Provision of an Enterprise Wide IT System

Provision of an Enterprise Wide IT System

herefore the Contracting Authority is looking to contract with a Service Provider, who can provide, implement and support an integrated IT solution to run the majority of its business and support functions. The first phase of this project (April 2013 to April 2014) will look to transform all of the finance and human resources functions (including purchase to pay and payroll).

UK-Preston: software programming and consultancy services

2012/S 212-350632

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Places for People Group Limited as agent for and on behalf of its current and future subsidiaries and affiliates
4 The Pavilions, Port Way
For the attention of: Susan Duncan-Wood
PR2 2YB Preston
UNITED KINGDOM
Telephone: +44 1772897504
E-mail: enterpriseproject@placesforpeople.co.uk

Internet address(es):

General address of the contracting authority: www.placesforpeople.co.uk

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

Housing and community amenities
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)Description
II.1.1)Title attributed to the contract by the contracting authority:

Provision of an Enterprise Wide IT System.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 7: Computer and related services
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 Contracting Authority believes that an integrated online, work flowed system, with flexible reporting will release them to get on with business.
Therefore the Contracting Authority is looking to contract with a Service Provider, who can provide, implement and support an integrated IT solution to run the majority of its business and support functions. The first phase of this project (April 2013 to April 2014) will look to transform all of the finance and human resources functions (including purchase to pay and payroll).
Additional phases will include housing and asset management, esourcing, customer relationship management (CRM), resource planning, mobile workforce management and care management.
The selected Service Provider will be expected to make use of the latest technologies and software developments to add value, and to support the Contracting Authority in delivering its short, medium and long term vision. The successful Service Provider will be able to not merely provide a suitable integrated IT solution, but can also demonstrate significant capabilities and expertise in delivering and supporting all elements of a complex deployment that integrates Enterprise Resource Planning (ERP) and Housing Management systems. The selected solution must be compatible with the existing IT technical environment and must interface with the existing applications of the Contracting Authority. The system sought must be fully scalable in order to meet both the current and future needs of the Contracting Authority’s dynamic business, which is likely to continue to grow and change, both organically and through mergers and acquisitions.
The Contracting Authority wishes to explore solutions that will provide suitable integrated online working and welcomes interest from Service Providers who offer, either, a single platform or a variety of IT applications that they integrate to provide the user a seamless experience, and adheres to the principles of, single point of entry and single source of the truth and allows all information to be accessed from anywhere in the system, subject to user authority. The Service Provider must act as a lead partner and take single point responsibility for the implemented system(s).
II.1.6)Common procurement vocabulary (CPV)

72200000, 48440000, 48443000, 48444100, 48445000, 48450000, 48451000, 48470000, 48480000, 48490000, 48812000, 72200000, 72260000, 72212480, 72212482, 72212490, 72221000, 72224100, 72263000, 72265000

