Supply Integrated HR and Payroll Software System

Ceredigion County Council requires a modern, integrated, flexible administrative and management information system to support its human resource needs.

United Kingdom-Aberystwyth: Software package and information systems

2013/S 223-387873

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Cyngor Sir Ceredigion County Council
Canolfan Rheidol, Rhoddfa Padarn
Contact point(s): Financial Services
For the attention of: George Ryley
SY23 3UE Aberystwyth
UNITED KINGDOM
Telephone: +44 1970633647

Internet address(es):

General address of the contracting authority: http://www.ceredigion.gov.uk

Address of the buyer profile: http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0491

Further information can be obtained from: Cyngor Sir Ceredigion County Council
Contact point(s): Financial Services
For the attention of: George Ryley
UNITED KINGDOM
Internet address: www.etenderwales.bravosolution.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Cyngor Sir Ceredigion County Council
UNITED KINGDOM
Internet address: http://www.etenderwales.bravosolution.co.uk

Tenders or requests to participate must be sent to: Cyngor Sir Ceredigion County Council
UNITED KINGDOM
Internet address: http://www.etenderwales.bravosolution.co.uk

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services
Public order and safety
Environment
Housing and community amenities
Social protection
Recreation, culture and religion
Education

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:

Provision of an Integrated HR and Payroll Software System.

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: Penmorfa, Aberaeron, Ceredigion SA46 0PA.
NUTS code UKL1

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)

Ceredigion County Council requires a modern, integrated, flexible administrative and management information system to support its human resource needs.
The Council employs circa 4 000 staff across a wide range of post types, for example, Professional, Managerial, Administrative, Secretarial and Clerical, Technical and Manual, Teaching and Education Advisors with varying salary scales and terms and conditions.
Requirements are:
Key requirements:
1 Integration
2 Employee Status
3 Once only data entry
4 Web-enablement
5 Workflow capacity
6 Audit facilities
General requirements:
1 Strategic Partnership
2 Ease of use
3 Access Control
4 Data Currency, Accuracy and Auditability
5 Management Information/Decision Support
6 Formal Reporting Requirements
7 Organisational Structure Standardisation of Codes
Detailed functional requirements:
1 Recruitment process
2 People Record Management
3 Employee Management
4 Establishment Management
5 HR Information
6 Training Employees
5.Payroll functionality
Please note that the Council uses SQL servers and the proposed system MUST be compatible with them.
NOTE: The authority is using eTenderwales to carry out this procurement process. Please note this is a separate website and if you are not already registered, registration will be required.
To access eTenderwales, express your interest in this notice and access the tender documentation please visit https://etenderwales.bravosolution.co.uk/web/login.shtml and search for PQQ/ITT code PQQ: pqq_31130 within the appropriate area.

II.1.6)Common procurement vocabulary (CPV)

48000000, 48219300, 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:

One integrated HR and Payroll System with ongoing support and aftercare.

II.2.2)Information about options

Options: yes
Description of these options: An initial contract period of 7 years with an option to extend for a further 3 years.

II.2.3)Information about renewals

This contract is subject to renewal: no

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:

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

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

Joint and severally liable

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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(2) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(3) Candidates may not be selected to tender if they have been loss-making in any of the last 2 financial years. The buyer may make an exception if the candidate can explain why these losses should not be seen as representing a significant risk to their financial stability.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years
(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;
A statement in relation to operation in accordance with an ISO 27001 Information Security Management Standard or an equivalent standard.
Statements in relation to minimum and essential system requirements.

III.2.4)Information about reserved contracts

III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

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

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: Supplier Acceptability
Economic / Financial Standing
Capacity & Capability
Management
Equal Opportunities
Sustainability
Health & Safety
Essential Contract Requirements – Insurances, Delivery of an in-house solution, SQL Compatibility, ISO27001 or equivalent, Essential Technical Requirements and Minimum System Requirements(Pass/Fail)
Technical Ability (Scored)
The 5 PQQ submissions that have satisfied the mandatory criteria and have received the highest scores will be invited to tender.

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:

CSCCC-GR0005

IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

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

16.12.2013 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

23.12.2013

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

Section VI: Complementary information

VI.1)Information about recurrence

VI.2)Information about European Union funds

VI.3)Additional information

Tenders will be evaluated 60 % on Quality and 40 % on the commercial bid.
All tender costs and liabilities incurred by the bidders shall be the sole responsibility of bidders
The contracting authority reserves the right to award the contract in whole or in part.
The contracting authority reserves the right to annul the tendering process and not award any contract.
All documents to be priced in sterling and all payments made in sterling
Suppliers Instructions How to Express Interest in this Tender
1. Register your company on the etenderwales portal (this is only required once)
— Browse to the eSourcing Portal: www.etenderwales.bravosolution.co.uk

— Click the ‘Suppliers register here’ link
— Agree to the terms and conditions and click ‘continue’
— 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. Express an Interest in the tender
— Login to the portal with the username/password
— Click the ‘PQQs Open to All Suppliers’ link. (These are Pre-Qualification Questionnaires open to any registered supplier)
— Click on the relevant PQQ to access the content.
— Click the ‘Express Interest’ button in the ‘Actions’ box on the left-hand side of the page.
— This will move the PQQ into your ‘My PQQs’ page. (This is a secure area reserved for your projects only)
— Click on the PQQ code, you can now access any attachments by clicking the ‘Settings and Buyer Attachments’ in the ‘Actions’ box
3. Responding to the tender
— You can now choose to ‘Reply’ or ‘Reject’ (please give a reason if rejecting)
— You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification
— Note the deadline for completion, then follow the onscreen instructions to complete the PQQ
— There may be a mixture of online & offline actions for you to perform (there is detailed online help available)
If you require any further assistance use the online help, or the BravoSolution help desk is available Mon – Fri (8am – 6pm) on:
— email: help@bravosolution.co.uk

— Phone: +44 8003684850/
(WA Ref:3743)

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:14.11.2013