IT Transformation Tender

IT Transformation Tender

The scope of services for this contract is the outsourcing of the delivery and transformation of a number of Human Resource and Finance systems and transactional processes at Worcestershire County Council.

United Kingdom-Worcester: IT services: consulting, software development, Internet and support

2014/S 209-370253

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Worcestershire County Council
County Hall, Spetchley Road
For the attention of: Emily Morrall
WR5 2NP Worcester
UNITED KINGDOM
E-mail: emorrall@worcestershire.gov.uk

Internet address(es):

General address of the contracting authority: http://www.worcestershire.gov.uk

Address of the buyer profile: http://www.worcestershire.gov.uk/tendering

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

Regional or local authority

I.3)Main activity

General public services

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Please refer to Section II.2.1 Total Quantity or Scope
N/A
N/A
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Transformation of Human Resources and Finance Services systems and transactional processes for Worcestershire County Council, Schools and Other Customers.

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 UKG12

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)

The scope of services for this contract is the outsourcing of the delivery and transformation of a number of Human Resource and Finance systems and transactional processes at Worcestershire County Council (the Council).

II.1.6)Common procurement vocabulary (CPV)

72000000, 48440000, 48442000, 48490000, 48450000, 48451000, 48810000, 72251000, 72320000, 79211110, 79631000, 79414000, 72317000,75100000, 72250000, 66520000, 72212490, 79410000

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

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: no

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:

At a high level, the scope of services being considered for external provision is as follows:
— Payroll services for council, schools and other customers’ staff,
— HR transactional services for County Council and schools,
— HR advisory advice for schools,
— Schools finance advice,
— Payments for schools and schools systems support,
— Accounts payable and accounts receivable for the council, schools and other customers,
— Occupational Health,
— Technology solution management, maintenance, support and its future transformation,
— Process transformation for HR and Finance business processes,
— Other related business support services which may be added at a later date.
These other related services may include, but are not limited to; Procurement; Pension Administration; HR Advisory for the Council; Management Accounting and Debt Management; DBS Checking; Learning and Development; Cash collections and Reconciliation.
The services set out above are not exhaustive and in order to maximise resources during the term of the contract and allow flexibility for potential increases and decreases in requirements, the Council reserves the right to both increase and decrease the services being provided to it. Other related business support services may be added using the change control process that will be set out in the contract. Should services be removed during the term of the contract, the Council will require the provider to continue to provide the remaining services and the contract will include a methodology for the removal of particular services.
The Council will be entering into this arrangement for the services to be provided to it and, for some services, to be provided directly to maintained schools within the Council’s area (those maintained schools being contracting authorities in their own right). The Council is also procuring the services on behalf of other contracting authorities. The Council currently sells support services to a number of third parties, including schools and academies. The Council has offered to lead a collaborative procurement on behalf of these customers. Contracting authorities that are not the Council or maintained schools at the time of the contract being entered into shall enter into separate contracts with the provider for the services that they require. It is anticipated at this stage that the other contracting authorities will require some or all of the services set out above. These requirements are detailed further in the accompanying procurement documentation.
Other contracting authorities that will be able to enter into a contract with the provider for some or all of the services set out above are:
— any academy within Worcestershire or the multi-academy trust to which they belong;
— any alternative provision school within Worcestershire;
— any free school within Worcestershire;
— any pupil referral units within Worcestershire;
— any special schools within Worcestershire;
— any post-16 schools and Colleges within Worcestershire;
— any corporate entity wholly or partly owned by the Council;
— West Mercia Police and Police Crime Commissioner;
— Warwickshire and West Mercia Community Rehabilitation Company.
A detailed list of these other contract authorities is available via the Council’s eTendering Portal, address found in section VI.3
For various reasons, the services being provided to maintained schools may need to change during the term of the contract. Due to the process, such as the allocation of school budgets, maintained schools may not, in the future, require some services that they currently anticipate receiving. The contract will include a mechanism for schools to decide to withdraw from the receipt of some or all of the services on an annual basis. Given the current academy policy of central government, it is anticipated that some schools that are currently maintained will convert to academy status during the term of the contract. The Council will include provisions in the contract to allow it to continue to hold the contract for services to academies but the continued provision of such services will be based on agreement by the relevant academy to continue to pay for such services. The removal of an individual school from the service provision due to a change in status to an academy will not prevent the provider from continuing to provide all necessary services to the Council and to the remainder of the schools.
For other contracting authorities set out above that wish to enter into a contract with the provider, the contract shall be on the same terms as the contract that the Council will enter into but will take into account any differences in, for example, payment methodologies of the contracting authority in question, security and information governance standards, staffing policies and pension arrangements. It is anticipated that all contracts will be entered into on or around the same date.
The contract that the Council will enter into will be for a term of 7 years with the option to extend for up to three further years on a six monthly basis at the Council’s discretion and based on the performance of the provider. The contracts that the other contracting authorities enter into will be for a minimum term of 7 years with the option to extend for up to three further years and subject (throughout the term) to a right for those contracting authorities to terminate for convenience on an annual basis. Both types of contracts will, without limitation, contain the usual provisions around termination for default.
This contract will also be made available to the following contracting authorities, see the following websites for details:-

