CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Online timesheet system

2.2

Description of the goods or services required

Tender Brief

Careers Wales is seeking to purchase a Timesheet Solution capable of delivering the organisations requirements under the various contracts we hold as well as being able to manage the requirements of our flexi time system. . Each contract requires that we submit a detailed timesheet listing the number of hours worked on the project and a narrative capability to allow the user to input details of the work undertaken on the project. We would need to be able to extract a report for each project detailing the numbers of hours worked on the project broken down into the various staff hours that make up the final total.

.Essential

Timesheets to be submitted on a monthly basis and to be approved by the line manager

Maximum of 16 hours can be carried forward from one month to the next (if an employee has accrued more than 16 hours, the excess will be lost)

A debit of up to 12 hours can be carried forward from one month to the next

Reasons for absence can be recorded e.g. holiday, sick, non-working day, time off for dependants etc

Once an employee submits a timesheet, they should no longer be allowed to amend it (and should not be able to amend historical timesheets)

The number of flexi days that can be taken per month is limited to 2 (or 4 half days) – this would need to be calculated in days not hours as the number of hours will vary for part-time staff

Flexi balance to calculate on at least a weekly basis, ideally it would be done on a daily basis

Able to cope with a variety of working patterns with varied daily hours i.e. not everyone works 7.4 hours a day, we have staff who work part time, school term time.

To set up the system: Employee data should be able to be imported via a spreadsheet

Project time allocation – we need to allow staff the ability to allocate time to up to 9 projects

Staff would need to add narrative to the time allocated to each project

Reporting structure which will provide a detailed breakdown of each project highlighting the numbers of hours worked on a monthly basis and a whole project lifetime report.

Automatic email reminders to chase up timesheets that have not been submitted by a particular deadline

Desirable

The ability to export the raw data from the system on an ad hoc basis

Able to enforce a minimum of 30 minutes lunch break and a maximum of 2 hours (lunch can only be taken between 12pm and 2pm)

The following 2 points are desirable but there may be a small number of employees that this does not apply to;

Able to enforce earliest start time is 8am and latest start time is 10am

Able to enforce earliest finish time is 3.30pm and latest finish time is 7pm

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=30409.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

Estimated Tender Value: £100,000 over the lifetime of the contract which will be initially for two years with an option to extend for another 2 years.

3 Conditions for Participation

3.1

Minimum standards and qualification required

1. Tendering Terms

1.1 CCDG reserves the right to reject or disqualify a Tenderer where:

1.1.1 the tender is submitted late, is completed incorrectly, is incomplete or fails to meet the CCDG's submission requirements.

1.1.2 the Tenderer is guilty of serious misrepresentation in relation to its application and / or the process; and / or

1.1.3 the Tenderer contravenes any of the terms and conditions of this tender; and/or

1.1.4 there is a change in identity (including where applicable the make up of consortia), control, financial standing or other factor impacting on the evaluation process affecting the Tenderer; and/or

1.1.5 where the pricing of a tender is abnormally low

1.2 The disqualification of a Tenderer will not prejudice any other civil remedies available to CCDG and will not prejudice any criminal liabilities that such conduct by a Tenderer may attract.

1.3 CCDG further reserves the right to:

1.3.1 cancel the tender process at any stage for any reason;

1.3.2 require a Tenderer to clarify their submission in writing or by means of a clarification meeting and / or provide additional information. (Failure to respond adequately may result in the disqualification of a Tenderer);

1.3.3 amend the terms and conditions of the tender process; and/or

1.3.4 award only part of the contract.

1.4 CCDG reserves the right to withdraw from the tendering process at any stage or to vary the scope of the Products required and CCDG shall not be liable to any Tenderer as a result of this action. In the event that the tender process is cancelled no part of the tender submitted shall be returned to the Tenderer.

1.5 Tenderers acknowledge and agree by their submission that their tender remains open for acceptance by CCDG for six months from the closing date for receipt of tenders.

Communication

1.6 All contact must be made through Paul Powell who will facilitate appropriate contact with other relevant persons. Contact should be made by email to Paul.Powell@careerswales.com

1.7 Tenderers must not in any way canvass or solicit information from any other employee of CCDG or its agents and / or advisers.

