Replacement of Payroll System County Durham

Replacement of Payroll System County Durham

University of Durham.

UK-Durham: software package and information systems

2012/S 113-187309

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

University of Durham
Procurement Service, Mountjoy Centre,Holly Wing, Stockton Road
For the attention of: Lyndsay Keane
DH1 3LE Durham
Telephone: +44 1913344530
Fax: +44 1913344539

Internet address(es):

General address of the contracting authority:

Address of the buyer profile: Please click the following link to express an interest in this tender:
Electronic access to information:

Electronic submission of tenders and requests to participate:

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: Research
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.1.1)Title attributed to the contract by the contracting authority:

OJEU12-008 People+ Project – Replacement of HR/Payroll System.
II.1.2)Type of contract and location of works, place of delivery or of performance

NUTS code UKC1

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)

Durham University is a world-class university sited in two locations: in the city of Durham and at our Queen’s Campus in Stockton. In both locations the University is engaged in:
1. high-quality teaching and learning;
2. advanced research and partnership with business;
3. regional and community partnerships and initiatives;
4. services for conferences, events and visitor accommodation.
In order both to support and improve upon its achievements to date, the University is commencing a programme to modernise the HR and Payroll processes. A key part enabler of this programme will be the replacement of the current HR and Payroll system. Supplementary systems are also maintained in academic departments, colleges and service departments.
The objective of the programme is to modernise the HR and Payroll processes introducing effective and efficient procedures, supported by software that meets current business needs and interfaces with other existing and proposed University software. At a high level it is expected that the selected system will support and enhance the main areas of service provision for HR and Payroll which include:
1. an integrated HR and Payroll service that provides consistent levels of service;
2. a modern off-the-shelf IT package supporting the HR and Payroll service with data entered once as close to source as possible, that is also validated once close to source and can then be used many times;
3. the University adopting ways of working that are consistent with best practice;
4. a system that can manage many different and possibly changing/evolving payroll types;
5. a service that is accessible providing a single source of data and therefore reducing the reliance on local systems;
6. a phased functionality roll out of the new HR and Payroll system that avoids the potential issues associated with a big bang approach.
Durham University operates in a complex staffing environment utilising numerous contractual arrangements from full time contracts to annualised term time contracts, from permanent to ad hoc arrangements. Staffing fluctuates at different times of the year depending upon activities and the academic cycle. It is important that any system can effectively deal with the complexities proposed.
The University payroll operates within a complex contractual environment that caters for both standard 52 week contracts and a range of non standard contacts that can attract variable allowances. In addition the casual payroll also provides for fixed payments to be made to a large proportion of our term time non contracted workers as well as high volumes of one off payments to our more casual workers.
II.1.6)Common procurement vocabulary (CPV)

48000000, 72261000, 72267000, 72212450, 48450000, 79631000

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: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Contract period = 6+2+2.
Estimated value excluding VAT:
Range: between 500 000 and 1 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: Contract period = 6 years with 2 further extension periods of 2 years (6+2+2).
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: 120 (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:

Requested in Pre-Qualification Questionnaire.
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:

Joint and Several Liability.
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: Requested in Pre-Qualification Questionnaire.
Please go to the following link to see the Durham University exclusion criteria document:

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Requested in Pre-Qualification Questionnaire.
Please go to the following link to see the Durham University exclusion criteria document:

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Requested in Pre-Qualification Questionnaire.
Any mandatory technical requirements are detailed at the following link:

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

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

Envisaged minimum number 5
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 no
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

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: 31.7.2012 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

31.7.2012 – 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

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Date: 11.10.2012 – 12:00

As in 1 above.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Authorised University personnel using the eSourcing system.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: April 2022.
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
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

As in section VI.4.2 below

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: This authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. The communication will be in the form of a letter which will be issued electronically. The letter will provide a full debrief and contact details should a tenderer wish to appeal the decision. The timescale for appeals will be detailed in the letter.
If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a 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

VI.5)Date of dispatch of this notice:13.6.2012