http://www.direct.gov.uk/en/Dl1/Directories/Localcouncils/AToZOfLocalCouncils/DG_A-Z_LG

http://www.education.gov.uk/edubase/home.xhtml

Estimated value excluding VAT:
Range: between 14 000 000 and 100 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The contract that the Council will enter into will be for a term of 7 years with the option to extend for up to three further years on a six monthly basis at the Council’s discretion and based on the performance of the provider.

II.2.3)Information about renewals

This contract is subject to renewal: no

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

Duration in months: 120 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

The Council reserves the right to require guarantees (Which may include Parent Company Guarantee), bonds, collateral warranties and other forms of security as appropriate. See the procurement documentation for further details.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

The payment arrangements will be covered by the Contract terms & conditions. See the procurement documentation for further details.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

For bidding purposes, a consortium/partnership/joint venture/significant sub-contracting arrangement is acceptable but for the purposes of entering into a contract, the Council reserves the right to require groupings of organisations, consortia, partnerships or any other form of joint venture to take a particular legal form or to require a single lead organisation to take primary liability under the contract.
The Authority does not require a formal joint venture or special purpose vehicle to be set up at PQQ stage but the lead organisation, proposed partnering arrangements and the proposed contracting party should be clearly identified at the PQQ stage. Further information can be found in the procurement documentation.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: See the procurement documentation for further details.
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: Any Potential Bidder may be disqualified who has breached Regulation 23 of the Public Contract Regulations 2006.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006 and as set out in the procurement documentation which is available via the Council’s eTendering Portal address found in section VI.3.
Minimum level(s) of standards possibly required: As set out in the procurement documentation which is available the Council’s eTendering Portal address found in section VI.3.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 48 to 50 of Directive 2004/18/EC and Regulation 25 of the Public Contracts Regulations 2006 and as set out in the procurement documentation which is available via the Council’s eTendering Portal address found in section VI.3.
Minimum level(s) of standards possibly required:
As set out in the procurement documentation which is available via the Council’s eTendering Portal address found in section VI.3.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

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

Restricted

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

Envisaged number of operators: 7
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

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: 26.11.2014 – 16:00
Payable documents: no

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

26.11.2014 – 16:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

19.12.2014

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

Applicants do not need to contact the Council to request to participate – simply register on our eTendering portal and the invitation to tender documents are available for download, at: http://www.worcestershire.gov.uk/etendering/ the document is in the category “Miscellaneous”. The tender documentation will be available through our eTendering portal within a few days of the date of despatch of this contract notice and will remain available until the date and time specified in Section IV.3.3.

Please note that tender returns need to be addressed to:
Tender for Transformation of Human Resources and Finance Services
Director of Resources,
Worcestershire County Council,
County Hall,
Spetchley Road,
Worcester,
WR5 2NP.
Worcestershire County Council reserves the right to cancel this procurement at any stage and not to award the contract.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
London
UNITED KINGDOM

Body responsible for mediation procedures

Royal Courts of Justice
London
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Worcestershire County Council will allow a standstill period of ten days between notifying contractors of their decision to award the contract and entering into such agreement. During this period Worcestershire County Council will follow the requirements of the Regulations 32 and 32A of the Public Contracts Regulations 2006 as amended by the public contracts (amendments) Regulations 2009 or any subsequent Amendment. Any grievances regarding non compliance with the public contracts Regulations should be raised and will be conducted in line with Part 9 of the public contracts (amendments) Regulations 2009 or any subsequent amendment.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

27.10.2014