Supply of off-the-shelf Finance Systems for Scottish Public Sector

Supply of off-the-shelf Finance Systems for Scottish Public Sector

APUC seeks to create a Framework Agreement for the Supply, Integration and Maintenance and Support of commercial off-the-shelf Finance Systems to Colleges and Universities.

UK-Edinburgh: financial systems software development services

2012/S 211-347755

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

APUC Limited
14 New Mart Road,
Contact point(s): Operational Procurement
For the attention of: Allan Doyle
EH14 1RL Edinburgh
UNITED KINGDOM
Telephone: +44 1314428965
E-mail: adoyle@apuc-scot.ac.uk
Fax: +44 1314428931

Internet address(es):

General address of the contracting authority: http://www.apuc-scot.ac.uk/home.htm

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10402

Further information can be obtained from: APUC Limited
14 New Mart Road
Contact point(s): Operational Procurement
For the attention of: Allan Doyle
EH14 1RL Edinburgh
UNITED KINGDOM
Telephone: +44 1314428965
Fax: +44 1314428931
Internet address: http://www.apuc-scot.ac.uk/home.htm

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: APUC Limited
14 New Mart Road
Contact point(s): Operational Procurement
For the attention of: Allan Doyle
EH14 1RL Edinburgh
UNITED KINGDOM
Telephone: +44 1314428965
Fax: +44 1314428931
Internet address: http://www.apuc-scot.ac.uk/home.htm

Tenders or requests to participate must be sent to: APUC Limited
14 New Mart Road
Contact point(s): Operational Procurement
For the attention of: Allan Doyle
EH14 1RL Edinburgh
UNITED KINGDOM
Telephone: +44 1314428965
Fax: +44 1314428931
Internet address: http://www.apuc-scot.ac.uk/home.htm

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

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

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

Aberdeen College

Adam Smith College

Angus College

Anniesland College

Ayr College

Banff and Buchan College

Barony College

Borders College

Cardonald College

Carnegie College

Central College of Commerce

Clydebank College

Coatbridge College

Cumbernauld College

Dumfries and Galloway College

Dundee College

Edinburghs Telford College

Elmwood College

Forth Valley College

Glasgow College of Nautical Studies

Glasgow Metropolitan College

Inverness College

James Watt College

Jewel and Esk College

John Wheatley College

Kilmarnock College

Langside College

Lews Castle College

Moray College

Motherwell College

Newbattle Abbey College

North Glasgow College

North Highland College

Oatridge College

Orkney College

Perth College

Reid Kerr College

Sabhal Mor Ostaig

Shetland College

South Lanarkshire College

Stevenson College

Stow College

West Lothian College

Edinburgh College of Art

Edinburgh Napier University

Glasgow Caledonian University

Glasgow School of Art

Heriot-Watt University

Queen Margaret University

Robert Gordon University

Royal Scottish Academy of Music and Drama

Scottish Agricultural College

UHI Millennium Institute

University of Aberdeen

University of Abertay Dundee

University of Dundee

University of Edinburgh

University of Glasgow

University of St Andrews

University of Stirling

University of Strathclyde

University of the West of Scotland

UK UPC (Universities UK Purchasing Consortia)

Section II: Object of the contract

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

Supply, Integration, Maintenance and Support of commercial off-the-shelf Finance Systems.
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
Main site or location of works, place of delivery or of performance: Further and Higher Education organisations across Scotland, England and Wales.
NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 8
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 1 000 000 and 3 000 000 GBP

II.1.5)Short description of the contract or purchase(s)

On 1.10.2012, Edinburgh’s Telford College, Stevenson College Edinburgh and Jewel & Esk College merged to form Edinburgh College, which is now the largest college in Scotland. Post-merger, Edinburgh College operates with three separate financial systems and intends to standardise its operational requirements into one financial system. This system is required to support the college’s operational finance processes and to provide accurate and coherent reporting tools. An implementation date (i.e. the single finance system is in use, fully operational and functional across all three colleges) of 1.8.2013 is required, at which point full testing, data transfer, training and integration must be complete.
There are a number of similar college mergers ongoing across Scotland some of which may also require a review of Finance Systems as part, or as a result, of the merger process.
APUC seeks to create a Framework Agreement for the Supply, Integration and Maintenance and Support of commercial off-the-shelf Finance Systems to Colleges and Universities.
The Framework Agreement which results from this procurement will be available immediately to all APUC members and to those institutions in England and Wales which are members of a consortium within the UK Universities Purchasing Consortia group (UKUPC) which adopts the agreement.
The top-scoring response to the Stage 2 ITT scenario will be appointed by Edinburgh College without reopening competition (subject to ratification by the Edinburgh College Board and to meeting the operational and commercial requirements of the College).
Thereafter any further APUC member or affiliate organisation which wishes to call off from the Framework Agreement will conduct a mini-competition to appoint a supplier. The Framework Agreement will not be ranked.
Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=242535.

