Tender for Finance and Administration Systems

Section I: Contracting authority

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

De Montfort University
Procurement Services, Finance Dept, The Gateway
For the attention of: Claire Matthews
LE 9BH Leicester
UNITED KINGDOM
Telephone: +44 1162078142
E-mail: purchasing@dmu.ac.uk

Internet address(es):

General address of the contracting authority: www.dmu.ac.uk

Further information can be obtained from: De Montfort University
Procurement Services, Finance Dept, The Gateway
For the attention of: Claire Matthews
LE 9BH Leicester
UNITED KINGDOM
Telephone: +44 1162078142
E-mail: purchasing@dmu.ac.uk
Internet address: http://in-tendhost.co.uk/demontfort/aspx/Home

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: De Montfort University
Procurement Services, Finance Dept, The Gateway
For the attention of: Claire Matthews
LE 9BH Leicester
UNITED KINGDOM
Telephone: +44 1162078142
E-mail: purchasing@dmu.ac.uk
Internet address: http://in-tendhost.co.uk/demontfort/aspx/Home

Tenders or requests to participate must be sent to: De Montfort University
Procurement Services, Finance Dept, The Gateway
For the attention of: Claire Matthews
LE 9BH Leicester
UNITED KINGDOM
Telephone: +44 1162078142
E-mail: purchasing@dmu.ac.uk
Internet address: http://in-tendhost.co.uk/demontfort/aspx/Home

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:

720 — Invitation to Tender for the replacement of Core Finance and Administration 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

NUTS code UKF21

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)

Montfort University, Leicester has identified a requirement to replace its core finance and administration systems comprising of the following:
Lot 1 Finance/HR/Payroll.
Lot 2 Student Administration and Records.
Lot 3 Customer Relationship Management.
Applications are invited from suitably qualified organisations for a single lot or any combination of lots as set out above.
Applicants will be required to satisfy the university that the following will be assured, delivered and maintained:
Real time integration between the system modules set out above and any feeder and receiver systems that the university currently uses or may use in future;
Quality and integrity of data transmitted between, received by and held within the system modules or any feeder or receiver systems will be absolutely assured; and
Real time integration with any Business Intelligence solution used or procured by the university.
The university will consider applications from suitably qualified organisations that are able to offer a fully integrated solution supplied and supported by a single vendor:
Lot 4 Enterprise Resources Planning solution comprising of all of the modules referred to in Lots 1 to 3 above.
This Call for Competition Notice replaces the previous notice referenced as 262758-2014-EN, published on 1.8.2014. The procurement process associated with the above referenced notice has been abandoned and terminated.
Applicants that made presentations to the university as part of the process of selecting the applicants to participate in the Competitive Dialogue process for the previous notice will only be pre-qualified for Lot 4.
To participate in lots 1 to 3, the applicants pre-qualified for Lot 4 will need to express an interest through In-Tend (using the link below) and follow the instructions provided.

Further details are available at the following link http://in-tendhost.co.uk/demontfort/aspx/Home

New prospective participants should review the content of the document headed PQQ Part 1.
Participants pre-qualified for Lot 4 must review the content of the document headed Invitation to Tender for the replacement of Core Finance and Administration Systems at De Montfort University, Leicester, Instructions for Lot 4 pre-qualified Applicants expressing an interest in applying for Lots 1 to 3 and follow the instructions.

II.1.6)Common procurement vocabulary (CPV)

72200000, 72500000

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:

II.2.2)Information about options

II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1Lot title: Finance/HR/Payroll

1)Short description

De Montfort University, Leicester has identified a requirement to replace its core finance and administration systems.
Applications are invited from suitably qualified organisations for a single lot or any combination of lots as set out above.
Applicants will be required to satisfy the university that the following will be assured, delivered and maintained:
Real time integration between the system modules set out above and any feeder and receiver systems that the university currently uses or may use in future;
Applications are invited from suitably qualified organisations for a single lot or any combination of lots as set out above.
Applicants will be required to satisfy the university that the following will be assured, delivered and maintained:
Real time integration between the system modules set out above and any feeder and receiver systems that the university currently uses or may use in future;
Quality and integrity of data transmitted between, received by and held within the system modules or any feeder or receiver systems will be absolutely assured; and
Real time integration with any Business Intelligence solution used or procured by the university.

2)Common procurement vocabulary (CPV)

72200000, 72500000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Lot No: 2Lot title: Student Administration and Records

1)Short description

De Montfort University, Leicester has identified a requirement to replace its core finance and administration systems.
Applications are invited from suitably qualified organisations for a single lot or any combination of lots as set out above.
Applicants will be required to satisfy the university that the following will be assured, delivered and maintained:
Real time integration between the system modules set out above and any feeder and receiver systems that the university currently uses or may use in future;
Applications are invited from suitably qualified organisations for a single lot or any combination of lots as set out above.
Applicants will be required to satisfy the university that the following will be assured, delivered and maintained:
Real time integration between the system modules set out above and any feeder and receiver systems that the university currently uses or may use in future;
Quality and integrity of data transmitted between, received by and held within the system modules or any feeder or receiver systems will be absolutely assured; and
Real time integration with any Business Intelligence solution used or procured by the university.

