Supply of HR and Payroll Software System

The Group is seeking software providers who have a proven track record of supplying and implementing modern HR and Payroll Systems.

United Kingdom-Middlesbrough: Software package and information systems

2015/S 105-190619

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Thirteen Housing Group Ltd
2 Hudson Quay, Windward Way
For the attention of: Miss Jenny Swainson
TS2 1QG Middlesbrough
UNITED KINGDOM
Telephone: +44 1642773653
E-mail: procurement@thirteengroup.co.uk

Internet address(es):

General address of the contracting authority: http://www.thirteengroup.co.uk

Electronic access to information: www.housingprocurement.com

Electronic submission of tenders and requests to participate: www.housingprocurement.com

Further information can be obtained from: Thirteen Housing Group Ltd
2 Hudson Quay, Windward Way
For the attention of: Miss Jenny Swainson
TS2 1QG Middlesbrough
UNITED KINGDOM
Telephone: +44 1642773653
E-mail: procurement@thirteengroup.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Thirteen Housing Group Ltd
2 Hudson Quay, Windward Way
For the attention of: Miss Jenny Swainson
TS2 1QG Middlesbrough
UNITED KINGDOM
Telephone: +44 1642773653
E-mail: procurement@thirteengroup.co.uk

Tenders or requests to participate must be sent to: Thirteen Housing Group Ltd
2 Hudson Quay, Windward Way
For the attention of: Miss Jenny Swainson
TS2 1QG Middlesbrough
UNITED KINGDOM
Telephone: +44 1642773653
E-mail: procurement@thirteengroup.co.uk

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Housing and community amenities

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Erimus Housing, Housing Hartlepool, Tees Valley Housing, Tristar Homes, Thirteen Care & Support
2 Hudson Quay, Windward Way
TS2 1QG Middlesbrough
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

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

HR and Payroll Software System.

II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
A combination of these

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)

Thirteen Housing Group wishes to implement a new HR and Payroll software system. The Group is seeking software providers who have a proven track record of supplying and implementing modern HR and Payroll Systems, with fully functional Employee and Manager Self-Service functionality.
The Group is seeking a number of core modules as part of the system, which will form phase 1 of the system implementation. The Group is also seeking a number of additional modules which will form phase 2 of the implementation.
Core Modules
— Payroll;
— Employee Record Maintenance and Processing;
— Recruitment/Position Management;
— Applicant Management;
— Absence Management;
— Employee and manager self-service;
— Management information through self-service reports and standard reporting tool.
Additional Modules
— Employee Development;
— Benefit Management;
— Performance and Workforce Management;
— Health and Safety.
All the above system modules must be fully integrated to give system users a seamless experience.
In addition, the Group wishes to explore integration with existing systems including the Group’s Finance system (currently Open Accounts) and the Group’s housing management and rents collection system (IPACS). The Group wishes to explore with the successful supplier how this integration can be achieved and whether developing system interfaces is possible. If this full integration is not possible, integration of system data will be required, which may be achieved through a third party data analytics tool. The aim is to allow the Group to interrogate data held across multiple systems and create reports/dashboards from this data using a single system or reporting tool.
The successful supplier will be required to fully manage and support the system implementation including the migration of data from a number of legacy systems, provide training to end users and provide system maintenance and support for the duration of the contract.
The contract will be for a period of five years followed by unlimited options to extend of 12 months each.
The contract and system will cover Thirteen Housing Group and all subsidiary companies — Erimus Housing, Housing Hartlepool, Tees Valley Housing, Tristar Homes and Thirteen Care and Support. The contract and system will also cover any companies joining the Group in future.
Please see the tender documents for further information.

II.1.6)Common procurement vocabulary (CPV)

48000000, 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

II.1.9)Information about variants

Variants will be accepted: yes

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The contract is for a period of 5 years with unlimited options to extend of 12 months each.
Estimated value excluding VAT:
Range: between 300 000 and 500 000 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: 60 (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:

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:

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: Please refer to the tender documents.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please refer to the tender documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please refer to the 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

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:

THIR/TEN/15/082

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

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

Payable documents: no

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

8.7.2015 – 20:00

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: 3 (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

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: Thirteen Group will incorporate a minimum 10 day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the Contracting Authority before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the standstill period. Should such additional information be required, please contact the person cited in paragraph 1.1 of this form.

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

29.5.2015