Supply Finance Software with HR and Payroll Modules

Supply Finance Software with HR and Payroll Modules

The iFS Contract is for the provision of a fully integrated Finance and HR/Payroll which will be accessible from any device via a secure web-enabled portal.

United Kingdom-Belfast: Enterprise resource planning software package

2014/S 227-401177

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

South Eastern Education and Library Board (SEELB)
Grahamsbridge Road Dundonald
For the attention of: David Gilmore
BT16 0HS Belfast
UNITED KINGDOM
Telephone: +44 2890566508
E-mail: david.gilmore@seelb.org.uk

Internet address(es):

General address of the contracting authority: http://www.seelb.org.uk/

Electronic access to information: https://e-sourcingni.bravosolution.co.uk/

Electronic submission of tenders and requests to participate: https://e-sourcingni.bravosolution.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

Regional or local authority

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: yes

De Teachers Pay
Waterside House, 75 Duke Street, Gobnascale
BT47 6FP Londonderry
UNITED KINGDOM

NI Education and Library Boards
c/o SEELB, Grahamsbridge Road, Dundonald
BT16 2HS Belfast
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

NI ELB Integrated Financial Management Information System Inc. HR/Payroll.
(The iFS Project).

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
Main site or location of works, place of delivery or of performance: BELB, NEELB, SEELB, SELB and WELB and DE (Teachers’ Pay).

NUTS code UKN

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 iFS Contract is for the provision of a fully integrated Finance and HR/Payroll which will be accessible from any device via a secure web-enabled portal. The Service Provider will be responsible for hosting the application software on suitable hardware owned, maintained and housed by the Service Provider. The Service Provider will also be responsible for ongoing database management, maintaining the software up to date and providing Help-desk support.
The contract is to meet the Financial Accounting and Reporting requirements and the HR management and Payroll requirements of the 5 Education and Library Boards (ELBs) and the Department of Education — Teachers (DE).
It is anticipated that the iFS Contract will be for an initial period of 10 years with options to extend for five further periods of 1 year (15 years in total).
SEELB (or any such successor body) is the contracting authority for this tender and will enter into the contract with the service provider on behalf of all ELBs and DE (or any such successor body(ies)).

II.1.6)Common procurement vocabulary (CPV)

48451000, 48490000, 72261000, 72253100, 72254000, 72260000, 72251000, 48440000, 48482000, 72230000, 48430000, 48451000, 48443000,48000000, 48514000, 48812000, 72268000, 48442000, 64210000, 72222300, 72263000, 72252000, 72265000, 72318000, 48800000, 48450000,72514000, 72253200, 72253000

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 contract is for an integrated Financial Management Information system and HR/Payroll (including DE’s Teachers’ payrolls) to meet the Financial Accounting and Reporting requirements and the HR management and Payroll requirements of the ELBs and DE.
It is proposed to procure replacement Estates Management and Fleet Management systems following implementation of the Integrated Financial System. All of these systems will be required to interface and share data.
The structures of the bodies may also change and candidates will be required to respond to these changes, covering simple changes of name and reallocation of responsibilities, to more fundamental restructuring and the establishment of new organisations.
Estimated value excluding VAT:
Range: between 20 000 000 and 30 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The initial contract duration for the iFS Contract will be for a period of 10 years. The contract will include an option to extend the contract for five (5) further periods of 1 year (15 years in total).
Provisional timetable for recourse to these options:
in months: 120 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 5
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Parent Company Guarantee(s) and/or performance bonds may be required as a condition of contract award.

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

Payments will be made in accordance with the Terms and Conditions set out in the tender documentation.

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 one member of a consortium will be required to accept prime contractor responsibility for the other member(s), and a consortium may be required to form a legal entity with appropriate parent company guarantees as a condition of contract award.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: See PQQ documents for details.
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: The economic operator and/or members of the consortium must meet the requirements set out in Part 4, Regulation 23, of the Public Contracts Regulations 2006, as amended and as further described in the pre-qualification questionnaire.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if the requirements are met: The economic operator and/or members of the consortium in aggregate must meet the requirements set out in Part 4, Regulation 24 of the Public Contract Regulations 2006, as amended and as further described in the pre-qualification questionnaire.
Minimum level(s) of standards possibly required: The economic operator and / or members of the consortium, in their expression of interest must provide the evidence as further described in the pre-qualification questionnaire.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The economic operator and/or members of the consortium must meet the requirements set out in Part 4,Regulation 25, of the Public Contracts Regulations 2006, as amended and as further described in the pre-qualification questionnaire.
Minimum level(s) of standards possibly required:
Minimum level(s) of standards possibly required:
The economic operator and/or members of the consortium, in their expression of interest must provide the evidence as further described in the pre-qualification questionnaire.
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

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 number of operators: 3
Objective criteria for choosing the limited number of candidates: The Authority intends to invite 3 candidates to participate in a competitive dialogue on the basis of the ranking of candidates at the pre qualification questionnaire stage at which the criteria referred to in Part 4 of the Public Contracts Regulation 2006, as amended will be assessed and marked. The Authority reserves the right to invite more in the event of a tie.
However if there are less than 3 eligible and/or sufficiently qualified Candidates, SEELB may, at its absolute discretion, continue this competition by inviting the eligible and sufficiently qualified Candidate(s) to participate in the next stages of this, despite the fact that there are less than 3 such Candidates.

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:

SEELB PQQ No. 40622 or Bravo Project 18499 PQQ_3186

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: 9.1.2015 – 16:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

9.1.2015 – 16:00
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

Duration in months: 6 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of 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

Suppliers Instructions How to Express Interest in this Tender~:

1. Register your company on the eSourcing portal (this is only required once): https://e-sourcingni.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click ‘I agree’ — Enter your correct business and user details — Note the username you chose and click ‘Save’ when complete — You will shortly receive an email with your unique password (please keep this secure).

2. To express an Interest in the PQQ — Login to the portal with the username/password — Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) — Click on the relevant PQQ (PQQ 3186) to access the content. — Click the ‘Express Interest’ button at the top of the page. — This will move the PQQ into your ‘My PQQs/My ITTs’ page. (This is a secure area reserved for your projects only) — You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box.
3. Responding to the tender — Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) — You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification — Note the deadline for completion, then follow the on-screen instructions to complete the PQQ — There may be a mixture of online and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.
As part of the Review of Public Administration in Northern Ireland, there have been various proposals in relation to the future structures for education administration in Northern Ireland. The Minister for Education has announced his intention to establish a single body to replace the existing five Education and Library Boards (ELBs). It is currently planned that this new body will be established by 1.4.2015. The entity that will enter into the contract will be SEELB or any successor body on behalf of all ELBs and DE.
Social Clauses.
Bidders shall be cognisant of the Government’s desire to see ‘social clauses’ implemented in contracts. The successful economic operator under this contract may be required to support these wider economic, social and environmental objectives. Accordingly, contract conditions will relate in particular to social economic and environmental considerations. These will be further detailed at tender stage.

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

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: SEELB will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.
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 of Northern Ireland.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

21.11.2014