North West Anglia NHS Foundation Trust: Framework for the provision of Financial, Procurement and Employment services

UK-NEWCASTLE-UNDER-LYME: Accounting, auditing and fiscal services.

Section I: Contracting Authority
   I.1)Name, Addresses and Contact Point(s):
      STAFFORDSHIRE AND STOKE ON TRENT PARTNERSHIP NHS TRUST
      MORSTON HOUSE,, THE MIDWAY,, STAFFORDSHIRE, NEWCASTLE-UNDER-LYME, ST5 1QG, United Kingdom
      Tel. +44 1480442874, Fax. +44 1480418778, Email: hch-tr.procurementcontracts@nhs.net, URL: http://www.staffordshireandstokeontrent.nhs.uk/Contact/how-to-contact-us.htm
      Contact: Hinchingbrooke Health care NHS Trust, Attn: Robert McMullan
      Electronic Access URL: Delta-esourcing
      Electronic Submission URL: Delta-esourcing

      Further information can be obtained at: ANNEX A.I
            
      Specifications and additional documents: ANNEX A.II
            
      Tenders or requests to participate must be sent to: ANNEX A.III
            
   
   I.2)Type of the contracting authority:
      Other: NHS Trust

   I.3) Main activity:
      Health

   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: Framework for the provision of Financial, Procurement and Employment services
      II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES         
         Service Category: 9

         Region Codes: UKG2 - Shropshire and Staffordshire         
      II.1.3) Information about a public contract, a framework or a dynamic purchasing system: The notice involves the setting up of a framework agreement                                                        

      II.1.4)Information on framework agreement:      

            Framework agreement with a single operator
         Duration of the framework agreement:
            Duration in year(s): 4             
         Estimated total value of purchases for the entire duration of the framework agreement:
                                    
            Range between: 5,000,000 and 1,900,000,000
            Currency: GBP
                  
      II.1.5)Short description of the contract or purchase:
      Accounting, auditing and fiscal services. Procurement consultancy services. Personnel and payroll services. Business intelligence software development services. Staffordshire and Stoke On Trent Partnership NHS Trust (“the Trust”) intends to establish a single supplier framework to provide a range of NHS back office services, including financial, procurement and payroll services, to itself and for the benefit of other public bodies.

The Trust considers that the proposed framework agreement will enable the wider public sector to benefit from a streamlined services delivery approach. The Trust also believes that this proposed framework agreement offers a fantastic opportunity to assist those authorities who are under increased pressure to move to greater use of shared and outsourced arrangements as a means to reduce spending.

The scope of services to be provided under the framework agreement is divided into four (4) lots: (1) Financial Services, (2) Procurement Services, (3) Employment Services and (4) Business Intelligence and Data Warehousing Services. Whilst call-off contracts may be awarded for one or more lots depending on a call-off authority’s requirements, the Trust is seeking expressions of interest from organisations who have the relevant capacity and capabilities to deliver services across all lots. The Trust is seeking to appoint a single supplier onto the framework agreement for all lots. The framework agreement will be established for a duration of 4 years and the term of each call-off contract will be up to a period of 5 years.

Upon the establishment of the framework agreement, it is envisaged that the Trust will call-off a contract for 5 years for the provision of all services under lots (1), (2) and (3). The Trust will not call-off a contract for lot (4) upon the establishment of the framework agreement. The Trust may call-off further contracts during the duration of the framework agreement.

It is envisaged that there may be a staff transfer pursuant to the Transfer of Undertakings (Protection of Employment) Regulations 2006. Fuller details of the number of staff involved will be provided in the tender documentation.

The framework agreement is available to other contracting authorities. A list of the public bodies which may also call off contracts from the framework agreement is set out below:

National Health Service (NHS) bodies, including hospital Trusts, which in turn include Acute Trusts, Trusts operating community hospitals and the provider functions of Primary Care Trusts); Primary Care Trusts and General Practitioner commissioning consortia; Care Trusts; Care Trusts Plus; Ambulance Trusts; Mental Health Trusts; Strategic Health Authorities; Special Health Authorities; Community Health Councils; Local Health Boards; NHS Foundation Trusts.

Health Boards, NHS Trusts, Community Health Councils and other constituent bodies of the NHS in Wales

Lists of all of such NHS Authorities, Trusts, Boards and other bodies can be found at: http://www.nhs.uk/ServiceDirectories/Pages/AcuteTrustListing.aspx;
http://www.nhs.uk/ServiceDirectories/Pages/PrimaryCareTrustListing.aspx;
http://www.nhs.uk/ServiceDirectories/Pages/MentalHealthTrustListing.aspx;
http://www.nhs.uk/ServiceDirectories/Pages/CareTrustListing.aspx;
http://www.nhs.uk/ServiceDirectories/Pages/AmbulanceTrustListing.aspx;
http://www.nhs.uk/ServiceDirectories/Pages/StrategicHealthAuthorityListing.aspx;
http://www.nhs.uk/ServiceDirectories/Pages/SpecialHealthAuthorityListing.aspx;
http://www.dh.gov.uk/health/about-us/arms-length-bodies/
http://www.wales.nhs.uk/nhswalesaboutus/structure; and
http://www.commissioningboard.nhs.uk/2012/05/31/ccg-configs-agreed/

NHS bodies, including any statutory and other successor organisations to any of the foregoing and in addition any other commissioners (whether alone or jointly with any other organisation), providers and regulators of NHS funded (either in whole or in part) services including clinical commissioning groups, commissioning support units, the National Commissioning Board (and all sub national offices).

The Trust is in the process of seeking confirmation of consent from all public bodies named on this contract notice as regards to their interest in taking advantage of procuring future services under the framework agreement. A list of those public bodies named on this contract notice which will not be able to enter into contractual arrangements under the framework agreement will be notified to bidders in the dialogue phase of this tender process.
         
      II.1.6)Common Procurement Vocabulary:
         79200000 - Accounting, auditing and fiscal services.
         
         79418000 - Procurement consultancy services.
         
         79631000 - Personnel and payroll services.
         
         72212482 - Business intelligence software development services.
         

      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: Yes          
         If yes, tenders should be submitted for: All 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:
      Lot 1 (Financial Services) - GBP 1,875,000.00 to 562,500,000.00
Lot 2 (Procurement Services) - GBP 1,250,000.00 to 375,000,000.00
Lot 3 (Employment Services) - GBP 1,875,000.00 to 562,500,000.00
Lot 4 (Business Intelligence) – GBP 0.00 to 400,000,000.00      
      
      II.2.2)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: 48 (from the award of the contract)

   Information About Lots
            
      Lot No: 1
      Title: Financial Services

      1)Short Description:      
      The provision of financial services and associated systems to support an NHS body in the operational delivery of its financial duties.

Lot 1 includes the following services:
—   Accounts Payable
—   Accounts Receivable
—   Treasury Management
—   Financial Accounting (Balance Sheet control)
—   Integrated Financial & Procurement System including;
o   General Ledger
o   Purchase
o   Sales
o   Procurement
o   Fixed Assets
o   Budgeting & Forecasting
—   System Support
—   VAT services

      2)Common Procurement Vocabulary:
         79200000 - Accounting, auditing and fiscal services.
                  79211000 - Accounting services.
                  79210000 - Accounting and auditing services.
                  79410000 - Business and management consultancy services.
                  79211100 - Bookkeeping services.
                  79222000 - Tax-return preparation services.
                  79412000 - Financial management consultancy services.
                  66172000 - Financial transaction processing and clearing-house services.
                  79999200 - Invoicing services.
         
      3)Quantity Or Scope: Not Provided
               
         Value range between: 1,875,000 and 562,500,000
         Currency: GBP      
                     
      4)Indication About Different Date For Start Of Award Procedures And/Or Duration Of The Contract Not Provided
                        
                  
         5)Additional Information About Lots:         
            The Trust intends to call off a contract under this Lot 1 immediately upon establishment of the framework agreement. The Trust currently out-sources its Accounts Payable, Accounts Receivable, Treasury Management, and Balance Sheet control functions. The Trust’s service requirements under its call off contract will include;
—   register, seek approval and pay the Trust’s accounts payable invoices
—   raise and issue accounts receivable invoices and provide the respective credit control
—   manage the Trust’s bank accounts including making payments, preparing cash flows and developing investment proposals
—   reconcile and resolve issue with the balance sheet to ensure the Trust has an accurate and robust balance sheet
—   System Support
—   VAT services      
      Lot No: 2
      Title: Procurement Services