Clarification

1.8 Should any Tenderer wish to raise any questions or obtain any further information not contained in the tender or not otherwise publicly available all questions / requests must be submitted to Paul Powell before 5pm on 27th July 2015 to the email address set out in section 1.6

1.9 If a question or request for clarification or further information is not made by the date referred to in section 1.8, CCDG reserves the right not to respond but may, at its own discretion, endeavour to respond to the Tenderer and provide the Tenderer with any additional information to which CCDG has access, but CCDG shall not be obliged to comply with any such request and does not accept any liability or responsibility for failure to provide any such information.

1.10 CCDG will endeavour to respond to queries within seven working days and will advise Tenderers if a longer response time is required due to the nature of the query.

1.11 Tenderers are encouraged to identify issues on which they would like clarification as early as possible in the tendering process and must raise a clarification if any aspect of this tender is not clear to the Tenderer.

Right to Amend

1.12 CCDG reserves the right to issue supplementary documentation at any time during the process in order to clarify any issue or amend any aspect of the tender. All such further documentation issued by CCDG during the tendering process shall be deemed to form part of the tender and shall supersede any part of the tender to the extent indicated. CCDG may exercise the option to extend the tender period and postpone the tender return date, in the event that subsequent documentation is issued or for any other reason.

Confidentiality

1.13 Save as specified below, CCDG and its advisors will keep confidential the tenders and any other information supplied by Tenderers during the tendering process and will use best endeavours to prevent any disclosures by their officers and employees.

1.14 Tenderers must be aware that at key stages in the project CCDG may be obliged to disclose detailed information relating to Tenders to relevant monitoring authorities and to make the key project documents available for private inspection by such authorities.

1.15 Whilst CCDG will be reasonable as regards the protection of commercially sensitive information, it can only do so in the light of the latest published guidance on this area.

Freedom of Information and Environmental Information Statement

1.16 CCDG is subject to The Freedom of Information Act 2000 (“Act”) and The Environmental Information Regulations 2004 (“EIR”).

1.17 As part of CCDG’s duties under the Act or EIR, it may be required to disclose information concerning the procurement process or the Contract to anyone who makes a request.

1.18 If the Tenderer considers that any of the information provided in their tender is commercially sensitive (meaning it could reasonably cause prejudice to the Tenderer if disclosed to a third party) then it should be clearly marked as "Not for disclosure to third parties” together with valid reasons in support of the information as being exempt from disclosure under the Act and the EIR.

1.19 CCDG will endeavour to consult with the Tenderer and have regard to comments and any objections before it releases any information to a third party under the Act or the EIR. However CCDG shall be entitled to determine in its absolute discretion whether any information is exempt from the Act and/or the EIR, or is to be disclosed in response to a request of information. CCDG must make its decision on disclosure in accordance with the provisions of the Act or the EIR and can only withhold information if it is covered by an exemption from disclosure under the Act or the EIR.

Canvassing and non-collusion

1.20 Except as specifically authorised by CCDG, Tenderers shall not approach any other Tenderer or member of CCDG’s staff with a view to seeking information in respect of any part of their submission or proposals or attempting to support or enhance their prospects of their tender being selected.

1.21 Any collusion between Tenderers, combining of Tenderers or transfer of any equity partner, development manager, advisor or subcontractor from one Tenderer to another may lead to the exclusion of the Tenderers involved at the discretion of CCDG.

1.22 Tenderers are required to return the Form Of Tender, Certificate of Non-canvassing and Non-collusive Tendering as set out in Appendices 1, 2 and 3 .

Costs

1.23 All Tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of their tender and the tendering process. Under no circumstances will CCDG, or any of its advisers, be liable for any costs or expenses borne by the Tenderer or any of its consortium members, subcontractors or advisers in this process or for any economic loss or other loss of profit incurred by any Tenderer in relation to the project.

Compliance with Legislation

1.24 Tenderers are deemed to understand fully the processes that CCDG is required to follow under relevant European and UK legislation, particularly in relation to The Public Contracts Regulations 2015(as amended).

1.25 Compliance with all relevant legislation is required both in the contract award procedure and during the term of any resultant contract

Jurisdiction and governing laws

1.26 All aspects of the tendering process shall be governed by and construed in accordance with the laws of England and Wales as applied in Wales and each Tenderer submits to the jurisdiction of the English and Welsh courts.

Disclaimer

1.27 None of CCDG, its advisors, or directors, officers, members, partners, employees, other staff, agents or advisers of any such person:

1.27.1 makes any representation or warranty (express or implied) as to the accuracy, reasonableness or completeness of the information in the tender. Any persons considering making a decision to enter into contractual relationships with CCDG following receipt of the tender should make their own investigations and their own independent assessment of CCDG and its requirement for the Products and should seek their own professional financial and legal advice; or

1.27.2 accepts any responsibility for the information in the tender or for its fairness, accuracy or completeness, nor shall any of them be liable for any loss or damage (other than in respect of fraudulent misrepresentation) arising as a result of reliance on such information or any subsequent communication. Only the express terms of any written contract relating to the subject matter of this tender as and when it is executed shall have any contractual effect in connection with the matters to which it relates. Any such contract will be governed by English and Welsh law.

1.28 Nothing in the tender or other contract documents is or should be relied upon as a promise or representation as to CCDG's ultimate decisions in relation to this project.

1.29 No oral acceptance by CCDG of any offer or outline submissions within an offer shall be valid or binding on CCDG.

Conflicts

1.30 In order to further ensure a fair and competitive process, CCDG requires that all actual or potential conflicts of interest are disclosed, identified and resolved to CCDG ’s satisfaction prior to the submission of Tenders or immediately notified to CCDG in the event that any actual or potential conflict of interest comes to the Tenderer’s attention following the submission of a Tender. In such circumstances CCDG may require further information from Tenderers but reserve the right to disqualify a Tenderer from further involvement.

1.31 CCDG reserves the right to exclude Tenderers from the procurement process should actual or potential conflicts of interest be found by CCDG to confer an unfair competitive advantage on one or more Tenderers or to otherwise undermine a fair and competitive procurement process and, following consultation with the Tenderer, such actual or potential conflicts are not resolved to the satisfaction of CCDG.

2. SELECTION AND EVALUATION

2.1 Selection and Evaluation Criteria

2.1.1 The Tenders submitted by any Tenderers will be evaluated to determine the most economically advantageous Tender.

2.1.2 An initial review will be carried out to confirm completeness, compliance and to identify any significant points which require clarification. If a tender is found to be incomplete or non-compliant it may not be considered further.

2.1.3 The successful tender will be the tenderer which is the most economically advantageous taking account of the criteria and scoring summary set out below

• Quality 40%

• Price 60%

2.2 Quality Criteria

2.2.1 Understanding requirements and adding value (25%)

Suppliers must provide the following information:

• Evidence of their understanding of the tender requirements and how functionality requirements are achieved.

• Usability and functionality of their product via either a pictorial or online walk through of the system indicating how the timesheet facility meets all of the essential criteria and any of the desirable criteria.

• Details of Warranties, Product Support and Training.

• Details of the number of companies that currently use the proposed product and the business sectors that they supply.

2.2.2 Delivery plan (10%)

It should be possible to complete full implementation of the system by September 2015 With specific reference to the description of the requirement/s, working arrangements and expected milestones as stated above, suppliers must submit a detailed contract delivery plan containing the following information:

• A project plan detailing:

o The tasks to be undertaken and milestones to be reached

o The personnel resources to be employed (including where specific tasks are to be undertaken by partners and/or sub-contractors)

o Details of Careers Wales resources required.

2.2.4 Environment (5%)

Careers Wales is committed to improving the environment through sustainable practices. Please provide details of all environment practices which have been incorporated into your company and details of any awards or certificates held.

The above sections will be awarded marks based on the following criteria:

l. Very good or fully compliant submlssion which meets all requirements and is fully explained in comprehensive detail - between 90 and 100% of the marks available

2. Good or fully compliant submission, which meets all the requirements and is explained in reasonable detail - between 70% and 80% of the marks available.

