Replacement Enterprise Resource Planning IT System

Replacement Enterprise Resource Planning IT System

The NAO is inviting expressions of interest, through the completion of a pre-qualification questionnaire, for potential bidders wishing to tender to provide a replacement for an existing Oracle e-Business Suite system with additional areas of functionality to cover training.

United Kingdom-Victoria: Enterprise resource planning software package

2014/S 047-078878

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

National Audit Office
157-197 Buckingham Palace Road
Contact point(s): Central Procurement Team
SW1W 9SP Victoria
UNITED KINGDOM
Telephone: +44 2077987372
E-mail: z3-procurement@nao.gsi.gov.uk

Internet address(es):

General address of the contracting authority: www.nao.org.uk

Address of the buyer profile: http://nao.g2b.info/

Electronic access to information: www.delta-esourcing.com go to ‘your Response Manager’ and add the following Access Code:D47594RQZU
Electronic submission of tenders and requests to participate: www.delta-esourcing.com go to ‘your Response Manager’ and add the following Access Code:D47594RQZU
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)Description
II.1.1)Title attributed to the contract by the contracting authority:

Provision of a replacement Enterprise Resource Planning IT system(s).
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)

Enterprise resource planning software package. Enterprise resource planning software development services. Accounting software package. Financial analysis and accounting software package. Accounting system. System and support services. Database software package. Time accounting or human resources software development services. Software implementation services. Time accounting or human resources software package. Financial analysis and accounting software development services. Financial analysis software development services. The NAO is inviting expressions of interest, through the completion of a pre-qualification questionnaire (PQQ), for potential bidders wishing to tender to provide a replacement for an existing Oracle e-Business Suite system with additional areas of functionality to cover training, resource, absence and performance management, in addition to staff allocation. The PQQ is available via the BiP Delta e-sourcing suite at: https://www.delta-esourcing.com Once registered please enter: Access Code: D47594RQZU to access the procurement documentation.

II.1.6)Common procurement vocabulary (CPV)

48451000, 72212451, 48443000, 48440000, 48444000, 72250000, 48611000, 72212450, 72263000, 48450000, 72212440, 72212441

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: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The following core areas of functionality are required:
— Business Management including the following:
— Setting and maintenance of budgets including their aggregation from project level and ability to set, monitor and analyse data;
— Controlling of budgets including alerting and reporting changes;
— Time recording activities;
— Forecasting against costs and staff requirements;
— Maintaining details of actual and committed spend against budgets;
— Retention of historic data for analysis and forecasting;
— Procurement – support for the whole procurement lifecycle including e-Payments/e-Invoicing and self service functionality to cover approval and receipting of purchase orders. An e-Tendering facility and contract management functionality to include requisitioning against budget, supplier management and receipting with supplier access for certain areas of functionality such as procurement and invoicing. Also ability to link to Government e-Marketplace.
— Payroll – support to enable the payment of staff with the ability to maintain all core payroll data including salary, tax codes, overtime, benefits, pension payments in addition to supporting on-line payslip (RTI), interface to payments, expenses, P11D/ P60 processing, HMRC interface, and pension provider interface (PCSPS)
— HR – including the following:
— Core HR including the management of basic employee information including name, address, dob, etc.
— Resource allocation – job creation, staff allocation to individual jobs and associated reporting including conflicts, shortfalls and impact of leave;
— Absence management including details of leave, sickness etc.
— Performance management including progress reviews, appraisals, objective setting etc.
— Training management – details of all training courses available, bookings and financial management;
— Code of Conduct – maintaining a record of annual declarations and status;
— Workforce planning – including the analysis of workforce trends such as leavers to support future recruitment requirements;
— Self-service – access to and maintenance of basic staff data;
— Financial Reporting – covering General Ledger, Accounts Payable and Receivable, Fixed Assets and Cash Management and expenses, along with the ability to allocate and manage budgets. Staff should be capable of undertaking self service functionality for timesheet and expenses completion including the facility for these to be reviewed and approved. Support is required for the management of all payment methods covering the authorisation and tracking of spend along with the allocation of budgets including cheques, BACS and the Government Procurement Card (GPC). Reporting on all NAO’s spend with third parties.
— Workflow – automated process flows across the organisation.
— Reporting and Management Information – standard and ad-hoc reporting facilities including the ability to export into various formats for use by other systems.
Note that the following areas of data will not be maintained within the system:
— Recruitment management covering the end-to-end recruitment process from definition of requirement through selection and interviewing through to selection. This is not required due to there already being a three year contract in place for this service. Note that, once a candidate has been selected, details will need to be captured including information on security and health.
Reporting and management information has been identified as a key requirement, in addition to the ability to export for wider Business Intelligence.
Around 1000 staff will need some access to the functionality. They are primarily based in the London office but around 100 staff work in the Newcastle office. Staff have the capability to work remotely via secure connections to the Authority’s network.
The scope of support required will include:
— Licences;
Number of users by areas of functionality;
Level of flexibility;
— Licence support;
Annual renewal – costs required for 5 years plus 1 year optionally afterwards;
— Design and implementation;
Setup;
Workflow design;
Configuration for each functional area;
— Installation;
Configuration for all staff;
On-site (if appropriate);
— Business Change;
Support business alignment to new workflows;
— Training;
Number of staff;
Train the trainer;
Skills transfer to enable the NAO to undertake configuration and workflow changes;
— 2nd line support;
Remote support including for DR.
Estimated value excluding VAT: 1 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The resultant contract may also include options for any of the accompanying / additional modules within the Enterprise Resource Planning solution offered. The following areas of functionality may be exercised under the contract, including (but not limited to): Customer Relationship Management (CRM), maintenance of staff skills.
II.2.3)Information about renewals

This contract is subject to renewal: yes
II.3)Duration of the contract or time limit for completion

Duration in months: 84 (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:

No deposits will be required but where applicable the successful tenderer (or in the case of a consortium bid, each member of the consortium) may be required to provide a parent company guarantee or alternative performance bond.
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:

No special legal form is required but if a contract is awarded to a consortium, the Contracting Authority may require the consortium to form a legal entity before entering into a Contract.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Contract will be subject to the National Audit Office’s Terms and Conditions of Contract.
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: Participants will be assessed in accordance with the UK Public Contracts Regulations 2006. The objective of the Pre-Qualification process is to assess the response to the Pre-qualification questionnaire (PQQ) and select potential Suppliers to proceed to the next stage of the procurement. The PQQ will be assessed against the criteria with weighting as indicated in the PQQ. The PQQ can be found at: https://www.delta-esourcing.com Once registered, enter Access Code: D47594RQZU.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Participants will be assessed in accordance with the UK Public Contracts Regulations 2006. The objective of the Pre-Qualification process is to assess the response to the Pre-qualification questionnaire (PQQ) and select potential Suppliers to proceed to the next stage of the procurement. The PQQ response will be assessed against the criteria with weighting as indicated in the PQQ. The procurement documentation can be found at: https://www.delta-esourcing.com Once registered, enter Access Code: D47594RQZU.

Minimum level(s) of standards possibly required: The Contracting Authority requires that Economic Operators must have had annual turnover every year for the last 2 consecutive years of at least 2,000,000 GBP. Failure to meet the turnover requirements will result in the Economic Operator being eliminated from the rest of the procurement process.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Participants will be assessed in accordance with the UK Public Contracts Regulations 2006. The objective of the Pre-Qualification process is to assess the response to the Pre-qualification questionnaire (PQQ) and select potential Suppliers to proceed to the next stage of the procurement. The PQQ response will be assessed against the criteria with weighting as indicated in the Pre Qualification Questionnaire PQQ. The procurement documentation PQQ can be found at: https://www.delta-esourcing.com Once registered, enter Access Code: D47594RQZU.

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

Restricted
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
Objective criteria for choosing the limited number of candidates: NAO considers that this number will enable proper and thorough administration of the process while maintaining genuine competition between bidders. Details of the qualification and selection criteria and weightings (where applicable) are provided in the Pre-Qualification Questionnaire (PQQ). These include (but are not limited to) the following selection criteria to determine technical and professional ability:
— Quality assurance;
— Data security;
— Sensitive data;
— Capacity;
— Relevant experience;
— Approach and methodology.
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:

GEN_13_14
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: 3.4.2014 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

4.4.2014 – 17:00
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 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, and the contract will be awarded on the basis of the most economically advantageous tender.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Victoria:-Enterprise-resource-planning-software-package./D47594RQZU

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/D47594RQZU

GO Reference: GO-201435-PRO-5505853

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

National Audit Office
157-197 Buckingham Palace Road
SW1W 9SP Victoria
UNITED KINGDOM
Telephone: +44 2077987372

Body responsible for mediation procedures

National Audit Office
157-197 Buckingham Palace Road
SW1W 9SP Victoria
UNITED KINGDOM
Telephone: +44 2077987372

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum 10 calendar day standstill period at the point when information on the award of the contract is communicated to tenderers. Participants who are unsuccessful shall be informed by the Contracting Authority as soon as possible after the decision has been made as to the reasons why the participant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, The UK Public Contracts Regulations 2006 (SI 2006 No. 5), as amended, provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:5.3.2014