Flagship Housing Group: HR, Payroll and Learning Management systems

UK-Norwich: Information systems.
Section I: Contracting Authority
      I.1) Name and addresses
             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.3) Communication
      The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.delta-esourcing.com/tenders/UK-UK-Norwich:-Information-systems./6P6M4CYGEH
      Additional information can be obtained from: the abovementioned address
      Tenders or requests to participate must be sent to the abovementioned address       
      Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: Not provided
      I.4) Type of the contracting authority
            Body governed by public law
      I.5) Main activity
            Housing and community amenities

Section II: Object
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: SERVICES
      II.1.4) Short description: Flagship Group invites you to submit 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.1.5) Estimated total value:
      Value excluding VAT: Not Provided       
      Currency: Not Provided
      II.1.6) Information about lots:
      This contract is divided into lots: Yes       
      Tenders may be submitted for: All lots
      Maximum number of lots that may be awarded to one tenderer: 2
      The contracting authority reserves the right to award contracts combining the following lots or groups of lots: Lot 1 and Lot 2. Each lot will be evaluated separately, however Flagship Group reserves the right the combine the lots to award it to one supplier if that offers better value for money. This will be assessed based on the individual lot results for the top bidders and compared with score when combining the lots based on the same criteria of 50% quality and 50% total lifecycle cost.

II.2) Description
II.2) Description Lot No. 1
      
      II.2.1) Title: Lot 1 - HR and Payroll system       
      Lot No: 1       
      II.2.2) Additional CPV codes:
      79211110 - Payroll management services.
      
      II.2.3) Place of performance:
      UKH1 East Anglia
      
      II.2.4) Description of 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 (Orbis) 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, Gasway Services Ltd, and Victory Housing Trust. Each company has its own registered payroll and needs to be detailed as an entity within the structure, but with flexibility for employees to transfer between companies without being processed as leavers and losing historical data
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:
            Criteria below
            Quality criterion - Name: Quality / Weighting: 50
                        
            Cost criterion - Name: Total lifecycle costs / Weighting: 50
                              
      II.2.6) Estimated value:
      Value excluding VAT: Not provided       
      Currency: Not provided       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 24       
      This contract is subject to renewal: Yes       
      Description of renewals: 4 further renewals of 2 years each at Flagship Group's discretion.
      
      II.2.10) Information about variants:
      Variants will be accepted: Yes
      II.2.11) Information about options:
      Options:       No             
      Description of options: Not provided
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: 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       
      Identification of the project: Not provided             
      II.2.14) Additional information: To respond to this opportunity, please click here: https://www.delta-esourcing.com/respond/6P6M4CYGEH
If you experience any technical difficulties from accessing the above url, then please contact the Delta eSourcing Helpdesk on call 0845 270 7050 or email helpdesk@delta-esourcing.com.       
II.2) Description Lot No. 2
      
      II.2.1) Title: Lot 2 - Learning Management system       
      Lot No: 2       
      II.2.2) Additional CPV codes:
      80420000 - E-learning services.
      
      II.2.3) Place of performance:
      UKH1 East Anglia
      
      II.2.4) Description of 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:
            Criteria below
            Quality criterion - Name: Quality / Weighting: 50
                        
            Cost criterion - Name: Total lifecycle costs / Weighting: 50
                              
      II.2.6) Estimated value:
      Value excluding VAT: Not provided       
      Currency: Not provided       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Duration in months: 24       
      This contract is subject to renewal: Yes       
      Description of renewals: 4 further renewals of 2 years each at Flagship Group's discretion.
      
      II.2.10) Information about variants:
      Variants will be accepted: Yes
      II.2.11) Information about options:
      Options:       No             
      Description of options: Not provided
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: 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       
      Identification of the project: Not provided             
      II.2.14) Additional information: To respond to this opportunity, please click here: https://www.delta-esourcing.com/respond/7G8E4X49F2

If you experience any technical difficulties from accessing the above url, then please contact the Delta eSourcing Helpdesk on call 0845 270 7050 or email helpdesk@delta-esourcing.com.       


Section III: Legal, Economic, Financial And Technical Information
   III.1) Conditions for participation
      III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
      List and brief description of conditions:          
      Not Provided       
      III.1.2) Economic and financial standing          
      Selection criteria as stated in the procurement documents       
      List and brief description of selection criteria:       
      Not Provided    
      Minimum level(s) of standards possibly required (if applicable) :       
      Not Provided    
      III.1.3) Technical and professional ability    
      Selection criteria as stated in the procurement documents
      List and brief description of selection criteria:       
      Not Provided      
      Minimum level(s) of standards possibly required (if applicable) :          
      Not Provided   
      III.1.5) Information about reserved contracts (if applicable)   
      The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons: No       
      The execution of the contract is restricted to the framework of sheltered employment programmes: No    
      
   III.2) Conditions related to the contract
      III.2.1) Information about a particular profession    
      Reference to the relevant law, regulation or administrative provision:          
      Not Provided    
      III.2.2) Contract performance conditions          
      Not Provided          
      III.2.3) Information about staff responsible for the performance of the contract
      Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract: No

Section IV: Procedure
   IV.1) Description OPEN
      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    
         In the case of framework agreements justification for any duration exceeding 4 years: Not Provided    
   
   
   IV.1.6) Information about electronic auction:
      An electronic auction will be used: No
      Additional information about electronic auction: Not provided
   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 OJ S: Not provided       
      IV.2.2) Time limit for receipt of tenders or requests to participate
       Date: 29/10/2019 Time: 14:00
            
      IV.2.4) Languages in which tenders or requests to participate may be submitted: English,       
      IV.2.6) Minimum time frame during which the tenderer must maintain the tender:
         Until: 01/04/2020
      
      IV.2.7) Conditions for opening of tenders:
         Date: 29/10/2019
         Time: 14:00
      

Section VI: Complementary Information
   VI.1) Information about recurrence
   This is a recurrent procurement: Yes    
   Estimated timing for further notices to be published: 2 - 10 years from the contract start date
   VI.2) Information about electronic workflows
   Electronic ordering will be used No       
   Electronic invoicing will be accepted Yes       
   Electronic payment will be used Yes       
   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-Norwich:-Information-systems./6P6M4CYGEH

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/6P6M4CYGEH
   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.4.2) Body responsible for mediation procedures:
Not provided
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    Not Provided    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
Not provided
   VI.5) Date Of Dispatch Of This Notice: 19/09/2019

Annex A



   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
      1: Contracting Authority
       Victory Housing Trust, 5275586
       31 King Street, Norwich, NR1 1PD, United Kingdom
       Tel. +44 8081684555, Email: procurement@flagship-group.co.uk
       Contact: Liga Matroze
       Main Address: https://www.victoryhousing.co.uk/, Address of the buyer profile: https://www.victoryhousing.co.uk/
       NUTS Code: UKH1

   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
      2: 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

   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
      3: Contracting Authority
       Gasway Services Limited, 04158628
       31 King Street, Norwich, NR1 1RE, United Kingdom
       Tel. +44 8081684555, Email: procurement@flagship-group.co.uk
       Contact: Liga Matroze
       Main Address: https://www.gasway.co.uk/, Address of the buyer profile: https://www.gasway.co.uk/
       NUTS Code: UKH1