Tender for Corporate Software Package HR and Payroll

The payroll system must be able to accommodate the following: A number of different contract types and scales eg management, teaching and business admin. A number of pension schemes including Teachers Pension and Local Government Pension where the rate of deduction is dependent on the salary of the staff member.

United Kingdom-Colwyn Bay: Time accounting or human resources software package

2013/S 219-380736

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Grwp Llandrillo Menai
Coleg Llandrillo, Llandudno Road, Rhos-on-Sea, Conwy
For the attention of: Alison Evans
LL28 4HZ Colwyn Bay
UNITED KINGDOM
Telephone: +44 1492546666

Internet address(es):

General address of the contracting authority: http://

Address of the buyer profile: http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0286

Further information can be obtained from: Grwp Llandrillo Menai
Coleg Llandrillo, Llandudno Road, Rhos-on-Sea, Conwy
Contact point(s): Finance
For the attention of: Alison Evans
LL28 4HZ Colwyn Bay
UNITED KINGDOM
Telephone: +44 1492546666
Internet address: http://

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Grwp Llandrillo Menai
Coleg Llandrillo, Llandudno Road, Rhos-on-Sea, Conwy
Contact point(s): Finance
For the attention of: Alison Evans
LL28 4HZ Colwyn Bay
UNITED KINGDOM
Telephone: +44 1492546666
Internet address: http://

Tenders or requests to participate must be sent to: Grwp Llandrillo Menai
Coleg Llandrillo, Llandudno Road, Rhos-on-Sea, Conwy
Contact point(s): Clerk to the Corporation
For the attention of: Toby Prosser
LL28 4HZ Colwyn Bay
UNITED KINGDOM
Telephone: +44 1492546666
Internet address: http://

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: no

Section II: Object of the contract

II.1)Description

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

Corporate Software Package HR and Payroll.

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

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Rhos on Sea, Conwy.
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)

HR/Payroll System Information
Grwp Llandrillo – Menai (the Grwp) is Wales’ largest Further Education Institution and one of the largest FE colleges in the UK. The Grwp has 22 locations across North West Wales has 2,500 staff and 35,000 students.
The Grwp is to procure a new Human Resources and Payroll system via OJEU tender. The annual payroll costs of the Grwp are 48m GBP.
The payroll system must be able to accommodate the following:
— A number of different contract types and scales eg management, teaching and business admin.
— A number of pension schemes including Teachers Pension and Local Government Pension where the rate of deduction is dependent on the salary of the staff member.
— Members of staff having a number of contracts and contributing to more than one pension scheme.
— Electronic part time claims and workflow
— Ability to report on the pay total in the future including vacancies
— Compliance with Auto enrolment requirements
— Automatic calculation of pay for starts and leavers dependent of the start or leave date
— Calculation of occupational sick pay in accordance with the scheme rules
— Calculation of SSP
— Calculation of maternity pay in accordance with the scheme rules
— Ability to set up other allowances eg CSA deductions, GAYE etc
— Ability of staff to view bilingual payslips via a secure system and to update personal details
— Ability of staff to view bilingual P60s via a secure system
— Reporting capabilities preferably with forecasting option
The HR system must be able to accommodate the following:
— Recruitment module
— The ability to capture different terms and conditions, pay and benefits for a number of different contract types, salary structures and scales, Management, Lecturer, Business Support, Manual
— Organisation structure management
— Starter, leaver and transfer/change processing flowing from recruitment/HR/Payroll
— Ability to generate correspondence such as contracts
— Background checking to ensure following can be captured – DBS checks, references, pre-employment health screening, work permit etc
— Capability to record education/qualifications/employment history/CV/CPD/Welsh language capability per employee
— Diversity monitoring and management (for both applicants and employees)
— Performance Management
— Disciplinary and Grievance Management
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=3731.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.sell2wales.gov.uk/sitehelp/help_guides.aspx.

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.

II.1.6)Common procurement vocabulary (CPV)

48450000, 79211110, 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:

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

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 candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate 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 certificate or declaration demonstrating that they have not committed 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 have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) 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

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please see PQQ.

III.2.3)Technical capacity

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

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: Please see PQQ Evaluation Scoring 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:

GLLM111113

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: 13.12.2013

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

13.12.2013 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

20.1.2014

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

VI.2)Information about European Union funds

VI.3)Additional information

Shortlisted suppliers will be invited to present at the College’s head office during December or January.
(WA Ref:3731)

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Toby Prosser Clerk to the Corporation
Grwp Llandrillo Menai, Llandudno Rd, Rhos on Sea
LL284HZ Conwy
UNITED KINGDOM
E-mail: t.prosser@gllm.ac.uk

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:11.11.2013