      1)Short Description:      
      The provision of a strategic procurement service to enable and assist the call authority to maximise its purchasing powers whilst remaining compliant with its internal policies (including procurement policies), guidance from the Department of Health and relevant EU Legislation. This will include the development of procurement work plan, analysis of spend data, accessing frameworks and the creation of contracts. Lot 2 will include the provision of a transactional procurement service that provides support to operational staff in sourcing items as well as producing and issuing purchase order numbers. The service will also provide product catalogues to enable the efficient ordering of common items along with the benefit of rich data that this provides.

Lot 2 includes the following services:
—   Strategic Procurement
—   Transactional Procurement
—   Materials Management

      2)Common Procurement Vocabulary:
         79418000 - Procurement consultancy services.
                  79994000 - Contract administration services.
                  72221000 - Business analysis consultancy services.
                  79211120 - Sales and purchases recording services.
                  79211200 - Compilation of financial statements services.
         
      3)Quantity Or Scope: Not Provided
               
         Value range between: 1,250,000 and 375,000,000
         Currency: GBP      
                     
      4)Indication About Different Date For Start Of Award Procedures And/Or Duration Of The Contract Not Provided
                        
                  
         5)Additional Information About Lots:         
            The Trust intends to call off a contract under this Lot 2 immediately upon establishment of the framework agreement. The Trust has 5 community hospitals located in North Staffordshire and Stoke on Trent. The Trust’s current provider operates a materials management service across the wards in these hospitals. The Trust’s service requirements under its call off contract will include; to operate a service to order and replenish these stocks as well as review the stock holding levels and implement product changes that come from the strategic part of the service.      
      Lot No: 3
      Title: Employment Services

      1)Short Description:      
      The provision of payroll services and recruitment administration services. Payroll services includes the processing of payment to staff and employees in line with a call off authority’s payroll process and requirements. Recruitment administration services offers support to the call off authority’s recruitment process including the advertisement of the authorised vacancies and affording administrative support to facilitate the recruitment process.

Lot 3 includes the following services:
—   Payroll Service (including use of Electronic Staff Record (ESR) to correctly pay substantive and bank staff on a monthly basis)
—   Processing of;
o   Time and Attendance
o   Expenses
o   Starters
o   Leavers
o   Changes
o   Absence
—   Recruitment Administration (including the appropriate posting of advertisements for vacancies, working with managers to run the recruitment process, responding to queries from applicants, issuing relevant letters to applicants, obtain references, carry out ID checks and track active vacancies)

      2)Common Procurement Vocabulary:
         79631000 - Personnel and payroll services.
                  79211110 - Payroll management services.
                  79600000 - Recruitment services.
                  79610000 - Placement services of personnel.
                  75100000 - Administration services.
         
      3)Quantity Or Scope: Not Provided
               
         Value range between: 1,875,000 and 562,500,000
         Currency: GBP      
                     
      4)Indication About Different Date For Start Of Award Procedures And/Or Duration Of The Contract Not Provided
                        
                  
         5)Additional Information About Lots:         
            The Trust intends to call off a contract under this Lot 3 immediately upon establishment of the framework agreement. The Trust’s service requirements under its call off contract will include; (i) payroll services including the processing of starters, leavers, amendments, time and attendance, expenses on Electronic Staff Record along with the payment of the Trust’s Substantive and Bank Staff and (ii) recruitment administration services including advertisement of authorised vacancies on NHS Jobs, providing the relevant application details to managers, issuing letters to applicants, obtaining references and carrying out the relevant ID checks.      
      Lot No: 4
      Title: Business Intelligence and Data Warehousing Services

      1)Short Description:      
      The provision of Business Intelligence and Data Warehousing solutions, in particular the potential to develop products and services which will enable NHS bodies to streamline, improve and deliver greater efficiencies to a call off authority’s operational functions depending on its needs and requirements, for example; to develop a system or solution which links the Financial and Non-Financial information and in turn provides detailed reporting to enable it to intelligently manage its business.

