Integrated finance, HR and payroll solution.
Contract notice
Services
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Northumbria Probation Trust
Lifton House, Eslington Road, Jesmond
Contact point(s): Northumbria Probation Trust (NPT)
For the attention of: Barry Taylor
NE2 4SP Newcastle upon Tyne
UNITED KINGDOM
Telephone: +44 1912815721
E-mail:
Internet address(es):
General address of the contracting authority: http://www.northumbria-probation.co.uk
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
Public order and safety
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:
Integrated finance, HR and payroll solution.
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: Newcastle Upon Tyne, UK.
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Newcastle Upon Tyne, UK.
NUTS code UKC2
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 Authority requires an integrated HR, finance & payroll solution to provide:
- The full range of financial processing and reporting, including those related to workforce costs, budgeting, accounts, procurement tools and expenses,
- The full range of HR processing and reporting, including performance (appraisal) management,
- Payroll preparation, processing and pay run via in-house payroll processing, including employee expenses,
- Training,
- Health and safety.
The Authority intends to host the systems internally on a Windows 2008 platform.
The requirements may be met by one total solution or by a combination of up to 5 elements, as expressed in the lots, for the management of finance, HR, payroll, training or health and safety provided there is clear and accountable supplier ownership of the integrated solution with one supplier contract management interface for the Contracting Authority throughout from tendering, contract signature to implementation and service delivery.
- The full range of financial processing and reporting, including those related to workforce costs, budgeting, accounts, procurement tools and expenses,
- The full range of HR processing and reporting, including performance (appraisal) management,
- Payroll preparation, processing and pay run via in-house payroll processing, including employee expenses,
- Training,
- Health and safety.
The Authority intends to host the systems internally on a Windows 2008 platform.
The requirements may be met by one total solution or by a combination of up to 5 elements, as expressed in the lots, for the management of finance, HR, payroll, training or health and safety provided there is clear and accountable supplier ownership of the integrated solution with one supplier contract management interface for the Contracting Authority throughout from tendering, contract signature to implementation and service delivery.
II.1.6)Common procurement vocabulary (CPV)
48442000, 48450000, 48443000, 48444000, 48440000, 48490000, 48931000
II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots
This contract is divided into lots: yes
Tenders may be submitted for one or more lots
Tenders may be submitted for one or more lots
II.1.9)Information about variants
Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
The Contracting Authority requires an integrated finance, HR and payroll solution to provide a full range of financial processes and reports, including those related to workforce costs, accounts processes, procurement tools, expenses management, Training management and Health and Safety management. The solution will also need to provide wider statistical reporting for HR and workforce. Payroll preparation and payrun are also required, as is functionality for performance management, training management and health and safety management.
Solutions will need to include migration from current arrangements, implementation, training and ongoing support and maintenance, including contingency planning and risk management related to the implementation and operation.
Bidders should also note that under the UK Government's initiative to reduce back office and administrative functions, the Authority may, at some time during the Contract, undertake some financial and payroll administration on behalf of other public sector bodies. They should accordingly be aware that volumes may increase above those which will be stated in the tendering documents and should address this eventuality in their offer at tender stage.
The solution is required to be fully operational from 4.3.2013.
Estimated value excluding VAT: 500 000,00 GBP
Solutions will need to include migration from current arrangements, implementation, training and ongoing support and maintenance, including contingency planning and risk management related to the implementation and operation.
Bidders should also note that under the UK Government's initiative to reduce back office and administrative functions, the Authority may, at some time during the Contract, undertake some financial and payroll administration on behalf of other public sector bodies. They should accordingly be aware that volumes may increase above those which will be stated in the tendering documents and should address this eventuality in their offer at tender stage.
The solution is required to be fully operational from 4.3.2013.
Estimated value excluding VAT: 500 000,00 GBP
II.2.2)Information about options
Options: no
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: 60 (from the award of the contract)
Information about lots
Lot No: 1 Lot title: Finance management solution1)Short description
The provision of an integrated finance management solution.
