Supply of Time and Attendance System

Supply of Time and Attendance System

The Authority utilises a time and attendance/ rostering system for operational emergency fire-fighters and officers.

United Kingdom-Birmingham: Electronic timekeeping systems

2016/S 092-164184

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

West Midlands Fire and Rescue Authority
VAT No 281 2856 47
99 Vauxhall Road, Nechells
B7 4HW
Contact person: Liz Davies
Telephone: +44 1213806166
NUTS code: UK

Internet address(es):

Main address:

Address of the buyer profile:

I.2)Joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Regional or local agency/office

I.5)Main activity

Public order and safety

Section II: Object

II.1)Scope of the procurement


Supply of Time and Attendance / Rostering system.

Reference number: C002131

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

The Authority utilises a time and attendance/ rostering system for operational emergency fire-fighters and officers, fire control personnel that handle emergency calls from the public, support staff in functions such as ICT, Finance, HR, cooks, cleaners and security staff. A new system is required that would allow more flexibility to the Authority by providing operational emergency employees the capability to allocate their own shifts and perform shift swapping. The system procured will also need to demonstrate that all existing shift patterns and the flexitime plus scheme in operation for support staff can be managed and that it can be interfaced with other Fire Service systems such as Oracle HRMS and Oracle Pay. Access would be via desktop PC’s, web browsers and mobile devices, and have the flexibility to cope with future alterations to shift patterns.

II.1.5)Estimated total value

Value excluding VAT: 144 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UK

II.2.4)Description of the procurement:

Economic Operators must be experienced in the field of time and attendance/ rostering systems and be able to demonstrate its technical competence.

Economic Operators should also have or be prepared to obtain 5 000 000 GBP public and products liability, 5 000 000 GBP employer’s liability and be able to prove their financial stability. Economic Operators that cannot meet the requested turnover of 290 000 GBP must be able to provide a guarantee from either a parent company or bank, failure to demonstrate this will result in a bid being rejected.

The Authority is conducting this procurement using the Competitive Procedure with Negotiation in accordance with the requirements of the Public Contracts Regulations 2015 for the purpose of procuring a time and attendance/ rostering system.

The Authority reserves the right to award a contract, using the evaluation criteria set out in the Invitation to Tender (ITT), based on an initial tender received and not carry out any negotiation. Therefore initial tenders should be capable of acceptance by the Authority.

Qualitative Selection Questionnaire’s (PQQ) must be submitted 1st for this procurement by the date and time below. The Authority will take forward to the initial bid stage between 3 and 8 (or more in the event of a tied bid or bids) top scoring tenderers at this stage.

Successful Tenderer’s will have their initial bids evaluated against minimum requirements and the award criteria as per the ITT. Between 3 and 7 (or more in the event of a tied bid or bids) top scoring tenderers at this stage will be asked to take part in negotiations. There will be further negotiation rounds at the Authority’s discretion until the negotiation is closed upon which final tenderers will be invited, which cannot be negotiated on.

Contract award is anticipated to be at the beginning of October 2016, implementation of a new system is to commence before the end of October 2016 with a go live date for the new system across the Authority 1.4.2017 (All dates subject to contract signing).

The Authority reserves the right to abandon or discontinue the procurement at any stage and not to award a contract.

If you would like to be considered for this contract please download, complete and return the tender documentation for this opportunity via the EU Supply portal, which can be located by clicking and following this link: If you are not already registered as a supplier with EU Supply this process will need to be completed before the tender opportunity can be accessed. Registration can be completed by clicking on the tab on the EU Supply homepage ‘New Supplier Registration’ and following the instructions on screen.

Closing date and time for completed Qualitative Selection questionnaires is 13.6.2016 at 12:00. Any applications that are not uploaded to EU Supply by this deadline will not be considered.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 144 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36
This contract is subject to renewal: no

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged minimum number: 3
Maximum number: 8
Objective criteria for choosing the limited number of candidates:

In accordance with best procurement practice, EU and UK Procurement Directives and Regulations, the Authority is seeking to choose a tenderer by competitive tender through the Competitive with Negotiation Procedure for the provision of a time and attendance/ rostering system.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

Option to extend contract term by 1 period of 12 months.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract

III.2.2)Contract performance conditions:

See ITT.

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure


IV.1.1)Type of procedure

Competitive procedure with negotiation
IV.1.3)Information about a framework agreement or a dynamic purchasing system

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.1.5)Information about negotiation

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 13/06/2016
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 22/06/2016

IV.2.4)Languages in which tenders or requests to participate may be submitted:

IV.2.6)Minimum time frame during which the tenderer must maintain the tender
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic payment will be used

VI.3)Additional information:

It is hoped that the following outcomes will be achieved through the implementation of a new system:

— Increase personal accountability through individual management;

— Create a flexible workforce through a flexible system;

— Develop a modern approach to time and attendance/ rostering management utilising instant messaging and real time visible data to aid in local and strategic decision making;

— Develop a system that is more compatible with a wide range of devices;

— Create a simplistic approach that increases productivity and reduces time spent on inputs.

VI.4)Procedures for review

VI.4.1)Review body

Head of Corporate Procurement
West Midlands Fire Service
B7 4HW
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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