Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Qualifications Wales
Q2 Building, Pencarn Lane, Imperial Park
Newport
NP10 8AR
UK
Telephone: +44 1633373205
E-mail: procurement@qualificationswales.org
NUTS: UKL2
Internet address(es)
Main address: http://www.qualificationswales.org
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA41978
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://etenderwales.bravosolution.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://etenderwales.bravosolution.co.uk
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:
https://etenderwales.bravosolution.co.uk
I.4) Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local subdivisions
I.5) Main activity
Education
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Finance, Expenses & HR Cloud Software
Reference number: QW202109
II.1.2) Main CPV code
48000000
II.1.3) Type of contract
Supplies
II.1.4) Short description
The provision of Finance, Expenses and HR cloud software (SAAS or other similar hosted arrangement) to include software licensing, implementation, training, support and other services.
II.1.5) Estimated total value
Value excluding VAT:
330 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
Lots 1 and 2 - should the same bidder be the preferred provider for both lots following completion of the evaluation process.
II.2) Description
Lot No: 1
II.2.1) Title
Finance and Expenses Cloud Software
II.2.2) Additional CPV code(s)
48442000
48443000
48812000
48440000
48490000
72260000
72261000
72263000
72265000
72266000
72267000
72267100
72268000
II.2.3) Place of performance
NUTS code:
UKL21
Main site or place of performance:
Newport, Wales
II.2.4) Description of the procurement
We require the finance cloud software to be a COTS product and have the following functionality:
General ledger
P2P and purchase ledger
Cash book
Project accounting
Fixed assets
Workflow
Reporting
Expenses (optional. We may decide not to contract for this element).
Sales ledger (not currently used)
Web service API interface option preferred
Interface with MS Office
Support bilingual remittances (Welsh & English).
Interface with the HR software(lot 2)
We require software licensing, implementation services, training (core users and train the trainer), ongoing support and services.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
230 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewal: Yes
Description of renewals:
Option to extend for up to 10 further years on a biennial basis.
II.2.9) Information about the limits on the number of candidates to be invited
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
HR Cloud Software
II.2.2) Additional CPV code(s)
48450000
72260000
72261000
72263000
72265000
72266000
72267000
72267100
72268000
II.2.3) Place of performance
NUTS code:
UKL21
Main site or place of performance:
Newport, Wales
II.2.4) Description of the procurement
We require the HR cloud software to be a COTS product and have the following functionality:
Establishment
Employee records
Absence management
HR management
Self-service portal (bilingual - Welsh & English)
Recruitment (bilingual - Welsh & English)
Flexi Time Management
Performance Management
Workflow
Reporting
Web service API interface option preferred
Interface with MS Office
Interface with the Finance software(lot 1)
We may choose to defer introduction of the recruitment, flexi-time and performance management requirements or may not implement at all during the life of the contract.
We require software licensing, implementation services, training (core users and train the trainer), ongoing support and services.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
100 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewal: Yes
Description of renewals:
Option to extend for up to a further 10 years on a biennial basis.
II.2.9) Information about the limits on the number of candidates to be invited
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.1.2) 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
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2020/S 134-331326
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
04/11/2020
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.7) Conditions for opening of tenders
Date:
04/11/2020
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.3) Additional information
The estimated contract value is based on licensing, implementation and support for an initial period of 5 years.
Instructions for submitting a tender for one or both lots:
1. Interested organisations should register on etenderwales at https://etenderwales.bravosolution.co.uk
2. Once registered, you must express an interest as follows:
a. login to etenderwales
b. select ‘ITT’
c. select ‘ITTs Open to All Suppliers’
d. access the listing relating to the ITT: itt_83239 — Lot 1 Finance and/ or itt_83820 - Lot 2 HR
e. click on ‘Express Interest’ button
f. once you have expressed interest, the ITT will move to ‘my ITTs’ where you can download and where you can construct your reply. N.B documents are attached to the relevant question in the qualification, technical or commercial response envelope
g. you must publish your reply using the ‘publish’ button
h. for any support in submitting your ITT, please contact the please contact the etenderwales help desk on 0800 3684852
i. A pre-recorded webinar is planned to be issued w/c 19 October to organisations that have expressed an interest in bidding on etenderwales to explain the process. Further details will be provided via etenderwales.
QW published a PIN in relation to this procurement on 14/7/2020 and therefore the time limit for receipt of tenders has been reduced to 23 calendar days as allowed under PCR2015 (minimum time limit is 15 calendar days).
NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=104581
(WA Ref:104581)
The buyer considers that this contract is suitable for consortia.
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
09/10/2020