Tender for Finance HR and Payroll System Or ERP

Tender for Finance HR and Payroll System Or ERP

Solihull College wishes to contract with third parties for the provision of a financial management system, human resource and payroll systems or integrated ERP Solution (including Finance, Human Resources and Payroll) that are fit for purpose and future proofed.

UK-Solihull: Enterprise resource planning software development services

2013/S 113-193203

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Solihull College
Blossomfield Campus, Blossomfield Road
Contact point(s): Finance
For the attention of: Stephen Holley
B91 1SB Solihull
UNITED KINGDOM
Telephone: +44 7827892146
E-mail: corpsysreview@solihull.ac.uk

Internet address(es):

General address of the contracting authority: http://www.solihull.ac.uk

Address of the buyer profile: http://www.mytenders.org/search/Search_AuthProfile.aspx?ID=AA24707

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

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:

UK-Solihull College: Finance HR and Payroll System OR ERP.
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
Main site or location of works, place of delivery or of performance: Solihull College, Blossomfield Campus.
NUTS code UKG32

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)

Solihull College wishes to contract with third parties for the provision of a financial management system, human resource and payroll systems or integrated ERP Solution (including Finance, Human Resources and Payroll) that are fit for purpose and future proofed. Two key test of the fitness of purpose is the demonstration by the supplier(s) that the system can integrate with other systems (most notably the Student Record Systems QLS, HR and Finance) and that the HR system can deal complex and variable workforce composition including for example sessional/casual staff, multiple post holders with diverse contract types and working patterns. The Contracting Authority is using the ePortal http://www.m ytenders.org/Search/Search_Switch.aspx?ID=105700 for this procurement process please ensure all communication is through the ePortal.

Note: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site at http://www.myTenders.org/Search/Search_Switch.aspx?ID=105700

The awarding authority has indicated that it will accept electronic responses to this notice via a ‘Tender Submission Postbox’ facility. Further details of this facility are available at http://www.myTenders.org/PostBox/Postbox_Explain.aspx?ID=105700

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. The postbox closes precisely at the time stated.

II.1.6)Common procurement vocabulary (CPV)

72212451, 48451000, 72212442, 72260000, 72263000, 48450000, 72212450, 79631000

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

Options: yes
Description of these options: The resultant contract (s) will also include options for any of the accompanying /additional systems within a broader ERP solution if proposed and offered. The following functions which may be exercised under the contract, including (but not limited to):
– Document Management System (DMS);
– Strategy and Performance Planning.
The intention is that the contract will be for an initial period of 5 years, with the option to extend for a further period of up to 10 years.
Provisional timetable for recourse to these options:
in months: 12 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 60 (from the award of the contract)
II.3)Duration of the contract or time limit for completion

Starting 2.12.2013. Completion 31.7.2019

Information about lots

Lot No: 1 Lot title: Finance System

1)Short description

Finance System: Functions.
The provision a finance system or integrated ERP software solution providing finance functions. Finance and Procurement functionality must include the areas relevant to System Wide Functions including Employer Self Service (ESS) and Manager Self Service (MSS); Advanced Analytics and Business Intelligence; General Ledger Accounting with additional Public Sector Requirements; Accounts Payable; Employee Expenses Time Recording / Workforce Management; Purchase Order Processing (including e-Procurement options; Accounts Receivable; Contract Accounts Receivable; Sales Order Processing and Invoicing (including importing student fees from student record systems); Job / Project Costing Inventory; Cash Book Fixed Assets; Systems Operations Technology Requirements Software / System Support including training and systems support.
2)Common procurement vocabulary (CPV)