Lot 4 includes the following services:
—   Business Intelligence (including Reporting)
—   Service Line Reporting
—   Patient Level Costing
—   Data Warehousing

      2)Common Procurement Vocabulary:
         72212482 - Business intelligence software development services.
                  72300000 - Data services.
                  72311100 - Data conversion services.
                  72310000 - Data-processing services.
                  72212441 - Financial analysis software development services.
                  72212442 - Financial systems software development services.
                  72212490 - Procurement software development services.
                  72212420 - Facilities management software development services and software development services suite.
                  72212422 - Software development services suites.
                  72317000 - Data storage services.
         
      3)Quantity Or Scope: Not Provided
               
         Value range between: 0.01 and 400,000,000
         Currency: GBP      
                     
      4)Indication About Different Date For Start Of Award Procedures And/Or Duration Of The Contract Not Provided
                        
                  
         5)Additional Information About Lots:         
            The Trust does not intend to call off a contract under this Lot 4 immediately upon establishment of the framework agreement but reserves to do so at any time during the duration of the framework agreement.         
Section III: Legal, Economic, Financial And Technical Information
   III.1)Conditions relating to the contract
      III.1.1)Deposits and guarantees required:
      The Trust reserves the right to require deposits, guarantees, bonds and other forms of appropriate security. Further information will be provided in the procurement documentation.
      
      III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
      Details will be set out in the Invitation to participate in competitive dialogue (ITPD) and/or the contractual documentation and will be developed throughout the competitive dialogue procedure.
      
      III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
      Expressions of interest in response to this contract notice may be submitted by a single Bidder or a consortium. The Trust reserves the right to require groupings of contractors to take a particular legal form or to require a single contractor to take primary liability or to require that each party undertakes joint and several liabilities.
      
      III.1.4)Other particular conditions:
         The performance of the contract is subject to particular conditions:Yes       
      If Yes, description of particular conditions:
      Conditions relating to the social and economic requirements of the Contracting Authority and surrounding community may be included in this contract.      
   III.2)Conditions For Participation
      III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:
         The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
         
         A full list of these criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr
         
         Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists. Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so. Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

      In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 (as amended) and as set out in the pre-qualification questionnaire available from the address in section I.1      
      III.2.2)Economic and financial capacity
         Economic and financial capacity - means of proof required:         
         
         Information and formalities necessary for evaluating if requirements are met:
         In accordance with Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006 (as amended)         
         Minimum Level(s) of standards possibly required:
         As set out in the pre-qualification questionnaire which is available from the address in section I.1.
      
      III.2.3)Technical capacity
         Technical capacity - means of proof required         
         
         Information and formalities necessary for evaluating if requirements are met:
         In accordance with Articles 48 to 50 of Directive 2004/18/EC and Regulation 25 of the Public Contracts Regulations 2006 (as amended)         
         Minimum Level(s) of standards possibly required:
         As set out in the pre-qualification questionnaire which is available from the address in section I.1.      
      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: 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: Competitive Dialogue
      
      IV.1.2)Limitations on the number of operators who will be invited to tender or to participate:
               
         Envisaged number of operators: 3
         
         Objective Criteria for choosing the limited number of candidates:
         As set out in the pre-qualification questionnaire which is available from the address in Section I.1.      
      IV.1.3)Reduction of the number of operators during the negotiation or dialogue: Yes    
   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: HINCON/RB/00244      
      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: 18/03/2013
      Time-limit for receipt of requests for documents or for accessing documents: 12:00
         Payable documents: No       
      
      IV.3.4)Time-limit for receipt of tenders or requests to participate
         Date: 18/03/2013
         Time: 12:00      
      IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates: 22/03/2013      
      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: Sections II.2 – The values set out in this notice and in Section II.2 are only estimations. The Authority cannot guarantee to the successful Contractor that these will be the sums payable under the framework.

