Tender to Supply Enterprise Resource Planning System

Tender to Supply Enterprise Resource Planning System

Provision of a Retail and Distribution Business Enterprise Resource Planning System including E-Commerce Platform.

United Kingdom-Welwyn Garden City: IT services: consulting, software development, Internet and support

2019/S 043-098148

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Hertfordshire County Council – Herts FullStop
Welwyn Garden City
United Kingdom
Contact person: Strategic Procurement Group
Telephone: +44 1707292601
E-mail: anita.shipman@hertfordshire.gov.uk
NUTS code: UKH23
Internet address(es):Main address: www.hertfordshire.gov.uk

Address of the buyer profile: www.supplyhertfordshire.uk

I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at: http://www.supplyhertfordshire.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

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


HCC Feb 2019 — The Provision of a Retail and Distribution Enterprise Resource Planning System including E-Commerce Platform

Reference number: HCC1810424

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Herts Fullstop (HFS) is currently out to procurement for the provision of a Retail and Distribution Business Enterprise Resource Planning System including E-Commerce Platform. Further information in regards to this opportunity can be found in II.2.4) Description of the procurement field (OJEU Contract Notice refers). Organisations wishing to take part in this project are invited to “express interest” which will give access to the full procurement documents in the e-tendering system. Please see VI.3) Additional information for further information. Any questions relating to this procurement must be made via the correspondence area in the e-Tendering system, in accordance with the procurement documents and can be addressed to the main contact as shown in the details above. Please allow sufficient time to make your return as late returns will not be permitted by the system.

II.1.5)Estimated total value

Value excluding VAT: 4 425 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKH23
Main site or place of performance:

II.2.4)Description of the procurement:

Herts FullStop (HFS) is one of a number of trading arms operated by Hertfordshire County Council and has over 60 years’ experience of supplying goods and services to a wide range of customers which include; educational establishments, non-profit making groups such as charities, the NHS, local authorities and childminder groups. The businesses encompassed within the scope of this project are:

1) HFS – Educational Resources which is considered as a supermarket for educational establishments for common goods, educational resources and other support services. The business operates primarily in the Home Counties (including Hertfordshire), the bordering counties and the north London Boroughs;

2) HFS – Facilities Management Services which is a soft facilities management business, focusing on cleaning, grounds and tree works, operating primarily in the Home Counties. Both the trading entities above are part of the same legal entity and are public sector bodies, and as such all customers are public sector;

3) HFS Ltd – a Local Authority Trading Company which is owned and controlled by the Council; this company is used as the trading vehicle for the above trading entities (1 and 2) allowing access to private sector opportunities. HFS Ltd is a separate legal entity and is a private sector business. Herts FullStop (HFS) as part of Hertfordshire County Council are seeking an integration partner or partners to provide, implement and support on an ongoing basis a Retail and Distribution Enterprise Resource Planning (ERP) System including E-commerce Platform that collectively provides a solution covering financials, sales, marketing, customer service, supply chain, logistics (warehouse and distribution), operations, reporting and e-commerce; and integrates with an omni-channel contact centre solution. The solution may incorporate several applications to deliver the functionality needed and integration should be seamless between applications, in addition to allowing automation of day-to-day business activities. Most importantly any solution must deliver an unrivalled customer experience by streamlining processes and placing real-time or near-real-time information at the fingertips of both customers and staff alike, with a single source of truth in all respects. The solution must allow for proactive collaboration with customers, staff and suppliers, while broadening the overall channels through which the businesses can trade. Increased visibility, ability to manage by exception and strong workflow processes are requirements, as is the need for the solution to scale with seasonal peaks and business growth. HFS requires a solution that is predominantly hosted off-site either in public or private cloud architecture, with minimal on-premise hardware requirements. The solution provided should be live by 1.4.2020. The estimated total value of the Contract is stated in II.1.5) of this notice and is for the initial term inclusive of the approximate value for extensions. For the avoidance of doubt, the estimated capital costs relating to implementation could be circa 975 000 GBP with on-going system support, hosting and licensing costs of circa 345 000 GBP per annum on average over the life of the contract. The Contract will be awarded for an initial term of 7 years, with the option to extend the Contract up to 4 further years. Please note that the contract requirements will be subject to available financial resources, supplier performance and flexibility to meet changing demands. Organisations should be aware that due to the nature of the Services provided, any Contract formed as a result of this procurement process shall be executed as a deed. Organisations should seek independent legal advice on the implications of this prior to submitting their bid, where appropriate.

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

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

Duration in months: 84
This contract is subject to renewal: yes
Description of renewals:

The Contract will be reviewed at the end of the Contract period.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

There is the option to extend the Contract for a further period of up to 48 months.

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

List and brief description of conditions:

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
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.1.1)Type of procedure

Open procedure
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
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: 08/04/2019
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:

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

IV.2.7)Conditions for opening of tenders

Date: 08/04/2019
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
VI.2)Information about electronic workflows

VI.3)Additional information:

Please note Hertfordshire County Council has worked closely with its districts and partners to create a joint procurement portal called supply Hertfordshire. This portal provides an e-Tendering system which is run by In-Tend. To access this procurement opportunity please visit www.supplyhertfordshire.uk

and follow the on-screen guidance. In accordance with Regulation 53 of The Public Contracts Regulations 2015, the Council’s procurement documents are available within the e-Tendering system. This is a one stage procurement process. Therefore, if you wish to be considered as a tenderer you must complete and submit a tender by the specified closing date and time. Tender submissions cannot be uploaded after this return deadline. If you are experiencing problems In-Tend offer a help section which includes a dedicated UK support desk which can be contacted via email: support@in-tend.com or Telephone: +44 1144070065 for any website/technical questions, Monday to Friday, 8:30–17:30. The Council reserves the right at any time to cease the procurement process and not award a Contract or to award only part of the opportunity described in this notice. If the Council takes up this right, then they will not be responsible for or pay the expenses or losses, which may be incurred by any organisation or tenderer as a result. The Council undertakes to hold confidential any information provided in the proposal submitted, subject to the Council’s obligations under the law including the Freedom of Information Act 2000. If the organisation considers that any of the information submitted in the proposal should not be disclosed because of its sensitivity then this should be stated with the reason for considering it sensitive. The Council will then endeavour to consult with the applicant about such sensitive information when considering any request received under the Freedom of Information Act 2000 before replying to such a request. The Council reserves the right to carry out additional financial checks on all organisations bidding for this opportunity at any time during the procurement process. This is to ensure that they continue to meet the Council’s requirements and remain financially viable to fulfil the requirements under the (Contract/Framework Agreement).

VI.4)Procedures for review

VI.4.1)Review body

High Court
United Kingdom
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The Contracting Authority will incorporate a minimum 10 calendar day (when using electronic means) standstill period at the point information on the award of the Contract is communicated to tenderers. This period allows unsuccessful tenderers to challenge the decision to award a Contract before a contract is executed/signed (as appropriate). The Public Contracts Regulations 2015 (“Regulations”) provide for aggrieved parties who have been harmed or at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly and within the time limits as defined in the above regulations. Where a Contract has not been entered into the court may order the setting aside of the award decision or order the contracting authority to amend any document and may award damages. If the Contract has been entered into the court has the options to award damages and/or to shorten or order the Contract ineffective.

VI.4.4)Service from which information about the review procedure may be obtained

High Court, Royal Court of Justice
The Strand
Welwyn Garden City
United Kingdom

VI.5)Date of dispatch of this notice: