Flagship Housing : HR, Payroll and Learning Management systems

UK-Norwich: Information systems.

Section I: Contracting Authority

   I.1) Name, Addresses and Contact Point(s):
       Flagship Housing Group
       31 King Street, Norwich, NR1 1PD, United Kingdom
       Tel. +44 8081684555, Email: procurement@flagship-group.co.uk
       Main Address: https://www.flagship-group.co.uk/
       NUTS Code: UKH1

   I.2) Joint procurement:
      The contract involves joint procurement: Yes          
      In the case of joint procurement involving different countries, state applicable national procurement law: Not Provided
      The contract is awarded by a central purchasing body: No

   I.4)Type of the contracting authority:
      Body governed by public law

   I.5) Main activity:
      Housing and community amenities

Section II: Object Of The Contract

   II.1) Scope of the procurement

      II.1.1) Title: HR, Payroll and Learning Management systems            
      Reference number: Not Provided

      II.1.2) Main CPV code:
         48810000 - Information systems.


      II.1.3) Type of contract: SUPPLIES

      II.1.4) Short description: Flagship Group has finalised the Tender for the supply of HR & Payroll and Learning Management systems The procurement is split in 2 lots – Lot 1 HR & Payroll system and Lot 2 Learning Management system.

      II.1.6) Information about lots
         This contract is divided into lots: Yes
               
      II.1.7) Total value of the procurement (excluding VAT)
          Value: 121,729
                  
         Currency:GBP            

   II.2) Description (lot no. 1)
   

      II.2.1) Title:Lot 1 - HR and Payroll system   
      Lot No:1

      II.2.2) Additional CPV code(s):
            79211110 - Payroll management services.


      II.2.3) Place of performance
      Nuts code:
      UKH1 - East Anglia
   
      Main site or place of performance:
      East Anglia
             

      II.2.4) Description of the procurement: Flagship Group requires a full HR and Payroll Management system that can be fully integrated with Flagship Group’s other systems, most notably any Learning Management System and Operational System to meet all needs for administration, documentation, absence tracking, reporting and delivery of a proactive and efficient HR service. It must meet all legislative, administration, documentation, audit, and reporting needs required to manage Payroll and HR functions.
Flagship Group currently consists of 4 registered companies – Flagship Housing Group Ltd, RFT Services Ltd, Flagship Housing Developments Ltd, Gasway Services Ltd.
It is paramount that we deliver accurate calculations of pay entitlement, including deductions, both voluntary and legislative.
The system should support minimal manual intervention and be able to recognise multiple contract types which include sick pay entitlement variations and average holiday pay calculations, ensuring TUPE protected terms. It must support 1000+ employees records and history whilst supporting self-service users with ease. It is essential that the system has a potential to grow in scope at a fast pace, in both multiple companies and increased headcount as required by Flagship Group.
A visually appealing dashboard that ensures ease of use is desirable with fast links to elements and calculation fields.
The HR and Payroll Management system must be compliant with the required Laws and Regulations including GDPR and adhere with industry best practice security standards as required to be classed as a Payroll system and the Supplier must be well informed about legislative changes in the HR and Payroll fields, always developing the Payroll system to meet these requirements as they occur. The updates must be provided in a timely manner to ensure payroll processes are completed in line with the required laws and regulations. All legislative changes must be included in the annual licence cost and not be incurred as an additional cost. Any system that is provided must be compliant with all relevant legislation.
The system must enable a fully integrated and automated service including relevant access for the HR Team, line management and employees. The system must be accessible from Android and IOS devices whilst mobile. The current number of employees is 1045 .
The system must include relevant data and document capture, absence management, flexible and detailed reporting, payroll administration, fully functional and fast workflow management, ability to log and or manage case management, ability to action bulk changes and ability to manage recruitment campaigns.

To access and respond to Lot 1 - HR and Payroll system, please click here:
https://www.delta-esourcing.com/respond/6P6M4CYGEH
If Bidders experience any technical difficulties from accessing the above url, they are required to contact the Delta eSourcing Helpdesk on call 0845 270 7050 or email helpdesk@delta-esourcing.com.

      II.2.5) Award criteria:
      Quality criterion - Name: Quality / Weighting: 50
                  
      Cost criterion - Name: Total lifecycle costs / Weighting: 50
            

      II.2.11) Information about options
         Options: No
         

      II.2.13) Information about European Union funds
         The procurement is related to a project and/or programme financed by European Union funds: No
         

      II.2.14) Additional information: Not Provided

   II.2) Description (lot no. 2)
   

      II.2.1) Title:Lot 2 - Learning Management system   
      Lot No:2

      II.2.2) Additional CPV code(s):
            80420000 - E-learning services.


      II.2.3) Place of performance
      Nuts code:
      UKH1 - East Anglia
   
      Main site or place of performance:
      East Anglia
             

      II.2.4) Description of the procurement: Flagship Group requires a full learning management system that can be fully integrated with Flagship Group’s systems to meet all needs for administration, documentation, tracking, reporting and delivery of learning and development programmes through e-learning and organisation of classroom delivery face to face methods to support a blended approach.
The system should enable online learning delivery and facilitate courses via instructor classroom and virtual classroom delivery and must be easy to use and have a simple interface. It should inspire engagement, development and personal responsibility throughout the employee learning journey.
Any system that is provided must be compliant with all relevant legislation including GDPR and adhere with industry best practice security standards.
Flagship Group currently does not have a Learning Management system and the contract approval for this system is dependent on Flagship Group operational board’s decision on whether to allocate the funds for the system.

To access and respond to Lot 2 – LMS, please click here:
https://www.delta-esourcing.com/respond/7G8E4X49F2
If Bidders experience any technical difficulties from accessing the above url, they are required to contact the Delta eSourcing Helpdesk on call 0845 270 7050 or email helpdesk@delta-esourcing.com.

      II.2.5) Award criteria:
      Quality criterion - Name: Quality / Weighting: 50
                  
      Cost criterion - Name: Total lifecycle costs / Weighting: 50
            

      II.2.11) Information about options
         Options: No
         

      II.2.13) Information about European Union funds
         The procurement is related to a project and/or programme financed by European Union funds: No
         

      II.2.14) Additional information: Not Provided


Section IV: Procedure

IV.1) Description

   IV.1.1)Type of procedure: Open


   IV.1.3) Information about a framework agreement or a dynamic purchasing system
      The procurement involves the establishment of a framework agreement: No       
      

   IV.1.6) Information about electronic auction
      An electronic auction has been used: No

   IV.1.8) Information about the Government Procurement Agreement (GPA)
      The procurement is covered by the Government Procurement Agreement: No

IV.2) Administrative information

   IV.2.1) Previous publication concerning this procedure
       Notice number in the OJEU: 2019/S 184-448169
      
   

   IV.2.9) Information about termination of call for competition in the form of a prior information notice
      The contracting authority will not award any further contracts based on the above prior information notice: No

Section V: Award of contract

Award Of Contract (No.1)

   Contract No: Not Provided    
   Lot Number: 1    
   Title: Not Provided

   A contract/lot is awarded: No

   V.1) Information on non-award
      The contract/lot is not awarded
         No tenders or requests to participate were received or all were rejected      


Award Of Contract (No.2)

   Contract No: Not Provided    
   Lot Number: 2    
   Title: Not Provided

   A contract/lot is awarded: Yes


   V.2) Award of contract

      V.2.1) Date of conclusion of the contract: 12/02/2021

      V.2.2) Information about tenders
         Number of tenders received: 8
         Number of tenders received from SMEs: Not Provided          
         Number of tenders received from tenderers from other EU Member States: Not Provided          
         Number of tenders received from tenderers from non-EU Member States: Not Provided          
         Number of tenders received by electronic means: 8

      V.2.3) Name and address of the contractor

      The contract has been awarded to a group of economic operators: No
         
         Contractor (No.1)
             Comenius Talent Management Ltd, 08756850
             AW House, 6-8 Stuart Street, Luton, LU1 2SJ, United Kingdom
             Internet address: www.comeniustm.co.uk
             NUTS Code: UKH21
            The contractor is an SME: Yes

      V.2.4) Information on value of the contract/lot (excluding VAT)
         Initial estimated total value of the contract/lot: 121,729          
         Total value of the contract/lot: 121,729
         Currency: GBP

      V.2.5) Information about subcontracting
         The contract is likely to be subcontracted: No
         
Section VI: Complementary information

   VI.3) Additional information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=536640642

   VI.4) Procedures for review

      VI.4.1) Review body
          Flagship Housing Group
          31 King Street, Norwich, NR1 1PD, United Kingdom
          Tel. +44 8081684555, Email: procurement@flagship-group.co.uk
          Internet address: https://www.flagship-group.co.uk/

      VI.4.3) Review procedure
         Precise information on deadline(s) for review procedures: Not Provided

      VI.4.4) Service from which information about the review procedure may be obtained
         Not Provided

   VI.5) Date of dispatch of this notice: 25/02/2021

ANNEX A

   I) Address of the other contracting authority on behalf of which the contracting authority is purchasing   
   1: Contracting Authority
       RFT Repairs Limited, 08341166
       31 King Street, Norwich, NR1 1PD, United Kingdom
       Tel. +44 8081684555, Email: procurement@flagship-group.co.uk
       Contact: Liga Matroze
       Main Address: https://www.rft-services.co.uk/, Address of the buyer profile: https://www.rft-services.co.uk/
       NUTS Code: UKH1