Supply Grants Management and Financial Management Software System

Supply Grants Management and Financial Management Software System

Integrated Grants Management, Financial Management, Human Resource Management, Payroll and Procurement Management System.

United Kingdom-Pirbright: Software package and information systems

2014/S 069-118852

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The Pirbright Institute
Pirbright Laboratory, Ash Road
Contact point(s): Finance Department
For the attention of: Rewa Korn
GU24 0NF Pirbright
UNITED KINGDOM
Telephone: +44 1483231100
E-mail: rewa.korn@pirbright.ac.uk

Internet address(es):

General address of the contracting authority: www.pirbright.ac.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

Other: Research Institute
I.3)Main activity

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

Integrated Grants Management, Financial Management, Human Resource Management, Payroll and Procurement Management System.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 9: Accounting, auditing and bookkeeping services
NUTS code UKJ23

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 Pirbright Institute (“The Authority”) requires an integrated Grants Management, Financial Management, Human Resource Management, Payroll and Procurement Management System or integrated ERP System.
The requirements are to be met by a reliable, single sign-on (active directory), on-site, integrated system and will include migration, transition, training, implementation and ongoing support and maintenance.
The Authority will seek a live system commencement date of 1.4.2015 for fully tested systems and processes.
The key areas for implementation of a new system include:
1. Grants management capabilities to track a grant concept through to grant award, grant maintenance and grant close. The solution must be able to allocate a scientists salary cost across multiple projects and flow into / update in, the relevant project budgets.
2. Financial management capabilities including: full economic costing (overhead absorption); accounts payable; accounts receivable; fixed assets; general ledger; project ledger; planning; budgeting; forecasting; and cash management.
3. Human resource management capabilities including: recruitment; working terms and conditions; attendance and absence; information and records; transfers; employee relations; legal cases; occupational health; immigration visa’s; housing; learning and development; leavers; time and attendance; and employee self-service.
4. Payroll capabilities, including the potential use of a Bureau Service.
5. Procurement management capabilities including: raising requisitions; processing purchase orders; punch-out to supplier websites; receipting goods and services; managing supplier returns; dangerous goods; identifying orders >10k GBP (quotes); identifying orders >172k GBP (OJEU); stores; inventory; and specialised shipping.
6. Reporting capabilities across all areas of: grants management; financial management; human resource management; payroll; procurement management.
7. Approvals management across all areas of: grants management; financial management; human resource management; payroll; procurement management.
The Authority’s test of the systems ability to be future proofed is to be assessed through the functionality in the following areas:
1. Mobile working / remote working.
2. Integrated workflow across the solution.
3. Management and ease of reporting in grants management; financial management; human resource management; payroll; procurement management.
II.1.6)Common procurement vocabulary (CPV)

48000000, 48430000, 48442000, 48443000, 48451000, 48482000, 48490000, 48900000, 72212430, 72212442, 72212443, 72212451, 72212482, 72212900, 72212490

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:

Estimated value excluding VAT:
Range: between 200 000 and 400 000 GBP
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: 10 (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:

A parent Company Guarantee and/or other guarantees of performance and financial standing may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Tenders are to be priced in Sterling and payment will only be made in Sterling.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
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: Potential tenderers should provide a completed prequalification questionnaire (PQQ) in accordance with Section Vl.3.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Potential tenderers should provide a completed PQQ in accordance with Section Vl.3.
Minimum level(s) of standards possibly required: Please refer to the PQQ.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Potential tenderers should provide a completed PQQ in accordance with Section Vl.3.
Minimum level(s) of standards possibly required:
Please refer to the PQQ.
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
Objective criteria for choosing the limited number of candidates: Please see the PQQ and accompanying evaluation criteria.
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

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: 22.4.2014 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

2.5.2014 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

6.5.2014
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

Date: 6.5.2014 – 12:00
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Authorised officers of the organisation.

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

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. Any queries about this advert should be emailed to rewa.korn@pirbright.ac.uk.

Please note: Potential tenderers are required to complete a PQQ to confirm their request to participate. The PQQ, PQQ guidance document and supporting background documents are available. Potential tenderers wishing to receive these documents should please email their request to rewa.korn@pirbright.ac.uk

One electronic copy of the completed PQQ must be returned to rewa.korn@pirbright.ac.uk by the deadline given at IV.3.4).

The Authority expressly reserves the rights: (1) not to award any contract as a result of the procurement process commenced by publication of this notice; (2) to make whatever changes it may see fit to the content and structure of the tendering competition; and (3) in no circumstances will The Pirbright Institute be liable for any costs incurred by the candidates in responding to this OJEU or tendering.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:3.4.2014