3. Satisfactory or compliant submission which meets the essential requirements and is explained in adequate detail - between 50% and 60% of the marks available.

4. Weak or partially compliant submission where some areas fall short of requirements and poorly explained - between 30% and 40% of the marks available.

S. Unacceptable or non-compliant (major issues) submission which fails to meet requirements and Is not explained- between 10% and 20% of the marks available.

2.3 Pricing (60%)

Suppliers must provide fully itemised price for the requirements detailed below:

• Product costs

• License costs for 650 concurrent users

• Full Documentation

• Training

• System Maintenance

• Management and Project Reporting Tools

All pricing should be excluding VAT. It must be made clear, which are initial costs and which are ongoing recurring costs. All ongoing costs should be clearly identified for a 4 year period; this should include all maintenance, technical support, upgrades and the cost of any extended warranties. This should also take into account any yearly uplifts in costs relating to the life cycle of the product. Suppliers also need to factor in the cost of additional users.

The total lifetime cost of the product should be clearly detailed in the tender taking into account the criteria listed above.

Scoring Criteria

Option 1

The lowest price submitted will be awarded a score of 60% for price alone, with tenderers thereafter being allocated a relative score which will be 60% less the percentage difference from the lowest price.

E.g. Pricing criteria declared in the tender as 60%, with three separate tendered bids received – Bid 1 £40,000, Bid 2 £60,000 and Bid 3 £80,000: -

Bid 1 would receive a score of 60

Bid 2

(£20,000/£40,000) 50% higher

60% - (60% * 50.0) = a score of 30

Bid 3

(£40,000/£40,000) 100% higher

35% - (35% * 100.00*) = a score of 0

.

3. TENDER SUBMISSION ARRANGEMENTS

Content of Tenders

3.1 You must, in English

3.1.1 complete one copy of the Certificate of Non-Collusive tendering (Appendix 2)*

3.1.2 complete one copy of the Certificate against Canvassing (Appendix 3)*

3.1.3 provide 3 hard copies of a detailed submission which fully provides all the information and answers required. Your response should also be structured around the contract award criteria detailed above.

3.1.4 provide the name, address, telephone, fax and electronic mail numbers or IDs of the person(s) dealing with this procurement. Some indications of their level of responsibility and their authority to commit the service provider to a course of action is required.

3.2 Do not send any brochures, marketing material or promotional information as these will not be considered by CCDG when evaluating your Tender response.

3.3 Tenders must not be qualified in any way.

3.4 You must sign each of the documents marked with an asterisk (*) above:

3.4.1 with your usual signature if a sole trader

3.4.2 by at least two authorised partners with their usual signature if a partnership, and a copy of the power of attorney authorising them to sign on behalf of the partnership, if appropriate, and

3.4.3 if a limited company or LLP by 2 authorised persons, giving the legal name of the Company or LLP.

3.5 All signatures must be witnessed.

3.6 Your full business/name and main office address must also be provided on all documents. This should be the registered name and address in the case of companies and LLPs.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

Cspp001

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

1.1 Additional Information

1.2 They should be clearly marked “Strictly Confidential - CCDG: Timesheet System Contract” and be in plain sealed packaging addressed to Paul Powell at the address shown in the Form of Tender.

1.3 Tenders may be submitted by:

1.3.1 registered post; or

1.3.2 recorded delivery (including couriers); or

1.3.3 hand.

1.4 The outer covering of the packages, or any franking thereon must not bear any sign or reference which might indicate the identity of the Tenderer.

1.5 Failure to fully complete the documents, provide all the information required or meet the above requirements may result in your tender not being considered by CCDG.

1.6 Set out below is the proposed procurement timetable that is intended as a guide and although it is not intended to depart from this it reserves the right to do so at any stage.

Notice date 14/07/2015

Closing date and receipt of tender 3/08/2015

Estimated date of award 24/08/2015

1.7 All unsuccessful Tenderers will be provided with an “unsuccessful letter” notifying them of the outcome of the evaluation exercise and the name of the successful tenderer/s.

(WA Ref:30409)

5.2

Additional Documentation

5.3

Publication date of this notice