Supply Human Resources and Payroll Solution

Supply Human Resources and Payroll Solution

The Council requires a fit for purpose replacement for its existing integrated Human Resources and Payroll System in order to manage and ensure that current and future legislation is adhered to.

United Kingdom-Gateshead: Software package and information systems

2014/S 077-132959

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Gateshead Council
Corporate Procurement, Civic Centre, Regent Street
For the attention of: Mr David Minto
NE8 1HH Gateshead
UNITED KINGDOM
Telephone: +44 1914335992
E-mail: davidminto@gateshead.gov.uk

Internet address(es):

General address of the contracting authority: www.nepoportal.org

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: yes

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Human Resources and Payroll Solution.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Gateshead Council, Civic Centre, Regent Street, Gateshead NE8 1HH.
NUTS code UKC

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 Council requires a fit for purpose replacement for its existing integrated Human Resources and Payroll System in order to manage and ensure that current and future legislation is adhered to.
The Council will be seeking to purchase a software solution with:
Licence;
Support and maintenance;
Implementation support;
And the option of hosting in house or externally hosted by the supplier.
While the Council is requesting a software solution it must be easily configurable by the Council without the need for supplier intervention or support.
The HR and Payroll System will provide services to the Council and other organisations including but not limited to The Gateshead Housing Company, Gateshead Schools and Academies.
The solution must be in place by the time the current contract expires. The current system is licenced until March 2015, with an option to extend for a further 12 months.
II.1.6)Common procurement vocabulary (CPV)

48000000

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: yes
Tenders may be submitted for one or more lots
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 Invitation to Tender will be divided into 3 lots and Tenders will be invited to tender for one or more lots.
Further details of the lots will be set out in the Invitation to Tender document. Bidders only need to complete the Pre Qualification Questionnaire once regardless of the number of lots they are interested in; specific lots will be tendered at the Invitation To Tender stage of this process.
A brief description of the lots is as follows:
Lot 1 – Provision of software with associated support and maintenance, hosted and managed by the Council.
Lot 2 – Provision of the software with associated support and maintenance, provision of associated hardware infrastructure. This lot will be hosted on the Council premises but will be fully managed by the successful contractor.
Lot 3 – Provision of software with associated support and maintenance, provision of associated hardware infrastructure. This lot will be hosted and fully managed off site by the successful contractor in a secure dedicated environment.
All lots will include the provision of a software licence.
The value of this contract is estimated at GBP 1,000,000 over a minimum 60 month period.
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Software and Associated Support and Maintenance

1)Short description

Lot 1 – Provision of software with associated support and maintenance, hosted and managed by the Council.
2)Common procurement vocabulary (CPV)

48000000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: The Provision of a Fully Managed Solution on Council Premises

1)Short description

Lot 2 – provision of the software with associated support and maintenance, provision of associated hardware infrastructure. This lot will be hosted on the Council premises but will be fully managed by the successful contractor.
2)Common procurement vocabulary (CPV)

48000000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: The Provision of a Fully Hosted Software Sollution

1)Short description

Lot 3 – provision of software with associated support and maintenance, provision of associated hardware infrastructure. This lot will be hosted and fully managed off site by the successful contractor in a secure dedicated environment.
2)Common procurement vocabulary (CPV)

48000000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

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

As per tender documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

As per tender documents.
III.1.4)Other particular conditions
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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
As per Tender documents.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per tender documents.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per 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: 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 number of operators: 5
Objective criteria for choosing the limited number of candidates: As per tender documents.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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:

QTLE-9HJJR4
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: 23.5.2014 – 12:00
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

19.6.2014
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

in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Date: 4.8.2014 – 12:00
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Representatives from Legal and Corporate Services.

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

The HR and payroll system will provide the services to the Council and other organisations including but not limited to The Gateshead Housing Company, Gateshead Schools and Academies.
The estimated value excluding VAT stated in “II.2) Quantity or scope of the contract” represents a minimum contract period of 60 months.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Legal and Corporate Services
Gateshead Council Civic Centre Regent Street
NE8 1HH Gateshead
UNITED KINGDOM
Telephone: +44 1914333000
Internet address: www.gateshead.gov.uk

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:

15.4.2014