Payroll System Tender

Payroll System Tender

PPF Pension Administration & Payroll IT System.

UK-Croydon: computer-related services

2012/S 87-142852

Contract notice

Directive 2004/18/EC

Section I: Contracting authority
I.1)Name, addresses and contact point(s)

Pension Protection Fund (PPF)
Knollys House, 17 Addiscombe Road
Contact point(s): Procurement & Contract Management
For the attention of: Colin McAlpine
CR0 6SR Croydon
Telephone: +44 2086335923
Fax: +44 2086334903

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

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
Other: Pension Protection
I.4)Contract award on behalf of other contracting authorities

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

ICT Service Provider

Other 3rd-Party Service Providers (to be advised)

Section II: Object of the contract
II.1.1)Title attributed to the contract by the contracting authority:
PPF Pension Administration & Payroll IT System.
II.1.2)Type of contract and location of works, place of delivery or of performance
Main site or location of works, place of delivery or of performance: East Croydon, Surrey CR0 6SR.

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 Board of the PPF has issued this Notice for the future provision of a pension administration and payroll IT system that has been developed for commercial sale. The system is expected to complete User Acceptance Testing late 2013 with transition of members from late 2013 to Summer 2014 to ensure continuity and accuracy of PPF member payments and records.
It is expected that the scope of this project will include, but is not limited to, the following:
A commercially- developed IT system that will support a contact centre approach for member access by phone, web, e-mail and letter. The system will be initially configured by the vendor to deliver PPF processes and calculations, but in future will be able to be easily configured by PPF users for any additional pension schemes with no incremental charges. The system will be used to administer all members’ supporting processes from scanning and barcoding, change of member details, retirement, payroll processing and bereavement. Other processes must also be supported as further detailed in the Pre-Qualification Questionnaire.
The system must be capable of administering in excess of 500 000 members, used by over 80 PPF operators, and will be available over a variety of channels, including post, phone, e-mail and web.
The system will reside on the PPF infrastructure and will be initially configured by the vendor to deliver PPF processes and calculations. From a security perspective, the system will have to comply with the UK Government’s Baseline Control Set implementation of the ISO27001 Information Security standard.

Candidates are required to register their interest and complete a Pre-Qualification Questionnaire via the Mytenders website at http:/

NOTE: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site at
II.1.6)Common procurement vocabulary (CPV)

72500000, 66141000
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:
II.2.2)Information about options
Options: no
II.2.3)Information about renewals
This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information
III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Not applicable.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Not applicable.
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: no
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(2) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(3) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(4) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(2) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
Minimum level(s) of standards possibly required: Not applicable.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years.
(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract.
(3) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.
(4) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures.
(5) A statement of the candidate’s technical facilities; measures for ensuring quality; and their study and research facilities.
(6) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
(7) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.
Minimum level(s) of standards possibly required:
(8) All candidates will be required to demonstrate compliance with ISO 27001 (or equivalent).
(9) All candidates will be required to demonstrate compliance with ITIL best practice standards (or equivalent).
(10) All candidates will be required to demonstrate compliance with data protection legislation as it is applied in the UK.
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 minimum number 5: and maximum number 10
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:
IV.3.2)Previous publication(s) concerning the same contract

Notice on a buyer profile

Notice number in the OJEU: 2008/S 133-177770 of 11.7.2008
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
31.5.2012 – 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 tenders

Section VI: Complementary information
VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information
Please note that when evaluating the submissions, the Board will take into account whether all of the requirements of the Conditions of Participation have been met, such as whether all the additional documentation requested has been included with the submission. The economic operator may be asked to clarify their answers or provide more details.
The Board may disqualify any economic operators who (a) fail to provide an ‘acceptable’ or ‘satisfactory’ response to any questions in the submission or inadequately or incorrectly completes any question, (b) submit completed Conditions of Participation (or any part of) after the deadline, (c) achieve a FAIL in the Compliance Review.

NOTE: The Board of the Pension Protection Fund was set up under the provisions of the Pensions Act 2004 in April 2005 and is classified as a public financial corporation. It has been established to pay compensation to members of eligible defined benefit and hybrid pension schemes when there has been a qualifying insolvency event in relation to the employer, and where there are insufficient assets in the pension scheme to cover Pension Protection Fund levels of compensation. For further information please see the PPF website:
NOTE: All candidates should review this notice and register their interest on the myTenders Web Site (see II.1.5) confirming that they meet the minimum requirements and conditions for participation (see III.1.4 and III.2). Candidates are also required to complete the on-line pre-qualification questionnaire. Confirmation of compliance with all criteria in this notice should be submitted on the myTenders Web Site (see II.1.5) by the stated deadline (see IV.3.4). Candidates are expected to supply all required information, or clearly state the reason for being unable to do so. Candidates are not required to send the supporting documentation at this pre-qualification stage, but should be willing to do so if selected to tender. Any assumptions used in preparing responses should be clearly stated.

NOTE: All questions should be submitted to the Board via the portal on the myTenders Web Site (see II.1.5). If this proves impossible please use this email address: Any queries should state your organisation name, OJEU notice number and title and clearly reference any appropriate paragraph in this notice and, to the extent possible, should be aggregated rather than sent individually. If you do not obtain a response within three working days of initially contacting the Board, it is the candidate’s responsibility to re contact the Board.
NOTE: Candidates are advised that the Board may be engaging the services of an independent adviser during the tender process.
NOTE: The Board anticipate using a number of standard provisions in any subsequent agreement which will be available in the Invitation to Tender. We would be grateful if you could indicate whether any of these provisions would provide an obstacle to your being in a position to tender at the relevant time. The Board is looking to engage with organisations that can be flexible and accommodate the commercial terms on which the Board is proposing to operate in relation to this appointment.
(MT Ref:87498).
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: