Financial Ombudsman Service: Payroll System and Services

UK-London: Payroll management services.

Section I: Contracting Authority
   I.1)Name, Addresses and Contact Point(s):
      Financial Ombudsman Service
      Exchange Tower, London, E14 9SR, United Kingdom
      Email: raghav.aggarwal@financial-ombudsman.org.uk, URL: www.financial-ombudsman.org.uk
      Contact: Raghav Aggarwal

      Further information can be obtained at: As Above       
      Specifications and additional documents: As Above       
      Tenders or requests to participate must be sent to: As Above       
   
   I.2)Type of the contracting authority:
      Body governed by public law

   I.3) Main activity:
      Economic and Financial Affairs

   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: SERVICES
   II.1)Description
      II.1.1)Title attributed to the contract by the contracting authority: Payroll System and Services
      II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES         
         Service Category: 27

         Region Codes: UKI - LONDON         
      II.1.3) Information about a public contract, a framework or a dynamic purchasing system:The notice involves a public contract                                                       
      
      II.1.5)Short description of the contract or purchase:
      Payroll management services. Personnel and payroll services. Time accounting or human resources software package. Time accounting or human resources software development services. Financial analysis and accounting software package. Accounting software package. The Financial Ombudsman is looking for a Payroll System and associated implementation and support. The contract will be for 3 years and then an optional 4rth and 5th year. A Payroll solution only is Sought, not an integrated HR and Payroll solution
         
      II.1.6)Common Procurement Vocabulary:
         79211110 - Payroll management services.
         
         79631000 - Personnel and payroll services.
         
         48450000 - Time accounting or human resources software package.
         
         72212450 - Time accounting or human resources software development services.
         
         48440000 - Financial analysis and accounting software package.
         
         48443000 - Accounting software package.
         

      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: 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:
      This section provides a summary of the key elements in the scope of service, covering the life-time of the contract. These are:

•A SAAS solution
•A Bureau service as defined by the Financial Ombudsman
•Starters, leavers and salary changes will need a full pro rata calculated to the effective date, including the ability to hold a reason for change description.
•We’d like to see annual salary history at a glance, for example on one screen
•Work patterns need to be held in the payroll and changes, preferably automatically, calculated according to work pattern, such as for a starter, leaver or hour change part way through month.
•We’d like the system to be able to cope with more than one salary change in a month for an employee, with accurate automatic pro rata
•Automatic back pay functionality.
•Full reversal capability for any late changes after the final payrun for the month.
•Shared parental leave SMP, SSP and SPP calculator, including coping with any company pay for these allowances.
•We’d like the system to cope with a two week work pattern and with any changes to an employees work pattern part way through the month, without manual intervention
•Real time gross to net capability, enabling immediate recalculation of gross to net by employee
•Real time net to gross capability enabling immediate recalculation of net to gross by employee
•The ability to run interfaces from our HR database, for example all starters, leavers, salary changes, address and bank details, preferably with an automated interface solution. Plus the option to send information back into the HR system.
•The ability to run interfaces into the payroll from our flexible benefit provider, including the ability to cope with large volumes of data
•Potential to include self-service overtime and expenses.
•Import sickness information into the Payroll
•On line payslips or other non-paper payslip option, including control of item descriptions and ideally downloadable to PDF. With single sign on capacity and allowing employees to access payslips away from the office.
•The ability to load variable data by spreadsheet, such as overtime or monthly deductions for car parking
•Pension age changes (according to company policy) to be controlled automatically
•NI age changes to be automated.
•Ability to run a wide variety of reports, both scheduled and ad hoc
•P11D production and distribution to staff
•RTI full compliance, including Full Payment Submission and Employee Payment Submission without manual intervention
•HMRC and legislative compliance
•Pay rolling of benefits potentially
•Helpdesk cover at weekends and later in evening if needed
•A separate test environment to allow acceptance testing and validation of changes.
•Ability to set up new allowances and deductions quickly and easily.
•The capability for homeworking
Ensure that the new system supports segregation of duties between HR, payroll and finance, with an auditable workflow.      
      
      II.2.2)Options: No          
         II.2.3)Information about renewals:
            This contract is subject to renewal: Not Provided         
   II.3)Duration Of The Contract Or Time-Limit For Completion      
         Duration in months: 36 (from the award of the contract)

   Information About Lots
               
Section III: Legal, Economic, Financial And Technical Information
   III.1)Conditions relating to the contract
      III.1.1)Deposits and guarantees required:
      Not Provided
      
      III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
      Not Provided
      
      III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
      Not Provided
      
      III.1.4)Other particular conditions:
         The performance of the contract is subject to particular conditions:Yes       
      If Yes, description of particular conditions:
      all Datacentres to be based in the UK, implementation to be executed in the UK, requirements stated must be met, supplier must be capable of supporting the solution for a minimum of 5 years.      
   III.2)Conditions For Participation
      III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:
      Not Provided      
      III.2.2)Economic and financial capacity
         Economic and financial capacity - means of proof required:         
         Not Provided
      
      III.2.3)Technical capacity
         Technical capacity - means of proof required         
         Not Provided      
      III.2.4)Information about reserved contracts: Not Provided   
   III.3)Conditions Specific To Service Contracts
      III.3.1)Information about a particular profession:
         Execution of the service is reserved to a particular profession: Not Provided      
      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: Not Provided
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 number of operators: 5
         
         Objective Criteria for choosing the limited number of candidates:
         based on the top 5 scoring suppliers to the PQQ   
   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: Not Provided
   IV.3)Administrative Information
      IV.3.1)File reference number attributed by the contracting authority: FO/FP/271      
      IV.3.2)Previous publication(s) concerning the same contract: No

      IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document:

      Date: 26/11/2015
      Time-limit for receipt of requests for documents or for accessing documents: 17:00
         Payable documents: No       
      
      IV.3.4)Time-limit for receipt of tenders or requests to participate
         Date: 27/11/2015
         Time: 12:00      
      IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates: Not Provided      
      IV.3.6)Language(s) in which tenders or requests to participate may be drawn up:         English
         


Section VI: Complementary Information

   VI.1)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 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.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-London:-Payroll-management-services./95E3T9JT5N

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/95E3T9JT5N
GO-20151026-PRO-7242567 TKR-20151026-PRO-7242566
   
   VI.4)Procedures For Appeal
      VI.4.1)Body responsible for appeal procedures:
      Financial Ombudsman Service
      South Quay Plaza, London, E14 9SR, United Kingdom
      Tel. +44 2070937396

      Body responsible for mediation procedures:
               Financial Ombudsman Service
         Exchange Tower, London, E14 9SR, United Kingdom
         Tel. +44 2070937396

      VI.4.2)Lodging of appeals: Not Provided   
   
      VI.4.3)Service from which information about the lodging of appeals may be obtained:
            Financial Ombudsman Service
      Exchange Tower, London, E14 9SR, United Kingdom
      Tel. +44 2070937396

   VI.5) Date Of Dispatch Of This Notice: 26/10/2015

ANNEX A