IT Systems Tender

IT Systems Tender

Provision of an IT system(s) for the Human Resources and Partners functions.

United Kingdom-London: Software package and information systems

2014/S 010-013594

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The Health and Care Professions Council
Park House, 184 Kennington Park Road
For the attention of: Wangari Farrelly
SE11 4BU London
UNITED KINGDOM
E-mail: procurement@hcpc-uk.org

Internet address(es):

General address of the contracting authority: http://www.hcpc-uk.org

Address of the buyer profile: http://www.hcpc-uk.org/aboutus/procurement

Electronic access to information: http://www.hcpc-uk.org/aboutus/procurement/currenttenders

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Other: Regulator of health and care workers
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 IT system(s) for the Human Resources and Partners functions.
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
NUTS code UK

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)

To provide new software to deliver Human Resources (HR) functions relating to employees and also to deliver certain key functions relating to partners (sub-contractors). The management of data relating to the ‘employees’ and ‘partners’ functions needs to remain completely separate although much of the work of the two functions is broadly similar. A key requirement is the delivery of online recruitment for both employees and partners.
II.1.6)Common procurement vocabulary (CPV)

48000000, 48100000, 72250000, 48450000, 48611000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
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:

Estimated value excluding VAT:
Range: between 100 000 and 500 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1
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)

Information about lots

Lot No: 1 Lot title: Human Resources system (employees)

1)Short description

Core areas of system functionality required for employees:
1. Online recruitment software which is fully integrated with the HR system: either part of the system or fully integrated with separate e-recruitment software. Data entered by candidates to feed through into recruitment system.
2. Recruitment and selection (Including resource planning/vacancy advertising and job description management).
3. Online applications for multiple types of workers/contractors/ roles.
4. Ability to communicate with applicants via the system about application progress/ document receipt (including self-service interview booking).
5. Online shortlisting and interview preparation.
6. Online reference request/submission.
7. Applicant talent pool functionality.
8. Ideally, there would be the potential for agencies to upload applications or CVs, possibly as a bulk upload.
9. Employee records administration.
10. Reporting and workforce planning/forecasting.
11. Employee and manager online self-service to fully support all key HR processes (including leave applications/requests and approvals, training applications and approvals, changes of personal details, benefit applications and approvals, flexible working applications and approvals), possibly with remote access for some types of requests/applications.
12. Employee training & development (including training requests, personal training records/plans, training evaluation).
13. Employee appraisals and performance management (including appraisal forms to be completed online).
14. Employee absence management (including absence records, calendars, calculation of entitlements etc.).
15. The HR system will either include fully integrated payroll and pensions auto-enrolment processing functionality, or the supplier should propose other options, for example through the product of a third party supplier, for meeting the requirement for full integration with payroll and pensions processing software.
16. Payroll solution to be HMRC accredited.
17. Integration with internal IT/Facilities helpdesk systems.
2)Common procurement vocabulary (CPV)

48000000, 48100000, 72250000, 48450000, 48611000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 100 000 and 500 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots
Lot No: 2 Lot title: Partner Management System

1)Short description

Core areas of system functionality required for Partners:
1. Online recruitment software which is fully integrated with the Partner system: either part of the system or fully integrated with separate e-recruitment software. Data entered by candidates to feed through into recruitment system.
2. Recruitment and selection (Including resource planning/vacancy advertising and job description management).
3. Online applications for multiple types of workers/contractors/ roles.
4. Ability to communicate with applicants via the system about application progress/ document receipt (including self-service interview booking).
5. Online shortlisting and interview preparation.
6. Online reference request/submission.
7. Applicant talent pool functionality.
8. Ideally, there would be the potential to integrate with recruitment agency systems/ job boards.
9. Partner records administration.
10. Reporting and partner workforce planning/forecasting.
11. Partner online self-service with secure remote access which must as a minimum include: updating of personal data, ideally including talent pool type profiles, ability to update availability to accept work, online booking (and related administration, cancel, rebook, download documents) of training events, online completion and submission of appraisal documents, information sharing area (policies, FAQ’s).
12. Partner training & development.
13. Partner appraisal and performance management.
14. Real-time integration with a Microsoft Dynamics CRM installation, and a J2EE system. Integration will be of a limited data set. Examples of data requiring integration include; selected basic personal and role data, training and appraisal record data, complaint & performance management data, availability data, career history.
15. Ability to imbed links to external systems such as feedback tools, travel booking systems, preferably with smart login functionality.
16. Communication tool (ability for HCPC to communicate with groups of Partners as well as individuals).
2)Common procurement vocabulary (CPV)

48000000, 48100000, 72250000, 48450000, 48611000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 100 000 and 500 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

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: (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 candiadte being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certficate 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 certficate or declaration demonstrating that they have not commited 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 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.
(8) 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 statements of accounts or extracts from those accounts relating to their business.
(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance, public liability insurance and employer’s liability insurance.
Minimum level(s) of standards possibly required: Professional indemnity insurance – GBP 3,000,000.
Public liability insurance – GBP 5,000,000.
Employer’s liability insurance – GBP 5,000,000.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Suppliers are required to provide information in respect of their technical capacity as further provided in the Pre-Qualification Questionaire.
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 number of operators: 5
Objective criteria for choosing the limited number of candidates: The Council considers that this number will enable proper and thorough administration of the process while maintaining genuine competition between bidders.Please note envisaged number of operators is 5 per lot.
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 below

1. Price. Weighting 30

2. Technical capability and quality. Weighting 70

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:

HCPC002/2014
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

19.2.2014 – 16:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

20.3.2014
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
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

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

Chair of the Health and Care Professions Council
184 Kennington Park Road
SE11 4BU London
UNITED KINGDOM
E-mail: anna.vandergaag@hcpc-uk.org

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:

13.1.2014