2)Common procurement vocabulary (CPV)

72200000, 72500000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Lot No: 3Lot title: Customer Relationship Management

1)Short description

De Montfort University, Leicester has identified a requirement to replace its core finance and administration systems.
Applications are invited from suitably qualified organisations for a single lot or any combination of lots as set out above.
Applicants will be required to satisfy the university that the following will be assured, delivered and maintained:
Real time integration between the system modules set out above and any feeder and receiver systems that the university currently uses or may use in future;
Applications are invited from suitably qualified organisations for a single lot or any combination of lots as set out above.
Applicants will be required to satisfy the university that the following will be assured, delivered and maintained:
Real time integration between the system modules set out above and any feeder and receiver systems that the university currently uses or may use in future;
Quality and integrity of data transmitted between, received by and held within the system modules or any feeder or receiver systems will be absolutely assured; and
Real time integration with any Business Intelligence solution used or procured by the university.

2)Common procurement vocabulary (CPV)

72200000, 72500000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Lot No: 4Lot title: Enterprise Resources Planning solution

1)Short description

Comprising of all of the modules referred to in Lots 1 to 3.
De Montfort University, Leicester has identified a requirement to replace its core finance and administration systems.
Applications are invited from suitably qualified organisations for a single lot or any combination of lots as set out above.
Applicants will be required to satisfy the university that the following will be assured, delivered and maintained:
Real time integration between the system modules set out above and any feeder and receiver systems that the university currently uses or may use in future;
Applications are invited from suitably qualified organisations for a single lot or any combination of lots as set out above.
Applicants will be required to satisfy the university that the following will be assured, delivered and maintained:
Real time integration between the system modules set out above and any feeder and receiver systems that the university currently uses or may use in future;
Quality and integrity of data transmitted between, received by and held within the system modules or any feeder or receiver systems will be absolutely assured; and
Real time integration with any Business Intelligence solution used or procured by the university.

2)Common procurement vocabulary (CPV)

72200000, 72500000

3)Quantity or scope

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

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: Applicants are required to register on the University?s e-tendering website at http://in-tendhost.co.uk/demontfort. All relevant documentation will be available to download from the In-tend website. All correspondence associated with this tender must be sent via

In-tend. It is important that applicants respond to the information requested in an appropriate, clear and concise manner. The Questionnaire document stipulates the economic, financial and technical data required to enable an evaluation of suppliers wishing to participate in this procurement and will seek information including but not limited to the detail at III.2.1,III.2.2 and III.2.3 The University reserves the right to reject or disqualify a Bidder: (a) where the PQQ or tender is submitted late, is completed incorrectly, or is incomplete. (b) who is deemed to be ineligible to tender in accordance with the provisions as set out in The Public Contracts Regulations 2006,Part 4, Regulation 23. (c) who is guilty of serious misrepresentation in relation to its application and/or the process. (d) where there is a change in identity, control, financial standing or other factor impacting on the selection and/or evaluation process affecting the Bidder.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) appropriate statements from bankers;
(b) the submission of the firm’s balance sheets or extracts there from, where publication of a balance sheet is required under company law in the country in which the supplier is established;
(c) a statement of the firm’s overall turnover and its turnover in respect of the goods to which the contract relates for the previous 3 financial years.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Evidence required may include but not be limited to:
(a) a list of the principal deliveries effected in the past 3 years, with the sums, dates and recipients, public or private, involved: in the case of public contracting authorities, evidence to be in the form of certificates issued or countersigned by the competent authority; in the case of private purchasers, delivery to be certified by the purchaser or, failing this, simply declared by the supplier to have been effected;
(b) a description of the firm’s technical facilities, its measures for ensuring quality and its study and research facilities;
(c) indication of the technicians or technical bodies involved, whether or not belonging directly to the supplier’s firm, especially those responsible for quality control;
(d) samples, description and/or photographs of the products to be supplied, the authenticity of which must be certified if the contracting authority so requests;
(e) certificates drawn up by official quality control institutes or agencies of recognized competence attesting conformity to certain specifications or standards of products clearly identified by references to specifications or standards.

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: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

competitive dialogue

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

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

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:

720

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

no

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: 3.11.2014
Payable documents: no

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

3.11.2014

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

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

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Following notification to Bidders of provisional contract award, a 10 calendar day standstill period shall ensue. This period allows unsuccessful tenderers to seek an accelerated debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from notification of the award decision to request this debriefing.

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

3.10.2014