Payroll System and Services Tender

Payroll System and Services Tender

The Financial Ombudsman is looking for a Payroll System and associated implementation and support.

United Kingdom-London: Payroll management services

2015/S 210-381374

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Financial Ombudsman Service
Exchange Tower
For the attention of: Raghav Aggarwal
E14 9SR London

Internet address(es):

General address of the contracting authority:

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

Body governed by public law

I.3)Main activity

Economic and financial affairs

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:

Payroll System and Services.

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

Service category No 27: Other services


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)

Payroll management services. Personnel and payroll services. Time accounting or human resources software package. Time accounting or human resources software development services. Financial analysis and accounting software package. Accounting software package. The Financial Ombudsman is looking for a Payroll System and associated implementation and support. The contract will be for 3 years and then an optional 4rth and 5th year. A Payroll solution only is Sought, not an integrated HR and Payroll solution.

II.1.6)Common procurement vocabulary (CPV)

79211110, 79631000, 48450000, 72212450, 48440000, 48443000

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:

This section provides a summary of the key elements in the scope of service, covering the life-time of the contract. These are:
— A SAAS solution;
— A Bureau service as defined by the Financial Ombudsman;
— Starters, leavers and salary changes will need a full pro rata calculated to the effective date, including the ability to hold a reason for change description;
— We’d like to see annual salary history at a glance, for example on one screen;
— Work patterns need to be held in the payroll and changes, preferably automatically, calculated according to work pattern, such as for a starter, leaver or hour change part way through month;
— We’d like the system to be able to cope with more than one salary change in a month for an employee, with accurate automatic pro rata;
— Automatic back pay functionality;
— Full reversal capability for any late changes after the final payrun for the month;
— Shared parental leave SMP, SSP and SPP calculator, including coping with any company pay for these allowances;
— We’d like the system to cope with a 2 week work pattern and with any changes to an employees work pattern part way through the month, without manual intervention;
— Real time gross to net capability, enabling immediate recalculation of gross to net by employee;
— Real time net to gross capability enabling immediate recalculation of net to gross by employee;
— The ability to run interfaces from our HR database, for example all starters, leavers, salary changes, address and bank details, preferably with an automated interface solution. Plus the option to send information back into the HR system;
— The ability to run interfaces into the payroll from our flexible benefit provider, including the ability to cope with large volumes of data;
— Potential to include self-service overtime and expenses;
— Import sickness information into the Payroll;
— On line payslips or other non-paper payslip option, including control of item descriptions and ideally downloadable to PDF. With single sign on capacity and allowing employees to access payslips away from the office;
— The ability to load variable data by spreadsheet, such as overtime or monthly deductions for car parking;
— Pension age changes (according to company policy) to be controlled automatically;
— NI age changes to be automated;
— Ability to run a wide variety of reports, both scheduled and ad-hoc;
— P11D production and distribution to staff;
— RTI full compliance, including Full Payment Submission and Employee Payment Submission without manual intervention;
— HMRC and legislative compliance;
— Pay rolling of benefits potentially;
— Helpdesk cover at weekends and later in evening if needed;
— A separate test environment to allow acceptance testing and validation of changes;
— Ability to set up new allowances and deductions quickly and easily;
— The capability for homeworking.
Ensure that the new system supports segregation of duties between HR, payroll and finance, with an auditable workflow.

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)

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

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: All Datacentres to be based in the UK, implementation to be executed in the UK, requirements stated must be met, supplier must be capable of supporting the solution for a minimum of 5 years.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
III.2.3)Technical capacity
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


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

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: Based on the top 5 scoring suppliers to the PQQ.
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
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:


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


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

Time limit for receipt of requests for documents or for accessing documents: 26.11.2015 – 17:00
Payable documents: no

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

27.11.2015 – 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.

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

To respond to this opportunity, please click here:

GO Reference: GO-20151026-PRO-7242567.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Financial Ombudsman Service
South Quay Plaza
E14 9SR London
Telephone: +44 2070937396

Body responsible for mediation procedures

Financial Ombudsman Service
Exchange Tower
E14 9SR London
Telephone: +44 2070937396

VI.4.2)Lodging of appeals

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

Financial Ombudsman Service
Exchange Tower
E14 9SR London
Telephone: +44 2070937396

VI.5)Date of dispatch of this notice: