Pension Administration System Tender

Pension Administration System Tender

The scope of this project is to procure and implement a pension’s administration system that meets current business needs and future service strategy.

United Kingdom-Kingston upon Thames: Pension services

2020/S 108-263397

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Surrey County Council
Postal address: County Hall, Penrhyn Road
Town: Kingston upon Thames
NUTS code: UKJ SOUTH EAST (ENGLAND)
Postal code: KT1 2DN
Country: United Kingdom
Contact person: Andrew Clarke
E-mail: andrew.clarke@surreycc.gov.uk
Telephone: +44 2085419000
Internet address(es):Main address: https://in-tendhost.co.uk/sesharedservices/aspx/Home

Address of the buyer profile: http://www.surreycc.gov.uk/

I.1)Name and addresses

Official name: East Sussex County Council
Postal address: County Hall, St Anne’s Crescent
Town: Lewes, East Sussex
NUTS code: UKJ22 East Sussex CC
Postal code: BN7 1UE
Country: United Kingdom
E-mail: SourcingSolutionsTeam@eastsussex.gov.ukInternet address(es):Main address: http://www.eastsussex.gov.uk/

I.2)Information about joint procurement

The contract involves joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: http://www.sesharedservices.org.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/sesharedservices/aspx/Home
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

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

SCC APC Pension Administration System (PAS)

Reference number: SCC – 030615

II.1.2)Main CPV code

66520000 Pension services

II.1.3)Type of contract

Services

II.1.4)Short description:

The pension service is looking to undergo a full digital transformation with the main intention of exploring and implementing digital platforms to support automation, improve efficiency and stabilise the service for continued growth. The scope of this project is to procure and implement a pension’s administration system that meets current business needs and future service strategy. This framework is being put in place to provide Orbis with a route to market a solution to administer the Surrey and East Sussex Pension Funds, along with any authority that Orbis provide administration services for. Currently Orbis provide pension administration services for:

(i) London Borough of Hillingdon,

(ii) Westminster City Council,

(iii) Royal Borough of Kensington and Chelsea,

(iv) London Borough of Hammersmith and Fulham, (the ‘partnering authorities’). Please note that the number of authorities Orbis provide pension administration services for may decrease as well as increase.

II.1.5)Estimated total value

Value excluding VAT: 5 000 000.00 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)

II.2.3)Place of performance

NUTS code: UKJ SOUTH EAST (ENGLAND)
Main site or place of performance:

The counties of Surrey and East Sussex.

II.2.4)Description of the procurement:

The pension service is looking to undergo a full digital transformation with the main intention of exploring and implementing digital platforms to support automation, improve efficiency and stabilise the service for continued growth. The scope of this project is to procure and implement a pension’s administration system that meets current business needs and future service strategy. This framework is being put in place to provide Orbis with a route to market a solution to administer the Surrey and East Sussex Pension Funds, along with any authority that Orbis provide administration services for. Currently Orbis provide pension administration services for:

(i) London Borough of Hillingdon,

(ii) Westminster City Council,

(iii) Royal Borough of Kensington and Chelsea,

(iv) London Borough of Hammersmith and Fulham, (the ‘partnering authorities’). Please note that the number of authorities Orbis provide pension administration services for and choose to access this framework may decrease as well as increase.

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

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

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

Surrey County Council reserve the right to re-procure the framework on expiry.

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: no
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:

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
Accelerated procedure
Justification:

There is a requirement for the services to commence 26 April 2021 due to expiry of the existing contract on 27 April 2021. The procurement timetable reflects the extreme level of urgency required to protect continuity of service for the pensions currently under administration. The current Covid-19 pandemic has placed additional unforeseen pressure on the capability of the council to follow its usual procurement timescales and it is deemed in the best interest of pension members to procure the services via an accelerated procedure. Therefore, bidders are urged to carefully review the constricted procurement timetable; to conduct early review of all of the procurement documentation and to raise any clarification questions as soon as possible and in accordance with the stipulated deadlines.

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 2
In the case of framework agreements, provide justification for any duration exceeding 4 years:

The framework agreement is being put in place for 5 years due to the need to ensure long term relationships and investments are made for the named Contracting Authorities in order to maximise the benefits of the results of the framework agreement and ensure the Contracting Authorities obtain Best Value.

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: 22/06/2020
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

IV.2.7)Conditions for opening of tenders

Date: 22/06/2020
Local time: 12:00
Place:

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

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:

This tender is to be completed electronically using the SE Shared Services Procurement eSourcing portal. https://www.sesharedservices.org.uk/esourcing/opportunities The SE Shared Services eSourcing portal provides a web-based tool that provides a simple, secure and efficient means for managing tendering and quotation activities reducing the time and effort required for both buyers and potential bidders. The portal allows for tender clarifications and submitting your bid electronically. In order to bid for this opportunity you will need to register your company on the SE Shared Services portal.

VI.4)Procedures for review

VI.4.1)Review body

Official name: Official name: High Court of England and Wales — High Court of Justice
Postal address: Royal Court of Justice
Town: London
Postal code: WC2A 2LL
Country: United Kingdom
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

02/06/2020