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
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
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
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
Section II: Object of the contract
II.1.1)Title attributed to the contract by the contracting authority:
II.1.2)Type of contract and location of works, place of delivery or of performance
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)
II.1.5)Short description of the contract or purchase(s)
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)
II.1.9)Information about variants
II.2.1)Total quantity or scope:
— 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:-
Estimated value excluding VAT:
Range: between 14 000 000 and 100 000 000 GBP
II.2.2)Information about options
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
II.3)Duration of the contract or time limit for completion
Section III: Legal, economic, financial and technical information
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
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
Description of particular conditions: See the procurement documentation for further details.
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
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.
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.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.2.2)Information about electronic auction
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
Section VI: Complementary information
VI.1)Information about recurrence
VI.2)Information about European Union funds
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,
Worcestershire County Council reserves the right to cancel this procurement at any stage and not to award the contract.
VI.4.1)Body responsible for appeal procedures
Royal Courts of Justice
Body responsible for mediation procedures
Royal Courts of Justice
VI.4.2)Lodging of appeals
VI.5)Date of dispatch of this notice: