Contract notice
Section I: Contracting
authority
I.1) Name and addresses
University of South Wales
Procurement Manager, University of South Wales, Finance Dept, Llantwit Road
Pontypridd
CF37 1DL
UK
Contact person: Tina Struebig
Telephone: +44 1443482383
E-mail: tina.struebig@southwales.ac.uk
NUTS: UKL
Internet address(es)
Main address: https://www.southwales.ac.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0315
I.1) Name and addresses
Wrexham University
Plas Coch, Mold Road
Wrexham
LL11 2AW
UK
Telephone: +44 1978293188
E-mail: arwel.staples@wrexham.ac.uk
Fax: +44 1978293188
NUTS: UKL23
Internet address(es)
Main address: https://www.wrexham.ac.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0288
I.2) Joint procurement
The contract involves joint procurement
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.sell2wales.gov.wales/
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.sell2wales.gov.wales/
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Education
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Provision of External Audit Services to University of South Wales Group & Wrexham University Group
Reference number: 1844
II.1.2) Main CPV code
79210000
II.1.3) Type of contract
Services
II.1.4) Short description
The University of South Wales has a requirement to tender for the provision of External Audit Services to the University of South Wales Group and Wrexham University Group, the parties to this tender.
The University of South Wales Group and Wrexham University Group, parties to this tender, are seeking to appoint external auditors for up to a maximum of five years (three years in the first instance with the option of up to 2 x 1 year extensions on a +1, +1 basis) with effect from 1 August 2024. The appointment would be subject to the continued satisfactory performance by the successful service provider as well as meeting the target of agreed KPI’s.
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for maximum 2 lots
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
Lot 1 & Lot 2
II.2) Description
Lot No: 1
II.2.1) Title
External Audit Services to University of South Wales Group & Wrexham University
II.2.2) Additional CPV code(s)
79210000
79212000
79212300
II.2.3) Place of performance
NUTS code:
UKL15
Main site or place of performance:
Pontypridd, Cardiff, Merthyr - University of South Wales Group Wrexham - Wrexham University
II.2.4) Description of the procurement
The University of South Wales Group and Wrexham University, parties to this tender, are seeking to appoint external auditors for up to a maximum of five years (three years in the first instance with the option of up to 2 x 1 year extensions on a +1, +1 basis) with effect from 1 August 2024. The appointment would be subject to the continued satisfactory performance by the successful service provider as well as meeting the target of agreed KPI’s.
REQUIREMENT OVERVIEW
The Parties to the tender requires the successful provider to deliver an external audit service to include the requirements detailed in the table below.
The tender has been split into two lots for which we will accept bids for individual lots or both lots.
- Lot 1 comprises the University of South Wales and its two colleges, RWCMD and Merthyr College, and Wrexham University. See table in PQQ attached to this notice for full scope.
The primary role of the external auditors will be to report on the financial statements of the parties to this tender and all its subsidiary companies and to carry out whatever examination of the statements, underlying records and control systems is necessary to reach their opinion on the financial statements.
The auditor’s report should state whether funds received from HEFCW(to be known as CTER from August 2024) and other bodies have been applied for the purposes intended and in accordance with HEFCW’s accounts direction, HEFCW’s audit code of practice and the Financial Management Code issued under the Higher Education (Wales) Act 2015 and the latest SORP – please find link https://www.frc.org.uk/accountants/accounting-and-reporting-policy/uk-accounting-standards/statements-of-recommended-practice-(sorps)
In addition to the opinion on the financial statements, the appointed auditors will be required to express an opinion on the University’s Corporate Governance statement. Both Universities are keen to adopt best practice in respect of Corporate Governance and would be interested in any relevant experience, which will assist it in this respect.
The audit of the financial statements is generally undertaken in two stages, an interim audit in June and final fieldwork completed from September onwards.
All financial statements are to be finalised and signed by the relevant committees and board meeting dates in November to allow circulation to HEFCW at the 30 November.
Representatives from the external auditors will be expected to attend the Audit Committee meetings as and when required. Audit Committee meetings take place four times per year. These are during September, November, March and June. Dates will be confirmed.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality of the audit process
/ Weighting: 20
Quality criterion: Risk Management
/ Weighting: 10
Quality criterion: Relationship Management
/ Weighting: 10
Quality criterion: Service Delivery
/ Weighting: 10
Quality criterion: Audit Methodology & Software
/ Weighting: 5
Quality criterion: Terms & Conditions
/ Weighting: 5
Quality criterion: Social Value
/ Weighting: 5
Quality criterion: Interview
/ Weighting: 10
Price
/ Weighting:
25
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
This contract will commence 1st August 2024, subject to the Parties respective Board approval, and will run for an initial 3 year term with an option of up to 2 x 1 year extensions on a +1, +1 basis, subject to agreement by the parties
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
II.2.10) Information about variants
Variants will be accepted:
No
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
Lot No: 2
II.2.1) Title
External Audit Services to the subsidiary companies of both institutions plus Grant audits
II.2.2) Additional CPV code(s)
79212000
79212100
79212300
II.2.3) Place of performance
NUTS code:
UKL15
Main site or place of performance:
Pontypridd, Cardiff, Merthyr - University of South Wales Group;
Wrexham - University of Wrexham
II.2.4) Description of the procurement
The University of South Wales Group and Wrexham University, parties to this tender, are seeking to appoint external auditors for up to a maximum of five years (three years in the first instance with the option of up to 2 x 1 year extensions on a +1, +1 basis) with effect from 1 August 2024. The appointment would be subject to the continued satisfactory performance by the successful service provider as well as meeting the target of agreed KPI’s.
The Parties to the tender requires the successful provider to deliver an external audit service to include the requirements detailed in the table below.
The tender has been split into two lots for which we will accept bids for individual lots or both lots.
- Lot 2 comprises the subsidiary companies of both Institutions plus Grant audits. See PQQ document attached to this notice for full scope of requirements.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality of the audit process
/ Weighting: 20
Quality criterion: Risk Management
/ Weighting: 10
Quality criterion: Relationship Management
/ Weighting: 10
Quality criterion: Service Delivery
/ Weighting: 10
Quality criterion: Audit Methodology & Software
/ Weighting: 5
Quality criterion: Terms & Conditions
/ Weighting: 5
Quality criterion: Social Value
/ Weighting: 5
Quality criterion: Interview
/ Weighting: 10
Price
/ Weighting:
25
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
This contract will commence 1st August 2024, subject to the Parties respective Board approval, and will run for an initial 3 year term with an option of up to 2 x 1 year extensions on a +1, +1 basis, subject to agreement by the parties
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
II.2.10) Information about variants
Variants will be accepted:
No
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
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:
See PQQ for full information
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
III.2.1) Information about a particular profession
Participation is reserved to a particular profession: Yes
Reference to the relevant law, regulation or administrative provision:
See PQQ for full information
III.2.2) Contract performance conditions
Performance monitoring - See PQQ & ITT for full information
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
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Competitive procedure with negotiation
IV.1.5) Information about negotiation
The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
12/04/2024
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
22/04/2024
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
CY
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 5 (from the date stated for receipt of tender)
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
Supplier Engagement Meeting
As part of engaging with prospective suppliers, USW is looking to hold Supplier Engagement meetings in order to introduce the University of South Wales and Wrexham University to you.
The dates scheduled are w/c 25th March 2024 and shall be by appointment only and held On Microsoft Teams
Please email Procurement@southwales.ac.uk to note your interest in attending, providing the following information:
Company name;
Attendees name and role - Please limit attendees to no more than three;
Lot(s) interested in
You are invited to submit any questions you have, in advance of the meetings, via the Sell2Wales Q & A function of this notice. (Please note the below deadline for questions is for the Supplier Engagement meetings only.
This is to ensure that all interested parties have as much information to inform as early in the process as possible. Further questions are allowed in line with the deadline in the tender document prior to the return of PQQ submissions.
Questions, in advance of the meeting, need to be submitted by:
midday, Wednesday 20th March 2024.
These questions will be answered in the meeting(s) and once the meeting is concluded they will be shared via an additional document to this notice for transparency.
Should any questions not be answered during the meeting we will include the answers to them via the additional document also.
NOTE: please submit your questions for the Supplier Engagement Meetings in one posting (if possible) to the Q & A function.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=139607.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
Please see PQQ for full details
(WA Ref:139607)
VI.4) Procedures for review
VI.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
Telephone: +44 2079477501
VI.5) Date of dispatch of this notice
13/03/2024