Sections II.2.2 and II.3 - The framework agreement will be for a duration of 4 years. The contract between the successful provider and the Trust will be for an initial period of up to 5 years [because there are commercial reasons to justify that a contract for a 5 year term will deliver optimum services to the call-off authorities allowing for transfer of services, implementation of quality and cost improvements].
Section III.1 - All candidates will be required to provide evidence of relevant employer’s liability insurance. Additionally, the Trust reserves the right to address and require other aspects of insurance (including public liability insurance and professional risk indemnity insurance) during the tender process. Further information will be provided in the PQQ and the tender documents.

Section IV.3.3 – Suppliers must follow the instructions below to respond to this opportunity. The PQQ and all information and/or documents relating to this tender opportunity are available on the Trust’s e-tendering portal at https://www.delta-esourcing.com/delta from the date of dispatch of this notice. You must register at the above website to response. If you are already registered you will not need to register again, simply use your existing username and password. All queries relating to this tender opportunity must be raised through the Trust’s e-tendering portal. The Trust will endeavour to respond to any clarification questions in a timely manner, but shall accept no responsibility for any delays caused. You should ensure that you allow for plenty of time when responding to this contract notice prior to the closing date and time. Expressions of interest must be by way of completion and return of the PQQ (in accordance with the instructions and requirements set out in the PQQ) by the date and time specified in Section IV.3.4.

Section IV.3.5 – Shortlisted Bidders will be invited and are expected to attend a Bidder’s event to be held on 28 March 2013 at STAFFORDSHIRE AND STOKE ON TRENT PARTNERSHIP NHS TRUST, MORSTON HOUSE, THE MIDWAY, NEWCASTLE-UNDER-LYME, ST5 1QG, UNITED KINGDOM.

The Trust reserves the right not to award the opportunity or to award only part (or a different arrangement) of the opportunity described in this contract notice.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-NEWCASTLE-UNDER-LYME:-Accounting%2C-auditing-and-fiscal-services./6W59682423

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/6W59682423
GO-2013216-PRO-4591913 TKR-2013216-PRO-4591912
   
   VI.4)Procedures For Appeal
      VI.4.1)Body responsible for appeal procedures:
      STAFFORDSHIRE AND STOKE ON TRENT PARTNERSHIP NHS TRUST
      MORSTON HOUSE,, THE MIDWAY,, STAFFORDSHIRE, NEWCASTLE-UNDER-LYME, ST5 1QG, United Kingdom
      URL: http://www.staffordshireandstokeontrent.nhs.uk/

      VI.4.2)Lodging of appeals: In accordance with Regulation 32 (information about contract award procedures and the application of standstill period prior to contact award) and Regulation 47 (Enforcement of Obligations) of the Public Contracts Regulations 2006 (as amended).   
   
      VI.4.3)Service from which information about the lodging of appeals may be obtained:
            Not Provided

   VI.5) Date Of Dispatch Of This Notice: 16/02/2013

ANNEX A
   I) Addresses and contact points from which further information can be obtained:
      Hinchingbrooke Health Care NHS Trust
      Hinchingbrooke Hospital,, Hinchingbrooke Park,, Cambs, Huntingdon, PE29 6NT, United Kingdom
      Tel. +44 1480442874, Fax. +44 1480418778, Email: hch-tr.procurementcontracts@nhs.net
      Contact: Robert McMullan, Attn: Robert McMullan   
   
   II) Addresses and contact points from which specifications and additional documents can be obtained:
      Hinchingbrooke Health Care NHS Trust
      Hinchingbrooke Hospital,, Hinchingbrooke Park,, Cambs, Huntingdon, PE29 6NT, United Kingdom
      Tel. +44 1480442874, Fax. +44 1480418778, Email: hch-tr.procurementcontracts@nhs.net
      Contact: Robert McMullan, Attn: Robert McMullan   
   
   III) Addresses and contact points to which tenders/requests to participate must be sent:
      Hinchingbrooke Health Care NHS Trust
      Hinchingbrooke Hospital,, Hinchingbrooke Park,, Cambs, Huntingdon, PE29 6NT, United Kingdom
      Tel. +44 1480442874, Fax. +44 1480418778, Email: hch-tr.procurementcontracts@nhs.net
      Contact: Robert McMullan, Attn: Robert McMullan