2)Common procurement vocabulary (CPV)
48442000, 48450000, 48443000, 48444000, 48440000, 48490000, 48931000
3)Quantity or scope
The provision of an integrated finance management solution to provide a full range of financial processing and reporting capabilities as well as functionality for accounts, budgeting, procurement tools and expenses.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The ICT environment for NPT is provided by a supplier (Steria) who is contracted by the Ministry of Justice to supply ICT services to the National Probation Service. The ICT environment is therefore subject to restrictions required to ensure it complies with the Government Secure Intranet (GSI) framework; these restrictions will need to be considered where interfacing is required. The onus will be on bidders to ensure compliance with HMG Information Assurance requirements.
Lot No: 2 Lot title: HR management solution
1)Short description
The provision of an integrated HR management solution.
2)Common procurement vocabulary (CPV)
48442000, 48450000, 48443000, 48444000, 48440000, 48490000, 48931000
3)Quantity or scope
The provision of a HR management solution to provide a full range of HR processing and reporting capabilities, including performance management, in addition to payroll management covered in lot 3, training management in lot 4 and health and safety management in lot 5.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The ICT environment for NPT is provided by a supplier (Steria) who is contracted by the Ministry of Justice to supply ICT services to the National Probation Service. The ICT environment is therefore subject to restrictions required to ensure it complies with the Government Secure Intranet (GSI) framework; these restrictions will need to be considered where interfacing is required. The onus will be on bidders to ensure compliance with HMG Information Assurance requirements.
Lot No: 3 Lot title: Payroll management solution
1)Short description
The provision of an integrated payroll management solution.
2)Common procurement vocabulary (CPV)
48442000, 48450000, 48443000, 48444000, 48440000, 48490000, 48931000
3)Quantity or scope
The provision of an integrated payroll management solution, including expenses, in addition to HR management covered in lot 2.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The ICT environment for NPT is provided by a supplier (Steria) who is contracted by the Ministry of Justice to supply ICT services to the National Probation Service. The ICT environment is therefore subject to restrictions required to ensure it complies with the Government Secure Intranet (GSI) framework; these restrictions will need to be considered where interfacing is required. The onus will be on bidders to ensure compliance with HMG Information Assurance requirements.
Lot No: 4 Lot title: Training management solution
1)Short description
The provision of a training management solution.
2)Common procurement vocabulary (CPV)
48442000, 48450000, 48443000, 48444000, 48440000, 48490000, 48931000
3)Quantity or scope
The provision of an integrated training management solution in addition to HR management covered in lot 2.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The ICT environment for NPT is provided by a supplier (Steria) who is contracted by the Ministry of Justice to supply ICT services to the National Probation Service. The ICT environment is therefore subject to restrictions required to ensure it complies with the Government Secure Intranet (GSI) framework; these restrictions will need to be considered where interfacing is required. The onus will be on bidders to ensure compliance with HMG Information Assurance requirements.
Lot No: 5 Lot title: Health and safety management solution
1)Short description
The provision of a health and safety management solution.
2)Common procurement vocabulary (CPV)
48442000, 48450000, 48443000, 48444000, 48440000, 48490000, 48931000
3)Quantity or scope
The provision of an integrated health and safety management solution in addition to HR management covered in lot 2.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
The ICT environment for NPT is provided by a supplier (Steria) who is contracted by the Ministry of Justice to supply ICT services to the National Probation Service. The ICT environment is therefore subject to restrictions required to ensure it complies with the Government Secure Intranet (GSI) framework; these restrictions will need to be considered where interfacing is required. The onus will be on bidders to ensure compliance with HMG Information Assurance requirements.
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
III.2.3)Technical capacity
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 minimum number 3: and maximum number 8
Objective criteria for choosing the limited number of candidates: Will be clearly defined in the PQQ information pack.
Objective criteria for choosing the limited number of candidates: Will be clearly defined in the PQQ information pack.
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:
2012/N 01-250512
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate
3.7.2012 - 17:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
11.7.2012
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 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
The ICT environment for NPT is provided by a supplier (Steria) who is contracted by the Ministry of Justice to supply ICT services to the National Probation Service. The ICT environment is therefore subject to restrictions required to ensure it complies with the Government Secure Intranet (GSI) framework; these restrictions will need to be considered where interfacing is required. The onus will be on bidders to ensure compliance with HMG Information Assurance requirements.
The Contract Period is for 5 years with the option for the Authority to extend for up to a further 2 years, reviewed annually.
The Contract Period is for 5 years with the option for the Authority to extend for up to a further 2 years, reviewed annually.
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:
25.5.2012