Integrated HR & Payroll Information System.
Contract notice
Services
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Aster Group Limited
Sarsen Court, Horton Avenue, Cannings Hill
Contact point(s): HRIS Administrator
For the attention of: HR Services Co-ordinator
SN10 2AZ Devizes
UNITED KINGDOM
Telephone: +44 1380735665
E-mail:
Internet address(es):
General address of the contracting authority: http://www.aster.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
Housing and community amenities
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 HR & Payroll Information System.
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: South and South West of England, UK.
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: South and South West of England, UK.
NUTS code UKK
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)
Payroll and pensions administration and processing (inc. timesheets, expenses, P11D, auto enrolment);
HR Administration (inc. recruitment, absence, employee relations, job evaluation, equal opps, org charts);
Learning and development (inc. administration, appraisal/performance management, competencies and KPIs, development needs);
Manager and employee self service;
Reporting and workflow (standard and customisable);
Health & Safety administration;
Time & Attendance/Rostering;
Served from one central database;
Capable of functioning across multiple sites.
The ability to operate between 1,000 live employees and up to 5,000 and up to 10,000 employee records including leavers.
If possible to include talent management and succession planning.
Service Providers will be required to complete a pre-qualification questionnaire (PQQ) and the evaluation of this PQQ will establish those companies that will be permitted to tender. Expressions of interest are welcome from not only suitable Service Providers but also social enterprises providing they are able to comply with the minimum levels for participation as set out herewith and in the PQQ.
The successful Service Provider(s) must be able to show a commitment to providing effective services that provide value for money to Aster Group Limited.
The proposed contract period will be 4 years commencing on or about the 1.4.2015 and with the option for six extensions to this initial period each for a period of up to a further 1 year all subject to provisions for successful performance and earlier termination including a break clause.
Aster Group Limited reserves the right to withdraw from this procurement procedure at anytime without awarding a contract. Applicants are to be responsible for all of the costs and expenses they incur as a result of participating in this procurement process irrespective of whether the procedure is completed or is abandoned without any appointment.
All expressions of interest and requests to participate must be made by emailing the contact point in section I.1 quoting reference "TEN-PQQ59/13AGL".
The Aster Group owns and manages more than 27,000 general needs, leasehold and supported homes in and around Dorset, Hampshire, Somerset and Wiltshire. It provides services to over 75,000 people across the south and south west of England. Our mission is to create strong and sustainable communities where people flourish and we are committed to making a positive difference to peoples's lives. For details of the Aster group and its members see http://www.aster.co.uk
The Company wishes to procure an HR Information System, for use across the Aster Group companies, to replace a number of HR systems that are currently used. The system will have to operate in a dynamic environment encompassing a wide variety of employee functions in a fast growing market sector. The system must be capable of providing a wide variety of core HR functionality, working in a self - service structure, enabling managers and employees to add value to our business through the successful management of resources. The scope of the project is to procure a system that provides:Payroll and pensions administration and processing (inc. timesheets, expenses, P11D, auto enrolment);
HR Administration (inc. recruitment, absence, employee relations, job evaluation, equal opps, org charts);
Learning and development (inc. administration, appraisal/performance management, competencies and KPIs, development needs);
Manager and employee self service;
Reporting and workflow (standard and customisable);
Health & Safety administration;
Time & Attendance/Rostering;
Served from one central database;
Capable of functioning across multiple sites.
The ability to operate between 1,000 live employees and up to 5,000 and up to 10,000 employee records including leavers.
If possible to include talent management and succession planning.
Service Providers will be required to complete a pre-qualification questionnaire (PQQ) and the evaluation of this PQQ will establish those companies that will be permitted to tender. Expressions of interest are welcome from not only suitable Service Providers but also social enterprises providing they are able to comply with the minimum levels for participation as set out herewith and in the PQQ.
The successful Service Provider(s) must be able to show a commitment to providing effective services that provide value for money to Aster Group Limited.
The proposed contract period will be 4 years commencing on or about the 1.4.2015 and with the option for six extensions to this initial period each for a period of up to a further 1 year all subject to provisions for successful performance and earlier termination including a break clause.
Aster Group Limited reserves the right to withdraw from this procurement procedure at anytime without awarding a contract. Applicants are to be responsible for all of the costs and expenses they incur as a result of participating in this procurement process irrespective of whether the procedure is completed or is abandoned without any appointment.
All expressions of interest and requests to participate must be made by emailing the contact point in section I.1 quoting reference "TEN-PQQ59/13AGL".
II.1.6)Common procurement vocabulary (CPV)
72212450, 48450000, 72261000, 72263000
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:
The value range below represents the potential growth of the Aster Group. The lower range figure is based upon the existing number of Aster Group employees. The higher range figure allows for possible growth in the number of Aster Group employees.
Estimated value excluding VAT:
Range: between 149 000 and 530 000 GBP
Estimated value excluding VAT:
Range: between 149 000 and 530 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: Any contract resulting from this Procurement may be extended beyond the initial 4 years up to 6 times, each extension being for a 1 year period. Any such extensions would be subject to satisfactory performance and the agreeement of both parties.
Provisional timetable for recourse to these options:
in months: 48 (from the award of the contract)
Description of these options: Any contract resulting from this Procurement may be extended beyond the initial 4 years up to 6 times, each extension being for a 1 year period. Any such extensions would be subject to satisfactory performance and the agreeement of both parties.
Provisional timetable for recourse to these options:
in months: 48 (from the award of the contract)
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:
Any deposits, bonds or guarantees required by the Contracting Authority will be set out in the Tender Documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
As detailed in the Tender Documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Groupings of Economic Operators may be required to form a single legal entity for the Contracting Authority to contract with. Economic Operators forming a consortium will be expected to have joint and several liability.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Details of any conditions will be set out in the Tender Documents.
Description of particular conditions: Details of any conditions will be set out in the Tender Documents.
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: Bidders will be required to complete the Contracting Authority's pre-qualification questionnaire ("PQQ") which can be obtained from the contact point in section I.1.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: The information and formalities set out in Article 47 of Directive 2004/18/EC and Regulation 24 Public Contracts Regulations 2006. These requirements are set out in the PQQ referred to in III.2.1) above, which can be obtained from the address in Section I.1.
Minimum level(s) of standards possibly required: These are set out in the PQQ.
Minimum level(s) of standards possibly required: These are set out in the PQQ.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
The information and formalities set out in Article 48 of Directive 2004/18/EC and Regulation 25 Public Contracts Regulations 2006. These requirements are set out in the PQQ referred to in III.2.1) above, which can be obtained from the address in Section I.1.
Minimum level(s) of standards possibly required:
These are set out in the PQQ.
The information and formalities set out in Article 48 of Directive 2004/18/EC and Regulation 25 Public Contracts Regulations 2006. These requirements are set out in the PQQ referred to in III.2.1) above, which can be obtained from the address in Section I.1.
Minimum level(s) of standards possibly required:
These are set out in the PQQ.
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 5
Objective criteria for choosing the limited number of candidates: These are set out in the PQQ, see section III.2 above.
Objective criteria for choosing the limited number of candidates: These are set out in the PQQ, see section III.2 above.
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:
PQQ-TEN59/13AGL
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: 3.3.2014
Payable documents: no
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
11.3.2014 - 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
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
All expressions of interest and requests for the PQQ must be made by emailing the contact point in Section I.1 quoting reference "TEN-PQQ59/13AGL".
All enquiries relating to the PQQ or the pre-qualification process generally shall also be made via email to the contact point in Section I.1 but must be received no later than 17:00 (BST) on 03/03/2014 . It will not be possible to respond to any enquiries received after that date and time.
The Contracting Authority reserves the right to withdraw from this procurement procedure at anytime without awarding a contract. Economic Operators shall be responsible for the costs and expenses they incur as a result of participating in this procurement process. The Authority and or its advisors shall not be liable for and will not pay any costs in respect of the preparation of any pre-qualification or subsequent tender submission of any applicant or bidder whether they are successful or unsuccessful. This shall equally apply in the event that the procurement process is postponed, cancelled or abandoned by the Contracting Authority at any stage and for whatever reason. Economic Operators shall be deemed to have unequivocally accepted this as a condition precedent to participation in this procurement process.
All enquiries relating to the PQQ or the pre-qualification process generally shall also be made via email to the contact point in Section I.1 but must be received no later than 17:00 (BST) on 03/03/2014 . It will not be possible to respond to any enquiries received after that date and time.
The Contracting Authority reserves the right to withdraw from this procurement procedure at anytime without awarding a contract. Economic Operators shall be responsible for the costs and expenses they incur as a result of participating in this procurement process. The Authority and or its advisors shall not be liable for and will not pay any costs in respect of the preparation of any pre-qualification or subsequent tender submission of any applicant or bidder whether they are successful or unsuccessful. This shall equally apply in the event that the procurement process is postponed, cancelled or abandoned by the Contracting Authority at any stage and for whatever reason. Economic Operators shall be deemed to have unequivocally accepted this as a condition precedent to participation in this procurement process.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
See section VI.4.2 below.
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The contracting authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Such additional information should be requested from the address in section I.1. If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No5) provide for the aggrieved parties who have been harmed or are at risk of harm by a breach of rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (generally within 3 months or in the case of an ineffectiveness claim within 30 days subject to notification of the conclusion of the contract). Where a contract has not been entered into the Contracting Authority is obliged to suspend the contract-making and 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 may award damages and order the ineffectiveness of the contract or alternative subject to the time limits mentioned above.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:
5.2.2014