Supply of HR Payroll System

Supply of HR Payroll System

The existing HR/Payroll System is managed in-house however we will consider both in-house and externally hosted ICT systems.

United Kingdom-Bracknell: Software-related services

2014/S 070-120835

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Bracknell Forest Borough Council
Easthampstead House, Town Square
For the attention of: Karen Willmott
RG12 1AQ Bracknell
UNITED KINGDOM
Telephone: +44 1344352784
E-mail: hr.pay@bracknell-forest.gov.uk

Internet address(es):

General address of the contracting authority: www.bracknell-forest.gov.uk

Electronic access to information: www.businessportal.southeastiep.gov.uk

Further information can be obtained from: Please refer to additional information available on the South East Business Portal
Internet address: www.businessportal.southeastiep.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Please refer to additional information available on the South East Business Portal
Internet address: www.businessportal.southeastiep.gov.uk

Tenders or requests to participate must be sent to: Please register your interest on the South East Business Portal. Completed PQQs to be returned to greg.hill@segfl.org.uk
Internet address: www.businessportal.southeastiep.gov.uk

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
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:

HR/Payroll System.
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 UKJ11

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)

Bracknell Forest Borough Council is seeking a Human Resources and Payroll System.
The existing HR/Payroll System is managed in-house however we will consider both in-house and externally hosted ICT systems.
II.1.6)Common procurement vocabulary (CPV)

72260000, 72261000, 72263000, 72265000, 72266000, 72267000, 72268000, 48400000, 48450000

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:

Please refer to section VI.3) Additional information, below.
Estimated value excluding VAT:
Range: between 200 000 and 5 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: Please refer to section VI.3) Additional information, below.
Provisional timetable for recourse to these options:
in months: 48 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 36 (from the award of the contract)
II.3)Duration of the contract or time limit for completion

Duration in months: 180 (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:

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

Please see Invitation to Tender documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Please see Invitation to Tender documents.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Please see Invitation to Tender documents.
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: Please see Invitation to Tender documents.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please see Invitation to Tender documents.
Minimum level(s) of standards possibly required: Please see Invitation to Tender documents.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please see Invitation to Tender documents.
Minimum level(s) of standards possibly required:
Please see Invitation to Tender documents.
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: yes
Reference to the relevant law, regulation or administrative provision:
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

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
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: 16.5.2014 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

23.5.2014 – 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

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 180 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Date: 23.5.2014 – 12:00
Place:

Bracknell Forest Borough Council, Easthampstead House, Town Square, Bracknell, RG12 1AQ, UK.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Authorised members of the Council only.

Section VI: Complementary information

VI.1)Information about recurrence
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 existing HR/Payroll System is managed in-house however we will consider both in-house and externally hosted ICT systems.
The implementation will comprise two distinct phases. The first phase will be to replace the core HR (including self-service), absence management and payroll functionality. The second phase will consider wider functionality – recruitment, performance management and benefits administration – where there are demonstrable business benefits, value for money and budget availability. Optional pricing is also sought for an integrated training/development module and time management.
As at March 2014, there are 25 HR users, 6 Payroll users and approximately 300 managers. The HR/Payroll System is used for 5 000 active Council and school employees with an estimated growth up to 6 000 active employees. There are approximately 6 000 inactive employees.
The above estimate includes the provision of services to Academies and maintained and Free Schools within the Borough, however during the contract term the Council may wish to provide services to other public bodies within the United Kingdom. Optional pricing is being sought for additional licences should this occur.
The Council requires a product needing no bespoke software development; however modifications such as adding logos, organisation charts, reports and calculations (e.g. the buying and selling of leave) should all be possible within the existing functionality of the software.
The contract duration will be for a maximum of 10 years, covering an initial period of 4 years plus 2 optional extensions, each of 3 years (i.e. 4 + 3 + 3).
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:

4.4.2014