Corporate Financial Services.
Contract notice
Services
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
South Downs National Park Authority
South Downs Centre, North Street
Contact point(s): South Downs National Park Authority
For the attention of: Alan Brough
GU29 9DH Midhurst
United Kingdom
Telephone: +44 1730819202
E-mail:
Internet address(es):
General address of the contracting authority: http://www.southdowns.gov.uk
Electronic access to information: https://in-tendhost.co.uk/southdowns/aspx/Home
Electronic submission of tenders and requests to participate: https://in-tendhost.co.uk/southdowns/aspx/Home
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 agency/office
I.3)Main activity
Environment
Recreation, culture and religion
Recreation, culture and religion
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:
Corporate Financial Services.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 9: Accounting, auditing and bookkeeping services
Main site or location of works, place of delivery or of performance: South Downs National Park.
Service category No 9: Accounting, auditing and bookkeeping services
Main site or location of works, place of delivery or of performance: South Downs National Park.
NUTS code UKJ22,UKJ24,UKJ33,UKJ21
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 contract is for the provision of a comprehensive finance and accounting service for the South Downs National Park Authority. This will include financial management and accounting, medium term financial planning, preparation of annual budget, budget monitoring, year end closure of accounts and preparation of Statutory Statement of Accounts, grant claims and government returns.
Services will include creditor payment service, including the facilitating of Government Procurement Cards, debtor management, payroll, banking and treasury management, processing of all tax payments and refunds and completing all necessary returns. The contractor will provide an internal audit service. The contract will also cover the provision, management and hosting of ledger systems, including General Ledger, Purchasing, Accounts Payable and Accounts Receivable The contractor may also bid to carry out the role of Chief Financial Officer.
Services will include creditor payment service, including the facilitating of Government Procurement Cards, debtor management, payroll, banking and treasury management, processing of all tax payments and refunds and completing all necessary returns. The contractor will provide an internal audit service. The contract will also cover the provision, management and hosting of ledger systems, including General Ledger, Purchasing, Accounts Payable and Accounts Receivable The contractor may also bid to carry out the role of Chief Financial Officer.
II.1.6)Common procurement vocabulary (CPV)
66000000, 66100000, 66170000, 66172000, 66500000, 66600000, 79200000, 79211110, 79211120, 79211200, 79212200, 79412000
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:
Provision of Corporate Financial Services for SDNPA for 3 years with an option to extend for a further 2 years, in annual extensions of 12 months.
Estimated value excluding VAT:
Range: between 700 000 and 800 000 GBP
Estimated value excluding VAT:
Range: between 700 000 and 800 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: Options to extend the contract for a further 2 years after 31.3.2017, in annual extensions of 12 months.
Provisional timetable for recourse to these options:
in months: 33 (from the award of the contract)
Description of these options: Options to extend the contract for a further 2 years after 31.3.2017, in annual extensions of 12 months.
Provisional timetable for recourse to these options:
in months: 33 (from the award of the contract)
II.2.3)Information about renewals
This contract is subject to renewal: yes
II.3)Duration of the contract or time limit for completion
Starting 1.4.2017. Completion 31.3.2020
Section III: Legal, economic, financial and technical information
III.1)Conditions relating to the contract
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:
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
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: The bidder should provide its (‘general’) yearly turnover for the number of financial years specified in the relevant Contract Notice:
The bidder should provide its yearly (‘specific’) turnover in the business area(s) covered by the contract and specified in the relevant Contract Notice:
The Bidder confirms they already have or can commit to obtain, prior to the commencement of the contract, the levels of insurance cover indicated in the relevant Contract Notice.
Minimum level(s) of standards possibly required: Bidders will be required to have a minimum ‘general’ yearly turnover of 500 000 GBP for the last 3 years:
Bidders will be required to have a minimum yearly turnover of 500 000 GBP for the last 3 years in the business area covered by the contract.
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:
Employer's (Compulsory) Liability Insurance = 5 000 000 GBP.
Professional Indemnity Insurance = 10 000 000 GBP.
The bidder should provide its yearly (‘specific’) turnover in the business area(s) covered by the contract and specified in the relevant Contract Notice:
The Bidder confirms they already have or can commit to obtain, prior to the commencement of the contract, the levels of insurance cover indicated in the relevant Contract Notice.
Minimum level(s) of standards possibly required: Bidders will be required to have a minimum ‘general’ yearly turnover of 500 000 GBP for the last 3 years:
Bidders will be required to have a minimum yearly turnover of 500 000 GBP for the last 3 years in the business area covered by the contract.
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:
Employer's (Compulsory) Liability Insurance = 5 000 000 GBP.
