Tender for Finance, Expenses and HR Cloud Software

Tender for Finance, Expenses and HR Cloud Software

The provision of finance, expenses and HR cloud software (SAAS or other similar hosted arrangement).

United Kingdom-Newport: Software package and information systems

2020/S 200-486690

Contract notice

Supplies

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Qualifications Wales
Postal address: Q2 Building, Pencarn Lane, Imperial Park
Town: Newport
NUTS code: UKL2 East Wales
Postal code: NP10 8AR
Country: United Kingdom
E-mail: procurement@qualificationswales.org
Telephone: +44 1633373205
Internet address(es):
Main address: http://www.qualificationswales.org
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA41978

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://etenderwales.bravosolution.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://etenderwales.bravosolution.co.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: https://etenderwales.bravosolution.co.uk

I.4)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5)Main activity

Education

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Finance, Expenses and HR Cloud Software

 

Reference number: QW202109

II.1.2)Main CPV code

48000000 Software package and information systems

II.1.3)Type of contract

Supplies

II.1.4)Short description:

The provision of finance, expenses and HR cloud software (SAAS or other similar hosted arrangement) to include software licensing, implementation, training, support and other services.

 

II.1.5)Estimated total value

Value excluding VAT: 330 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:

Lots 1 and 2 — should the same bidder be the preferred provider for both lots following completion of the evaluation process.

 

II.2)Description

II.2.1)Title:

Finance and Expenses Cloud Software

 

Lot No: 1

II.2.2)Additional CPV code(s)

48442000 Financial systems software package
48443000 Accounting software package
48812000 Financial information systems
48440000 Financial analysis and accounting software package
48490000 Procurement software package
72260000 Software-related services
72261000 Software support services
72263000 Software implementation services
72265000 Software configuration services
72266000 Software consultancy services
72267000 Software maintenance and repair services
72267100 Maintenance of information technology software
72268000 Software supply services

II.2.3)Place of performance

NUTS code: UKL21 Monmouthshire and Newport
Main site or place of performance:

Newport, Wales.

 

II.2.4)Description of the procurement:

 

We require the finance cloud software to be a COTS product and have the following functionality:

— general ledger

— P2P and purchase ledger

— cash book

— project accounting

— fixed assets

— workflow

— reporting

— expenses (optional. We may decide not to contract for this element)

— sales ledger (not currently used)

— web service API interface option preferred

— interface with MS Office

— support bilingual remittances (Welsh and English)

— interface with the HR software (lot 2).

We require software licensing, implementation services, training (core users and train the trainer), ongoing support and services.

 

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: 230 000.00 GBP

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

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

Option to extend for up to 10 further years on a biennial basis.

 

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

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
II.2)Description

II.2.1)Title:

HR Cloud Software

 

Lot No: 2

II.2.2)Additional CPV code(s)

48450000 Time accounting or human resources software package
72260000 Software-related services
72261000 Software support services
72263000 Software implementation services
72265000 Software configuration services
72266000 Software consultancy services
72267000 Software maintenance and repair services
72267100 Maintenance of information technology software
72268000 Software supply services

II.2.3)Place of performance

NUTS code: UKL21 Monmouthshire and Newport
Main site or place of performance:

Newport, Wales.

 

II.2.4)Description of the procurement:

 

We require the HR cloud software to be a COTS product and have the following functionality:

— establishment

— employee records

— absence management

— HR management

— self-service portal (bilingual — Welsh and English)

— recruitment (bilingual — Welsh and English)

— flexi time management

— performance management

— workflow

— reporting

— web service API interface option preferred

— interface with MS Office

— interface with the Finance software (lot 1).

We may choose to defer introduction of the recruitment, flexi-time and performance management requirements or may not implement at all during the life of the contract.

We require software licensing, implementation services, training (core users and train the trainer), ongoing support and services.

 

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: 100 000.00 GBP

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

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

Option to extend for up to a further 10 years on a biennial basis.

 

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

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.1.2)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

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system

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

Notice number in the OJ S: 2020/S 134-331326

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

Date: 04/11/2020
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

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

English

IV.2.7)Conditions for opening of tenders

Date: 04/11/2020
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.3)Additional information:

 

The estimated contract value is based on licensing, implementation and support for an initial period of 5 years.

Instructions for submitting a tender for one or both lots:

1) interested organisations should register on eTenderWales at https://etenderwales.bravosolution.co.uk

2) once registered, you must express an interest as follows:

(a) login to eTenderWales,

(b) select ‘ITT’,

(c) select ‘ITTs Open to All Suppliers’,

(d) access the listing relating to the ITT: itt_83239 — Lot 1 Finance and/or itt_83820 — Lot 2 HR,

(e) click on ‘Express Interest’ button,

(f) once you have expressed interest, the ITT will move to ‘my ITTs’ where you can download and where you can construct your reply. N.B documents are attached to the relevant question in the qualification, technical or commercial response envelope,

(g) you must publish your reply using the ‘publish’ button,

(h) for any support in submitting your ITT, please contact the please contact the eTenderWales help desk on 08003684852,

(i) a pre-recorded webinar is planned to be issued w/c 19 October to organisations that have expressed an interest in bidding on eTenderWales to explain the process.

Further details will be provided via eTenderWales.

QW published a PIN in relation to this procurement on 14 July 2020 and therefore the time limit for receipt of tenders has been reduced to 23 calendar days as allowed under PCR2015 (minimum time limit is 15 calendar days).

Note: the authority is using eTenderWales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=104581

(WA Ref:104581)

The buyer considers that this contract is suitable for consortia.

 

VI.4)Procedures for review

VI.4.1)Review body

Official name: High Court
Postal address: Royal Courts of Justice, The Strand
Town: London
Postal code: WC2A 2LL
Country: United Kingdom
Telephone: +44 2079477501

VI.5)Date of dispatch of this notice:

09/10/2020