, as amended; and are detailed in the Tender 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 three 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 of these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
Bidders will be assessed in accordance with those allowed in the Public Contracts Regulations 2006, as amended; and are detailed in the Tender documentation.
Minimum level(s) of standards possibly required: Bidders will be assessed in accordance with those allowed in the Public Contracts Regulations 2006, as amended; and are detailed in the Tender documentation.
(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 three 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 of these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
Bidders will be assessed in accordance with those allowed in the Public Contracts Regulations 2006, as amended; and are detailed in the Tender documentation.
Minimum level(s) of standards possibly required: Bidders will be assessed in accordance with those allowed in the Public Contracts Regulations 2006, as amended; and are detailed in the Tender documentation.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Bidders will be assessed in accordance with those allowed in the Public Contracts Regulations 2006, as amended; and are detailed in the Tender documentation.
Minimum level(s) of standards possibly required:
Bidders will be assessed in accordance with those allowed in the Public Contracts Regulations 2006, as amended; and are detailed in the Tender documentation.
Bidders will be assessed in accordance with those allowed in the Public Contracts Regulations 2006, as amended; and are detailed in the Tender documentation.
Minimum level(s) of standards possibly required:
Bidders will be assessed in accordance with those allowed in the Public Contracts Regulations 2006, as amended; and are detailed in the Tender documentation.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
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:
277/2013CED
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
2.6.2014 – 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
English.
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
VI.2)Information about European Union funds
VI.3)Additional information
Potential suppliers should note that, in accordance with the UK Government’s policies on transparency, LBC intends to publish the invitation to tender (ITT) document, and the text of any contract awarded, subject to possible redactions.
The Council reserve the right, subject to provisions of the Public Contracts Regulations 2006 (as amended by the Public Contracts (Amendment) Regulations 2009 and 2011) and other appropriate rules governing public procurement, to change without the notice the basis of, or the procedures for, the competitive process or to terminate the process at any time prior to award of contract. The Council do not bind themselves to accept the lowest tender, or any tender received, and each reserve the right to award the contract in part, or to call for new tenders should they consider necessary. The Council shall not be liable for any costs or expenses incurred by any tenderer in connection with the completion and return of the information requested in this contract notice, or in the completion or submission of any tender.
The contract is duration is 36 months with an option to extend for 12 months.
The value provided in section II.2.1 is an estimate only. The Council cannot guarantee any volumes through this contract in respect of either Lot 1 or Lot 2.
Bidders should also note that the Council is currently considering establishing a mutual organisation (the Mutual) for the provision of certain education related services (included the management of services procured under Lot 2 (schools)). In the event that the Mutual is established, it is the Council’s intention for the Mutual to take over the provision of the services in respect of Lot 2 i.e. to schools. Consequently, the intention would be that any contract awarded in respect of Lot 2 would be novated to the Mutual.
The Council reserve the right, subject to provisions of the Public Contracts Regulations 2006 (as amended by the Public Contracts (Amendment) Regulations 2009 and 2011) and other appropriate rules governing public procurement, to change without the notice the basis of, or the procedures for, the competitive process or to terminate the process at any time prior to award of contract. The Council do not bind themselves to accept the lowest tender, or any tender received, and each reserve the right to award the contract in part, or to call for new tenders should they consider necessary. The Council shall not be liable for any costs or expenses incurred by any tenderer in connection with the completion and return of the information requested in this contract notice, or in the completion or submission of any tender.
The contract is duration is 36 months with an option to extend for 12 months.
The value provided in section II.2.1 is an estimate only. The Council cannot guarantee any volumes through this contract in respect of either Lot 1 or Lot 2.
Bidders should also note that the Council is currently considering establishing a mutual organisation (the Mutual) for the provision of certain education related services (included the management of services procured under Lot 2 (schools)). In the event that the Mutual is established, it is the Council’s intention for the Mutual to take over the provision of the services in respect of Lot 2 i.e. to schools. Consequently, the intention would be that any contract awarded in respect of Lot 2 would be novated to the Mutual.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
London Borough of Croydon
Bernard Weatherill House, 8 Mint Walk, Croydon
CR0 1EA London
UNITED KINGDOM
Body responsible for mediation procedures
London Borough of Croydon
Bernard Weatherill House, 8 Mint Walk, Croydon
CR0 1EA London
UNITED KINGDOM
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained
London Borough of Croydon
Bernard Weatherill House, 8 Mint Walk, Croydon
CR0 1EA London
UNITED KINGDOM
VI.5)Date of dispatch of this notice:10.4.2014