Purchase to Pay System for the Open University

Purchase to Pay System for the Open University

Procure and implement an electronic purchase to pay (P2P) system that will maximise the efficiency and effectiveness of the OUs P2P process.

UK-Milton Keynes: software package and information systems

2012/S 125-207519

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The Open University
Walton Hall
Contact point(s): https://in-tendhost.co.uk/openuniversity/
For the attention of: Purchasing Manager
MK7 6BP Milton Keynes
UNITED KINGDOM

Internet address(es):

General address of the contracting authority: www.open.ac.uk

Electronic access to information: https://in-tendhost.co.uk/openuniversity/

Electronic submission of tenders and requests to participate: https://in-tendhost.co.uk/openuniversity/

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

Education
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:

E-Purchasing system/PUR/OJEU/2012
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 UKJ12

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)

Procure and implement an electronic purchase to pay (P2P) system that will maximise the efficiency and effectiveness of the OUs P2P process.
II.1.6)Common procurement vocabulary (CPV)

48000000, 48400000, 48490000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots

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:

The Universitys current Purchase Ordering System POSY has been in use for over a decade. The system is reliant on paper based processes for authorising and processing purchase requisitions prior to these being sent the centralised Purchasing team within the finance division, who then convert these into purchase orders via POSY Its end user functionality and reporting is also out of date and limited.
Consequently The OU is looking to purchase and implement a new system which will provide functionality that would significantly improve efficiency across the University through the greater automation of the purchasing cycle from purchase requisition to payment.
The new system will also provide better management information to support strategic buying decisions across the University.
Anticipated outcomes of the project (end state).
All stages of the P2P process are more efficient.
New system is used for all in scope procurement across the University.
Principal products of the system to include:
Electronic workflow and authorisation of purchase requisitions and orders.
Electronic vendor catalogue ordering capability.
Non catalogue ordering capability.
Electronic goods receiving (GRN) capability.
Electronic invoicing capability.
Detailed management information suite.
Integration with the current Finance system (ROSS) and other legacy systems where necessary.
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

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:

As documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

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

As documents.
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
III.2.2)Economic and financial ability

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

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
Objective criteria for choosing the limited number of candidates: As 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:

OUPA10123
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: 30.7.2012 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

30.7.2012 – 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

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 initial contract will be for 36 months but maybe extended by 2 further periods of 12 months each subject to contract performance review and University requirements.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

The Open University
UNITED KINGDOM

Body responsible for mediation procedures

The Open University
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have two working days from notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the standstill period. Such additional information should be requested from the address in Section 1.1 If an appeal regarding the award of a contract has not been successfully resolved the (for Public Sector) Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take action in the High Court (England, Wales, and Northern Ireland). Any such action must be brought promptly (generally within 3 months). Where a contract has not been entered into the court may order the settling aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the court may only award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained

The Open University
UNITED KINGDOM

VI.5)Date of dispatch of this notice:29.6.2012