SaaS HR and Finance System Tender

SaaS HR and Finance System Tender

The current core and peripheral Human Resources and Finance Systems of Norfolk County Council have been in place for 14 years and in their current form constrain the transformation of services and delivery of savings.

United Kingdom-Norwich: Software package and information systems

2019/S 174-424504

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Norfolk County Council
Floor 3, County Hall, Martineau Lane
Norwich
NR1 2DH
United Kingdom
Contact person: Sarah Hardy
E-mail: sourcingteam@norfolk.gov.uk
NUTS code: UKH15
Internet address(es):Main address: www.norfolk.gov.uk

Address of the buyer profile: https://in-tendhost.co.uk/norfolkcc/aspx/Home

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/norfolkcc/aspx/Home
Additional information can be obtained from the abovementioned address
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:

HR and Finance Systems Transformation

Reference number: NCCT41882

II.1.2)Main CPV code

48000000

II.1.3)Type of contract

Services

II.1.4)Short description:

The current core and peripheral Human Resources (HR) and Finance Systems of Norfolk County Council (‘the Authority’) have been in place for 14 years and in their current form constrain the transformation of services and delivery of savings. The Authority intends to procure system implementation services and an integrated software as a service (SaaS) HR and Finance System with a ‘go live’ date of October 2021.

II.1.5)Estimated total value

Value excluding VAT: 16 750 000.00 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)

48217000
48219300
48440000
48441000
48450000
72212450
72000000
72200000
72300000
48490000
48411000
72263000

II.2.3)Place of performance

NUTS code: UKH15
NUTS code: UKH16
NUTS code: UKH17
Main site or place of performance:

Norfolk.

II.2.4)Description of the procurement:

The Authority’s current core and peripheral Human resources (HR) and finance systems have been in place for 14 years and in their current form constrain the transformation of services and delivery of savings.

The project to initiate the replacement of these systems was approved by Cabinet on 20.5.2019. The cabinet paper and business case are on NCCs website at https://norfolkcc.cmis.uk.com/norfolkcc/Meetings/tabid/128/ctl/ViewMeetingPublic/mid/496/Meeting/1594/Committee/169/Default.aspx

The Authority intends to procure (under the one procurement), systems implementation services and a fully integrated ERP SaaS solution, including full UK local government HR, finance, procurement, payroll, and analytics functionality/capability. The payroll solution must be fully integrated and support UK local government requirements including multiple concurrent payrolls and multiple assignments. The system must also support traded, commercial and shared services.

The Authority reserves the right, as part of this procurement, to sign a separate contract with the SaaS provider.

It is anticipated that implementation will begin in April 2020 with ‘go live’ by October 2021.

The Council reserves the right, during the life of the contract, to extend the contract to its wholly owned companies.

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

Value excluding VAT: 16 750 000.00 GBP

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

Duration in months: 198
This contract is subject to renewal: no

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 4
Objective criteria for choosing the limited number of candidates:

As per the procurement documentation.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The initial term of the contract is 78 months (18 months for implementation plus 5 years from ‘go live’). Norfolk County Council will have the right to extend this contract by 5 years followed by a further 5 years. The same applies, if there is a separate contract with the SaaS provider.

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

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:

As per the procurement documentation.

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

Competitive procedure with negotiation
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

IV.1.5)Information about negotiation

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
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: no
IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2019/S 120-294040

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 07/10/2019
Local time: 14:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 28/10/2019

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

Duration in months: 4 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

This procurement will be managed electronically via the Authority’s e-procurement system. To participate in this procurement, applicants must first be registered on the system at https://in-tendhost.co.uk/norfolkcc

Full instructions for registration and use of the system can be found at https://in-tendhost.co.uk/norfolkcc/aspx/BuyerProfiles

Once registered you will be able to see the procurement project under the ‘tenders’ section and ‘express an interest’ to view the documentation. If you encounter any difficulties whilst using the system you can contact the In-tend support team by phoning +448442728810 or emailing support@in-tend.co.uk

The Council has concluded that it is not necessary to consult on social value in this instance. Social value is not a scored criterion in this procurement. However, the specification delivers social value.

Bidders should note that the budget included in the contract notice (16 750 000 GBP) is from the business case approved by cabinet and is based on a contract term of 11,5 years. The Council’s expectation is that the contract will be delivered within this budget. The figure for the first 6,5 years (the length of the initial term) is 10 350 000 GBP. If the Authority were to take all contract extensions estimate value is 21 000 000 GBP.

VI.4)Procedures for review

VI.4.1)Review body

Norfolk County Council
Martineau Lane
Norwich
NR1 2DH
United Kingdom

VI.4.2)Body responsible for mediation procedures

Norfolk County Council
Martineau Lane, Norwich
Norwich
NR1 2DH
United Kingdom

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The Public Contracts Regulations 2015 (as amended) 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 EN Standard form 02 — Contract notice 12/19 Ireland). Proceedings must be brought within 30 days from the date of knowledge (the date on which the economic operator first knew or ought to have known that grounds for starting the proceedings had arisen) unless the Court considers that there is good reason for extending the period within which proceedings may be brought, in which case the Court may extend that period up to a maximum of 3 months from the date of knowledge.

VI.4.4)Service from which information about the review procedure may be obtained

Norfolk County Council
Martineau Lane
Norwich
NR1 2DH
United Kingdom

VI.5)Date of dispatch of this notice:

06/09/2019