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: no
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The main focus of this procurement is for the Contracting Authority to source a Service Provider to support the Enterprise Transformation Project, a project to integrate all of the IT and related systems of the Contracting Authority into a single system or series of interconnected modules, which is expected to bring a number of advantages to the Contracting Authority including cost savings and quality of service improvements. The current view of the Contracting Authority is that a suitable Service Provider (whether a single entity or a group of providers with a lead partner heading the group as the main point of contact and taking single point responsibility for delivery) is one who can provide, implement, refine and support an integrated IT solution that will run all (or the majority) of the business and support functions of the Contracting Authority.
The Contracting Authority believes that the transformation sought would be best achieved with a fully integrated, work flowed, online, enterprise wide system that feels seamless to the user and should include transactional and operational functionality and reporting for the following departments and functions:
HR, Payroll, Training and Recruitment, Expense Management.
Finance, Accounting, Treasury and Purchase to Pay.
Housing and Real Estate Management.
Customer Relationship Management, Executive, Business to Business and Business to Consumer, Billing and Accounts Receivable.
Asset Management, Condition Reporting, Service and Maintenance History and Scheduling.
Sourcing, Auctions and Contract Management.
Mobile Workforce Scheduling and Job Costing.
Care (Domiciliary) and Support Management.
A list of main work streams, applications and the interface map, along with a summary of our current Unix environment will be available in the documentation supporting the PQQ. Any system must fully integrate with the Microsoft Office (2010) suite of applications.
The Contracting Authority will require the values and ethics of the service provider to be in accordance with those of the Contracting Authority, particularly in relation to customer service, sustainability and responsible supply chain management. Throughout the contract the service provider and, if appropriate, its supply chain will be requested to participate in the achievement of social and environmental policy objectives, which may relate in particular to bridging the digital divide and social inclusion.
Due to the complex and wide reaching nature of this project and the fundamental effect that the new system sought will have on the business of the Contracting Authority, the initial term of this contract will be for 6 years with 4 options for the Contracting Authority to extend, each potential extension being for a further period for two years.
The estimated contract value range from 4 m to 17 m GDP has been calculated using the maximum 14 year period taking into account the wide diversity of systems and Service Providers in the market.
Estimated value excluding VAT:
Range: between 4 000 000 and 17 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The Contracting Authority shall be entitled at it’s absolute discretion to extend the duration of the contract after the initial six (6) year term, by up to four periods of two years making a total possible contract period of fourteen (14) 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: 168 (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:

Any deposits or guaruntees required will be set out in the contract documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Any conditions or arrangements will be set out in the contract documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and Several.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Under the contract the service provider and its supply chain will be required to participate in the achievement of social and/or environmental policy objectives relating to recruitment and training and supply chain initiatives. Accordingly the contract performance conditions may relate in particular to social and environmental considerations to be detailed in the contract documents.
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: As set out in the contract documents.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the contract documents.
Minimum level(s) of standards possibly required: As set out in the contract documents.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the contract documents.
Minimum level(s) of standards possibly required:
As set out in the contract documents.
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

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

Envisaged minimum number 3: and maximum number 10
Objective criteria for choosing the limited number of candidates: As set out in the contract documents.
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:
IV.3.2)Previous publication(s) concerning the same contract

no
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: 30.11.2012 – 10:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

3.12.2012 – 10:00
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 tenders

Persons authorised to be present at the opening of tenders: no

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 reserves the right to cancel the procurement and not to proceed with the award of any contract at any stage of the procurement process and / or to award only part or parts of any contract.
Save for any mandatory periods, the timescales indicated in this notice are approximate and the Contracting Authority reserved the right to amend the same.
The Contracting Authority intends to use an eTendering system in this procurement exercise. Expressions of interest and requests for additional information and access to the pre-qualification documents should be emailed to enterpriseproject@placesforpeople.co.uk before the date and time quote in IV.3.3).

Please title your email with your company name and expression of interest. In the body of the text please provide the following contact details: company name, contact name, telephone, email address and postal address. Applicants will then receive an invitation to login to Ariba Sourcing and will be able to view and download pre-qualification documents, additional information and submit pre-qualification questionnaire responses.
Pre-qualification questionnaire responses should be fully completed and submitted online using Ariba Sourcing no later than the date and time quoted in IV.3.4), these will be used to select those firms invited to dialogue.
Ariba Sourcing will be unavailable during the hours 16:00 to 18:00 UK time during weekdays to enable new expressions of interest to be set up and provided with their login access details.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

High Court of Endland and Wales
Royal Courts of Justice, Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

Body responsible for mediation procedures

High Court of Endland and Wales
Royal Courts of Justice, Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority shall comply with the requirements of Regulations 29A and 32 of the Public Contracts Regulations 2006 (which incorporates Directive 2004/18/EC into English law) as amended to incorporate the requirements of the Remedies Directive (2007/66/EC) when notifying economic operators of the outcome of this procurement.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Office of Government Commerce
1 Horse Guard’s Road
SW1A 2HQ London
UNITED KINGDOM
Telephone: +44 8450004999

VI.5)Date of dispatch of this notice:31.10.2012