Professional Indemnity Insurance = 10 000 000 GBP.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
For public supply and public service contracts only, please provide relevant examples of supplies and/or services carried out during the last 3 years as specified in the Contract Notice:
(Examples from both public and/or private sector customers and clients may be provided):
Please provide details of the technicians or technical bodies the bidder can call upon, especially those responsible for quality control in relation to this procurement exercise:
Please provide details of the technical facilities and measures for ensuring quality and the study and research facilities used:
The following educational and professional qualifications are held by:
a) The service provider or the contractor itself:
Will the bidder be able to produce certificates drawn up by independent bodies attesting that the bidder complies with the required quality assurance standards, including accessibility for disabled persons?
Minimum level(s) of standards possibly required:
It is a requirement of the contract that bidders have experience in providing the services described in the tender for 2 client organisations with similar needs to SDNPA during the last 3 years;
Accounting, audit, tax, ICT security, or other bodies would be applicable here.
Bidders must demonstrate that they have access to and experience in using a suitable financial system to hold SDNPA accounts and transactional data in a secure environment.
The Bidder must have staff who hold qualifications issued by a CCAB Member, or the Chartered Institute of Public Finance and Accountancy.
The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent),
or
2. The bidder must have the following:
a. A documented policy regarding quality management. The policy must set out responsibilities for quality management demonstrating that the bidder has and continues to implement a quality management policy that is authorised by their Chief Executive, or equivalent, and is periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for quality management throughout the organisation
Health and Safety Procedures;
3. The bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.
or,
4a The bidder must have a regularly reviewed and documented policy for Health and Safety (H&S;) management, endorsed by the Chief Executive Officer, or equivalent. The policy must be relevant to the nature and scale of the work and set out responsibilities for H&S; management at all levels within the organisation. The policy must be relevant to the nature and scale of your operations and set out your company's responsibilities of health and safety management and compliance with legislation.
Note - Organisations with fewer than 5 employees are not required by law to have a documented policy statement.
4b. A documented process demonstrating the bidder's arrangements for ensuring that H&S; measures are effective in reducing/preventing incidents, occupational ill-health and accidents. This must provide details of the arrangements for H&S; management that are relevant to the nature and scales of the requirement.
For public supply and public service contracts only, please provide relevant examples of supplies and/or services carried out during the last 3 years as specified in the Contract Notice:
(Examples from both public and/or private sector customers and clients may be provided):
Please provide details of the technicians or technical bodies the bidder can call upon, especially those responsible for quality control in relation to this procurement exercise:
Please provide details of the technical facilities and measures for ensuring quality and the study and research facilities used:
The following educational and professional qualifications are held by:
a) The service provider or the contractor itself:
Will the bidder be able to produce certificates drawn up by independent bodies attesting that the bidder complies with the required quality assurance standards, including accessibility for disabled persons?
Minimum level(s) of standards possibly required:
It is a requirement of the contract that bidders have experience in providing the services described in the tender for 2 client organisations with similar needs to SDNPA during the last 3 years;
Accounting, audit, tax, ICT security, or other bodies would be applicable here.
Bidders must demonstrate that they have access to and experience in using a suitable financial system to hold SDNPA accounts and transactional data in a secure environment.
The Bidder must have staff who hold qualifications issued by a CCAB Member, or the Chartered Institute of Public Finance and Accountancy.
The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent),
or
2. The bidder must have the following:
a. A documented policy regarding quality management. The policy must set out responsibilities for quality management demonstrating that the bidder has and continues to implement a quality management policy that is authorised by their Chief Executive, or equivalent, and is periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for quality management throughout the organisation
Health and Safety Procedures;
3. The bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.
or,
4a The bidder must have a regularly reviewed and documented policy for Health and Safety (H&S;) management, endorsed by the Chief Executive Officer, or equivalent. The policy must be relevant to the nature and scale of the work and set out responsibilities for H&S; management at all levels within the organisation. The policy must be relevant to the nature and scale of your operations and set out your company's responsibilities of health and safety management and compliance with legislation.
Note - Organisations with fewer than 5 employees are not required by law to have a documented policy statement.
4b. A documented process demonstrating the bidder's arrangements for ensuring that H&S; measures are effective in reducing/preventing incidents, occupational ill-health and accidents. This must provide details of the arrangements for H&S; management that are relevant to the nature and scales of the requirement.
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: yes
Section IV: Procedure
IV.1)Type of procedure
IV.1.1)Type of procedure
Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
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:
SD - 00000067
IV.3.2)Previous publication(s) concerning the same contract
Prior information notice
Notice number in the OJEU: 2016/S 067-117120 of 6.4.2016
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: 12.8.2016 - 12:00
Payable documents: no
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
19.8.2016 - 12:00
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
English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
in days: 120 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders
Section VI: Complementary information
VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published: 1.7.2019.
Estimated timing for further notices to be published: 1.7.2019.
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
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:
12.7.2016