48451000, 72212451, 72416000

3)Quantity or scope

The system solution can be delivered in a variety of ways:
a) as a standalone based on colleges assets;
b) managed service provided by the supplier on college assets;
c) managed service via a public or private cloud provided by the supplier or subcontractor;
d) managed service through a hosted Software as Service (SaaS) solution with a “pay as you use” charging model.
Finance System: Support and helpdesk.
Based on our requirements we will expect suppliers to provide detailed description of their proposed solution for software support including on-going technical support and support for product upgrades this includes on-going advice and optimisation of product licenses to keep Solihull College on the current, supported version of software. We also expect the Potential Providers to provide details of their support desk and identify how the Contracting Authorities current Helpdesk Solution (HEAT) can be automatically linked to the potential Providers system.
Finance System: Hosting.
Based on our requirements we will expect suppliers to provide detailed descriptions of their proposed solutions for a hosted solution.
With a hosted solution we will look for information on the:
1. Annual cost;
2. The data backup and disaster recovery levels;
3. The data centre standards for infrastructure and security (including details of software used to provide security);
4. Service Level Agreements SLAs;
5. Software and hardware upgrade strategy and procedures;
6. The college’s connectivity requirements (hardware and software).
Description of a proposed “pay as you use” charging model including:
1. Leverages current and future preferential public sector pricing;
2. One off implementation, setup and integration costs.
3. Annual software and hosting hardware license, support and maintenance costs for:
a. Concurrent professional users;
b. Occasional ESS and MSS users.
Finance System: Implementation services.
Description of the proposed provision of implementation services/team we will be looking for:
a) Clearly identified roles and responsibility in the project Implementation;
b) Named key staff associated with those roles;
c) Proposed implementation timeline;
d) Implementation methodology;
e) Level of qualifications of the consultancy support staff used;
f) Quality assurance system;
g) Escalation protocol.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The contract(s) to be entered into shall be considered as a contract(s) made in English Law and subject to the exclusive jurisdiction of the English Courts. The form of the contract will be governed by the OGC IT Services Model v 2.3 structure.
The Contracting Authority reserves the right not to enter into any agreement or award any contract as a result of this notice and to vary or change or not to proceed with this competition at any stage of the procurement process. In addition it shall not in any event be responsible for any costs incurred by any candidates responding to this notice.
If any Potential Provider considers that any information supplied by it is commercially sensitive or confidential in nature, this should be highlighted and the reasons for its sensitivity as well as the duration of its sensitivity specified. Candidates should be aware that even where they have indicated that information is commercially sensitive, Solihull College may be required to disclose it pursuant to the Freedom of Information Act 2000 in response to request where such a disclosure is considered to be in the public interest. Please note the receipt by Solihull College of any materials marked “confidential” or equivalent shall not be taken to mean that the Solihull College accepts any duty of confidence by virtue of that marking.
Lot No: 2 Lot title: Human Resources and Payroll Systems

1)Short description

The provision of an HR system or Payroll System integrated HR and Payroll System or and integrated ERP software solution providing HR and Payroll system functions.
The HR and Payroll functionality must include the areas relevant to Core employee management (covering the whole employment life-cycle) as well as:
– Online recruitment;
– Payroll;
– Performance management;
– Training and development;
– Time and attendance;
– Employee wellbeing/Health and Safety (optional).
The system solution can be delivered in a variety of ways:
a) as a standalone based on colleges assets;
b) managed service provided by the supplier on college assets;
c) managed service via a public or private cloud provided by the supplier or subcontractor;
d) managed service through a hosted Software as Service (SaaS) solution with a “pay as you use” charging model.
2)Common procurement vocabulary (CPV)