The awarding authority has indicated that it will accept electronic responses to this notice via a ‘Tender Submission Postbox’ facility. Further details of this facility are available at http://www.publiccontractsscotland.gov.uk/PostBox/Postbox_Explain.aspx?ID=242535.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. The postbox closes precisely at the time stated.

II.1.6)Common procurement vocabulary (CPV)

72212442, 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: 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:

Values are estimated between 1 000 000 GBP and 3 000 000 GBP. No business whatsoever is guaranteed under any resulting framework agreement or Contract indeed there is no guarantee that any framework agreement or contract will be put in place in relation to this notice. No compensation will be paid if a tender or resulting framework agreement is withdrawn for any reason. Bidders should take part in this process only on the basis that they fully understand and accept this position.
Estimated value excluding VAT:
Range: between 1 000 000 and 3 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The Framework Agreement will be for an initial period of 2 years with two consecutive 12-month options to extend.
Provisional timetable for recourse to these options:
in months: 24 (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: 12 (from the award of the contract)
II.3)Duration of the contract or time limit for completion

Duration in months: 48 (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:

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

Where a consortium or other grouping of suppliers submits a bid, such consortia or grouping must nominate a lead organisation to deal with APUC Ltd on all matters relating to the Framework Agreement. All consortium members or grouping will be required to be jointly and severally liable in respect to the obligations and liabilities relating to the Framework Agreement.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Details to be provided in the Invitation to Tender.
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) 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.
Details are provided in the Pre Qualification Questionnaire.
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 statements of accounts or extracts from those accounts relating to their business.
Minimum level(s) of standards possibly required: In order to ensure that potential bidders can sustainably operate and are not exposed to undue risk at the end of any potential contract period, the bidder must have a minimum annual turnover of 500 000 GBP. This is calculated as 2 times the lower predicted annual value of the framework agreement.
Bidders must be financially fluid and currently trading. They must not be recorded at Companies House as having any negative action / event (dissolved, removed, in liquidation etc.) that calls into question their financial / corporate standing, such action / event will be deemed to be a failure to meet minimum standards of economic and financial standing. Additionally, bidders must provide suitable evidence in the form of the last full year of accounts (audited and accompanied by auditors confirmation where they are above the statutory threshold for providing audited accounts, or certified by their bank where they are below that statutory audit threshold.) Non-provision of such evidence to a satisfactory standard will be deemed a failure to meet minimum standards of economic and financial standing.
Where information is available to APUC that points to concerns over financial viability, further information may be requested to evidence financial viability and non-availability of, or refusal to provide such evidence will be deemed a failure to meet minimum standards of economic and financial standing.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) An indication of the proportion of the contract which the services provider intends possibly to subcontract.
Details are provided in the Pre Qualification Questionnaire.
Minimum level(s) of standards possibly required:
Finance System Minimum Standards.
A description of the minimum functionality and provision required of financial systems is provided in the PQQ.
Insurances.
Minimum Standards relating to insurances are included with the PQQ.
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

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: and maximum number 10
Objective criteria for choosing the limited number of candidates: Financial Information (Minimum Standards – further details with PQQ).
Conviction of Criminal Offences (Minimum Standards – further details with PQQ).
Business Probity (Minimum Standards – further details with PQQ).
Technical and Professional Capability (A series of scored responses – further details with PQQ).
Finance System Minimum Standards (Minimum Standards – further details with PQQ).
Insurances (Minimum Standards – further details with PQQ).
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:

BA-SYS01
IV.3.2)Previous publication(s) concerning the same contract
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: 19.11.2012
IV.3.4)Time limit for receipt of tenders or requests to participate

29.11.2012 – 17:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

10.1.2013
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 tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 24 months to 48 months after the contract award, depending on whether extension periods are taken up.
VI.2)Information about European Union funds
VI.3)Additional information

PQQs and ITTs will be issued and must be returned via Public Contracts Scotland.
(SC Ref:242535).
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: APUC Ltd will incorporate a minimum 10 calendar day Standstill Period following electronic notification (minimum of 15 calendar days for any other means of communication) to unsuccessful applicants of the award decision. An economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2006 (SSI 2006/1) (as amended) may bring proceedings in the Sheriff Court or the Court of Session.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:

29.10.2012