Supply of Purchase to Pay System

Supply of Purchase to Pay System

Riverside is seeking expressions of interest, in order to select a provider to supply, configure, deploy, implement and ultimately maintain and support a fully automated Purchase to Pay (P2P) System for expenditure outside of its housing management system process or tasks.

UK-Liverpool: Software package and information systems

2013/S 115-196493

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The Riverside Group
2 Estuary Boulevard
Contact point(s): Head of Professional Services, Due North Ltd
For the attention of: James Palmer
L24 8RF Liverpool
UNITED KINGDOM
E-mail: professionalservices@due-north.com

Internet address(es):

General address of the contracting authority: www.riverside.org.uk

I.2)Type of the contracting authority
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: no

Section II: Object of the contract

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

Purchase to Pay 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
Main site or location of works, place of delivery or of performance: Liverpool.
NUTS code UKD

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)

Riverside is seeking expressions of interest, in order to select a provider to supply, configure, deploy, implement and ultimately maintain and support a fully automated Purchase to Pay (P2P) System for expenditure outside of its housing management system process or tasks. A significant number of these work remotely, or in the field.
The P2P system is expected to handle the full end to end purchase process from requisition through, receipt, invoicing and payment.
The P2P system should at a minimum provide:
— Greater levels of control over all aspects of expenditure;
— Improved visibility of expenditure;
— Comprehensive and informative management information reports;
— Standardised purchasing cycle processes;
— Purchase process in line with group delegated authority guidelines and group policy;
— Use of real or near real time reference data, transactional and budgets checking integrations with Infor10 Financials Business (SunSystems) v6.
The Riverside group structure includes a number of group companies some of which have a different legal and VAT status. The P2P system will be required to meet the needs of all group companies adopting the P2P system.
System Interfacing:
The Riverside purchasing cycle requires data to be shared with a number of different systems. The P2P system will be required to integrate or interface with the following systems, plus any other systems identified during detailed scoping:
— Infor10 Financials Business (SunSystems) v6
— Vision Q&A v10.1.2
— Promaster v3.4.78(3)
Riverside does not currently operate a fully automated P2P system. The purchase of goods and services is mainly a manual process with an automated centralised Accounts Payable Process. In total nearly 50 % of the workforce is estimated to have some involvement in the purchasing cycle or tasks. A significant number of these work remotely or in the field.
II.1.6)Common procurement vocabulary (CPV)

48000000, 48490000, 48440000

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 11.1.6.
Estimated value excluding VAT:
Range: between 150 000 and 625 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: Contract period is three years with option to extend for further periods up to two years subject to satisfactory performance.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 36 (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:

Payment terms will be indicated in the contract document.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Riverside reserves the right to require groupings of contractors to take a particular legal form, a single contractor to take primary liability or each party to undertake joint and several liability. Further information will be contained in the tender documents.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As specified in the PQQ and ITT and contract
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: Participants are required to complete a PQQ which will be provided upon request. Please express interest in the opportunity through the Riverside Group Supplier Homepage to receive the PQQ. Suppliers can register free and express interest in this contract opportunity at https://riverside.due-north.co.uk/procontract/riverside/supplier.nsf

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please refer to the financial and economic standing requirement as stated in the PQQ document.
Minimum level(s) of standards possibly required: Please refer to the requirements set out in the PQQ document.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Participants will be required to demonstrate their ability to supply, configure, deploy, implement and ultimately maintain and support a fully automated Purchase to Pay (P2P) System.
Minimum level(s) of standards possibly required:
Participants will be required to complete a questionnaire with details of structure, current financial standing, evidence of insurance cover, and Experience. Refer to PQQ documentation for details.
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 minimum number 5: and maximum number 5
Objective criteria for choosing the limited number of candidates: The evaluation criteria to be used in order to select providers to be taken forward to the ITT stage will be provided in the PQQ document.
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:

TRG015.
IV.3.2)Previous publication(s) concerning the same contract

no
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

14.7.2013 – 17:00
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
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about European Union funds
VI.3)Additional information

If you are interested in this opportunity please visit http://riverside.due-north.co.uk/procontract/riverside/supplier.nsf where you can search for and express interest in this opportunity. If you are not already registered on this Riverside Housing Group Portal, please click on the ‘Register Free’ button in the top right, and follow the quick and free registration process. Once you receive your username and password you can log in and express interest.

PQQ information will then follow after your expression of interest.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

Body responsible for mediation procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority shall comply with the requirements of regulations 29A and 32 of the Public Contracts Regulations 2006 (which incorporates Directive 2004/18/EC into English law) as amended to incorporate the requirements of the Remedies Directive (2007/66/EC) when notifying economic operators of the outcome of this procurement.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:12.6.2013