48451000, 72212450, 48450000

3)Quantity or scope

Human Resources and Payroll: System support and helpdesk
Based on our requirements we will expect suppliers to provide detailed description of their proposed solution for software support including on-going technical support and support for product upgrades this includes on-going advice and optimisation of product licenses to keep Solihull College on the current, supported version of software. We also expect the Potential Providers to provide details of their support desk and identify how the Contracting Authorities current Helpdesk Solution (HEAT) can be automatically linked to the potential Providers system.
Human Resources and Payroll: Hosting
Based on our requirements we will expect suppliers to provide detailed descriptions of their proposed solutions for both hosted solutions.
With a hosted solution we will look for information on the:
7. Annual cost
8. The data backup and disaster recovery levels
9. The data centre hosting specifications, infrastructure and security, standards,
10. Service Level Agreements SLAs
11. Software and hardware upgrade strategy and procedures
12. The college’s connectivity hardware and software requirements
Description of a proposed “pay as you use” charging model including:
4. Leverages current and future preferential public sector pricing
5. One off implementation, setup and integration costs
6. Annual software and hosting hardware license, support and maintenance costs for:
a. Concurrent professional users
b. Occasional ESS and MSS users
Human Resources and Payroll: Implementation services
Description of the proposed provision of implementation services/team we will be looking for:
a) Clearly identified roles in the project Implementation responsibility
b) Proposed implementation timeline
c) Implementation methodology
d) Level of qualifications of the consultancy support staff used
e) Quality assurance system
f) Escalation protocol
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The contract(s) to be entered into shall be considered as a contract(s) made in English Law and subject to the exclusive jurisdiction of the English Courts. The form of the contract will be governed by the OGC IT Services Model v 2.3 structure.
The Contracting Authority reserves the right not to enter into any agreement or award any contract as a result of this notice and to vary or change or not to proceed with this competition at any stage of the procurement process. In addition it shall not in any event be responsible for any costs incurred by any candidates responding to this notice. If any Potential Provider considers that any information supplied by it is commercially sensitive or confidential in nature, this should be highlighted and the reasons for its sensitivity as well as the duration of its sensitivity specified. Candidates should be aware that even where they have indicated that information is commercially sensitive, Solihull College may be required to disclose it pursuant to the Freedom of Information Act 2000 in response to request where such a disclosure is considered to be in the public interest. Please note the receipt by Solihull College of any materials marked “confidential” or equivalent shall not be taken to mean that the Solihull College accepts any duty of confidence by virtue of that marking.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

No deposits will be required but where applicable the successful tenderer (or in the case of a consortium bid, each member of the consortium) may be required to provide a parent company guarantee or alternative performance bond.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

The Contracting Authority anticipates three forms of payment: In advance for the perpetual licences. Staged Interim Payments based upon the agreed Project Implementations Document (PID) including critical milestones such as the User Acceptance Testing (UAT). Final Delivery Payment. Further details to be provided in the Invitation to Tender.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

These conditions will be provided in the Invitation to Tender documents.
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) 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.
(6) 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.
(7) 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.
Information and formalities necessary for evaluating if requirements are met: As detailed in the Pre-Qualification Questionnaire.
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 a reference from their bank.
(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.
(3) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
(4) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
Information and formalities necessary for evaluating if requirements are met: As detailed in the Pre-Qualification Questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years.
(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;
Information and formalities necessary for evaluating if requirements are met: As detailed in the Pre-Qualification Questionnaire.
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: yes

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 minimum number 5: and maximum number 10
Objective criteria for choosing the limited number of candidates: The range of services required – Finance System and HR/Payroll System OR ERP providing Finance and HR. Market intelligence regarding the number of Potential Providers that are currently servicing the Further Education Sector.
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:
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: 12.7.2013
IV.3.4)Time limit for receipt of tenders or requests to participate

15.7.2013 – 17:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

30.7.2013
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

The Contracting Authority is using the eprocurement portal http://www.m ytenders.org/Search/Search_Switch.aspx?ID=105700. Please ensure that all correspondence is through this eportal. The contract(s) to be entered into shall be considered as a contract(s) made in English Law and subject to the exclusive jurisdiction of the English Courts. The form of the contract will be governed by the OGC IT Services Model v 2.3 structure. The Contracting Authority reserves the right not to enter into any agreement or award any contract as a result of this notice and to vary or change or not to proceed with this competition at any stage of the procurement process. In addition it shall not in any event be responsible for any costs incurred by any candidates responding to this notice.

If any Potential Provider considers that any information supplied by it is commercially sensitive or confidential in nature, this should be highlighted and the reasons for its sensitivity as well as the duration of its sensitivity specified. Candidates should be aware that even where they have indicated that information is commercially sensitive, Solihull College may be required to disclose it pursuant to the Freedom of Information Act 2000 in response to request where such a disclosure is considered to be in the public interest. Please note the receipt by Solihull College of any materials marked “confidential” or equivalent shall not be taken to mean that the Solihull College accepts any duty of confidence by virtue of that marking. (MT Ref:105700)

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Solihull College
Blossomfield Campu, Blossomfield Road
B91 1SB Solihull
UNITED KINGDOM
E-mail: heather.evans@solihull.ac.uk
Telephone: +44 1216787000
Internet address: http://www.solihull.ac.uk
Fax: +44 1216787200

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Solihull College will incorporate a minimum of 10 calendar day standstill at the point of information on the award of contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:10.6.2013