Tender for Cloud Based Finance System

The 3 Councils are seeking to procure a new financial management system.

United Kingdom-Melton Mowbray: Financial analysis and accounting software package

2019/S 029-065058

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Welland Procurement
Welland Procurement Unit, c/o Melton Borough Council
Melton Mowbray
LE13 1GH
United Kingdom
Contact person: Mrs Clare Ellis
Telephone: +44 7876574944
E-mail: cellis@melton.gov.uk
NUTS code: UKF

Internet address(es):Main address: http://www.melton.gov.uk/council_and_democracy/selling_to_the_council.aspx

Address of the buyer profile: http://www.melton.gov.uk/council_and_democracy/selling_to_the_council.aspx

I.1)Name and addresses

Blaby District Council
Narborough
United Kingdom
E-mail: nick.brown@blaby.gov.uk
NUTS code: UKFInternet address(es):Main address: www.blaby.gov.uk

I.1)Name and addresses

Newark and Sherwood District Council
Newark
United Kingdom
E-mail: Nick.Wilson@newark-sherwooddc.gov.uk
NUTS code: UKFInternet address(es):Main address: https://www.newark-sherwooddc.gov.uk/

I.2)Information about joint procurement

The contract involves joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.eastmidstenders.org

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: https://www.eastmidstenders.org

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Joint Procurement for Cloud Based Finance System

Reference number: DN389041

II.1.2)Main CPV code

48440000

II.1.3)Type of contract

Services

II.1.4)Short description:

The 3 Councils are seeking to procure a new financial management system. In this era of reduced Government funding tight controls are needed over budgets and spending. With Councils experiencing financial difficulty, financial scrutiny is of paramount importance within the Local Government sector. This requires a transparent, efficient, effective and user-friendly financial management system to improve the financial management skills of non-financial officers.

II.1.5)Estimated total value

Value excluding VAT: 3 200 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2)Description

II.2.1)Title:

II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKF

II.2.4)Description of the procurement:

Interested bidders are asked to note the Mandatory and Exclusion Criteria in the SSQ before making a decision on whether to submit a tender. Particular care should be taken when responding to the GDPR questions and the Mandatory Requirements question.

Bidders are also asked to note that in addition to those Councils jointly procuring this contract, the following additional Councils are eligible to make use of the ensuing contract:

— Oadby and Wigston District Council: value within the overall contract value is 375 000 GBP (including an allowance for implementation),

— Hinckley and Bosworth District Council: value within the overall contract value is 585 000 GBP (including an allowance for implementation).

All Councils named in this procurement reserve the right to increase or decrease the number of software licences they require during the term of the contract as their business need changes.

Please be aware that the Council are looking for a SaaS rather than traditional licencing agreement.

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: 3 200 000.00 GBP

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

Duration in months: 180

This contract is subject to renewal: no

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

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: yes

Description of options:

The initial term of 5 years may extended by 2 further periods of 5 years making a total contract term of 15 years. The value has been calculated over this maximum term.

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

III.1.3)Technical and professional ability

III.1.5)Information about reserved contracts

III.2)Conditions related to the contract

III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

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

Section IV: Procedure

IV.1)Description

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: 12/03/2019

Local time: 12:00

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

Date: 22/03/2019

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

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of 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

VI.3)Additional information:

VI.4)Procedures for review

VI.4.1)Review body

Melton Borough Council
Melton Mowbray
United Kingdom

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:

07/02/2019