Northern Housing Consortium Ltd : HR, Payroll and Training System Requirements

UK-Shipley: Information technology services.

Section I: Contracting Authority
   I.1)Name, Addresses and Contact Point(s):
      Incommunities Group
      The Quays, Victoria Street, Shipley, BD17 7BN, United Kingdom
      Tel. +44 1915661038, Email: mark.cant@consortiumprocurement.org.uk, URL: www.incommunities.co.uk
      Contact: Mark Cant, Attn: Mark Cant
      Electronic Access URL: www.delta-esourcing.com
      Electronic Submission URL: www.delta-esourcing.com

      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:
      Other: Housing Association

   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: SERVICES
   II.1)Description
      II.1.1)Title attributed to the contract by the contracting authority: HR, Payroll and Training System Requirements
      II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES         
         Service Category: 7

         Region Codes: UKE41 - Bradford         
      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:
      Information technology services. The following are the essential minimum requirements which the chosen solution must be capable of providing:

oHR/Payroll must be integrated in one system
oThe system must be able to handle lunar payroll (4 weekly pay)
oThe system must be able to handle complex terms and conditions (ex Local Govt type terms including grade scales, spinal column points, complex overtime, out of hours, shift, standby payments and allowances, holiday calculations by day and hour etc)
oMust comply with legislation (year end, P11ds etc with regular automatic updates to accommodate legislative changes such as min wage etc)
oLocal Govt Pension Scheme capability (LGPS is our designated auto enrolment Pension Scheme)
oAbility to cope with multiple payrolls and pension schemes
oIntegrated reporting solutions (complex reporting ability for example: absence management including short, long term and overall absence by percentage, average days lost to absence per person, average number of periods of absence per person based on Full time equivalent working days available, reasons for sickness absence – reports by whole org, Directorate and team)
oFlexible and scale able system based on fluctuating number of employees and users
oIdeally cloud based – though would consider in house option
         
      II.1.6)Common Procurement Vocabulary:
         72222300 - Information technology services.
            JA02-4 - For computer software
         

      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:
      The key driver in the replacement of the HR and Payroll system are;

Replace the HR and Payroll system to provide a comprehensive HR & Payroll system
To share key employee data and reduce the requirement for interfaces
Ensure the HR and Payroll systems are aligned and fully integrated
Ensure the system implemented is flexible enough to support the future requirements of the HR and Payroll departments
Bring significant improvements in the operational performance and efficiencies of the HR & Payroll processes
Improved and accessible management information and reporting capability
Scope
The scope of the project includes:-

Personnel data
Payroll
Recruitment
Training & Development
Absence Monitoring
Health & Safety
Organisational Structure
Mail merge document production
Reporting
Employee self-service
Workflow functions

There are approximately 50 users of the current HR and Payroll system based at multiple locations. The HR system currently used is ResourceLink.      
      
      II.2.2)Options: Not Provided         
         II.2.3)Information about renewals:
            This contract is subject to renewal: Yes
                           Number of possible renewals: Range between: 1 to 5                   
   II.3)Duration Of The Contract Or Time-Limit For Completion      
         Duration in months: 60 (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:
      Incommunities will pay the provider directly using their standard payment terms
      
      III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
      Consortia bids to be reviewed on their merits but are acceptable
      
      III.1.4)Other particular conditions:
         The performance of the contract is subject to particular conditions: Not Provided      
   III.2)Conditions For Participation
      III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:

      Candidates are deemed to understand fully the processes that the INCOMMUNITIES GROUP is required to follow under relevant European and UK legislation, particularly in relation to EU Procurement Directive 2014/24/EU and the Public Contracts Regulations 2015 that enforce this directive.

Evaluation criteria

Section A - Details of your organisation - for information purposes only.

Section B – Insurance Information – Pass / Fail

Section C – Grounds for rejection – Pass / Fail

Section D – Economic and Financial standing – Pass / Fail

Section E – Technical and professional – Scored (- consider the 9 bullet points listed on pages 7 and 8 of this PQQ )
Q110 marks
Q210 marks
Q310 marks
Q4-10 marks ( up to -10 plus Threshold – PASS/FAIL)
Q5Threshold question – PASS/FAIL
Q6 30 marks ( 10 per reference )

Section F – Policies – Pass / Fail

Section G – Declaration – for information only

Further information can be obtained within the documentation.      
      III.2.2)Economic and financial capacity
         Economic and financial capacity - means of proof required:         
         (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
         (b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
         (c) a statement of the undertaking's overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
         
         Information and formalities necessary for evaluating if requirements are met:
         Financial assessment criteria are determined by Incommunities as appropriate for the specific tender opportunity presented and assessed as a combined understanding of financial health rather than for each criteria, such as turnover, in isolation. Incommunities will seek to understand the financial stability of the organisation from the information provided and Incommunities review will incorporate understanding of the organisation’s turnover, operating profit, cash flow, business operations, historical data, track record, corporate structure, governance, any group financial position and credit rating. Where Incommunities views, from the consolidated information, that there are significant financial or operating risks or inconsistencies in the financial information provided this will likely constitute a fail. Parent company guarantees may be requested if appropriate.
      
      III.2.3)Technical capacity
         Technical capacity - means of proof required         
         (b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: - where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority, - where the recipient was a private purchaser, by the purchaser's certification or, failing this, simply by a declaration by the economic operator;
         (c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator's undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
         (d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking's study and research facilities;
         (e) where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body's agreement, on the production capacities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate;
         (f) the educational and professional qualifications of the service provider or contractor and/or those of the undertaking's managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
         (g) for public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
         (h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years;
         (j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
         
         Information and formalities necessary for evaluating if requirements are met:
         as outlined in the Pre Qualification Questionnaire and / or the Invitation to Tender documents      
      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: 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 number of operators: 1
         
         Objective Criteria for choosing the limited number of candidates:
         Maximum of 5 candidates to be taken through to ITT (those 5 bidders who achieve the highest scores from the PQQ process).   
   IV.2)Award Criteria
      IV.2.1)Award criteria:      
         The most economically advantageous tender in terms of
            The criteria stated below
            Criteria - Weighting
            Quality - 60
            Price - 40

      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: HR,Payroll and Training System Requirements      
      IV.3.2)Previous publication(s) concerning the same contract: No

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



         Payable documents: No       
      
      IV.3.4)Time-limit for receipt of tenders or requests to participate
         Date: 24/06/2015
         Time: 12:00      
      IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates: 06/07/2015      
      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, and the contract will be awarded on the basis of the most economically advantageous tender.

The initial term is 60 months, however there are options to extend annually for a further 5 years e.g. 12months + 12months etc. (subject to satisfactory performance from initial start date of September 2015).

Consortium Procurement are facilitating the tender process on behalf of Incommunities Group.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-Shipley:-Information-technology-services./MJ2MT7W2P7

To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/MJ2MT7W2P7
GO-2015522-PRO-6623000 TKR-2015522-PRO-6622999
   
   VI.4)Procedures For Appeal
      VI.4.1)Body responsible for appeal procedures:
      Incommunities Group
      The Quays, Victoria street, Shipley, BD17 7BN, United Kingdom
      Tel. +44 1274254161, URL: www.incommunities.co.uk

      VI.4.2)Lodging of appeals: Not Provided   
   
      VI.4.3)Service from which information about the lodging of appeals may be obtained:
            Incommunities Group
      The Quays, Victoria street, Shipley, BD17 7BN, United Kingdom
      Tel. +44 1274254161, URL: www.incommunities.co.uk

   VI.5) Date Of Dispatch Of This Notice: 22/05/2015

ANNEX A