Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Octavia Housing
Emily House, 202-208 Kensal Road
London
W10 5BN
UK
E-mail: itss@octavia.org.uk
NUTS: UK
Internet address(es)
Main address: www.octavia.org.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA25007
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://bit.ly/3cROJLL
Additional information can be obtained from another address:
ITSS
39 Osborne Drive
Belfast
BT9 6LH
UK
Contact person: Michael Hully
Telephone: +44 7880504615
E-mail: itss@octavia.org.uk
NUTS: UK
Internet address(es)
Main address: www.octaviahousing.org.uk
Tenders or requests to participate must be sent electronically to:
https://www.sell2wales.gov.wales/Search/search_mainpage.aspx
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://www.sell2wales.gov.wales/helpandresources/suppliers
I.4) Type of the contracting authority
Other: Housing Association
I.5) Main activity
Housing and community amenities
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Finance and HR/Payroll software solution(s)
II.1.2) Main CPV code
48000000
II.1.3) Type of contract
Supplies
II.1.4) Short description
Cloud hosted Financial software system and HR&Payroll software system with implementation, training, integration and support services
II.1.5) Estimated total value
Value excluding VAT:
1 000 000.00
GBP
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:
Lot1: Financial System and Lot2: HR&Payroll system
II.2) Description
Lot No: 1
II.2.1) Title
Cloud Hosted Finance software with implementation, training and integration services
II.2.2) Additional CPV code(s)
48000000
72263000
II.2.3) Place of performance
NUTS code:
UKI33
Main site or place of performance:
Octavia Housing, Emily House, 02-208 Kensal Road, W10 5BN
II.2.4) Description of the procurement
A Cloud hosted Financial system covering Income, Payments, Asset&Liability register, reporting, Cash Management, Budgeting&Forecasting plus implementation, integration and ongoing support 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:
650 000.00
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:
Additional annual extensions to a maximum or 5 further years
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Objective criteria for choosing the limited number of candidates:
Maximum 4 based on capability to deliver core requirements. Weighted scorecard as detailed in PQQ advisory document.
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
II.2.14) Additional information
Anticipated Finance user numbers are 25 core users and 100 to 160 light users for workflows/reports etc.
Lot No: 2
II.2.1) Title
Cloud Hosted HR&Payroll software with implementation services
II.2.2) Additional CPV code(s)
48000000
72263000
II.2.3) Place of performance
NUTS code:
UKI33
Main site or place of performance:
Emily House, 202-208 Kensal Road, London W10 5BN
II.2.4) Description of the procurement
Cloud hosted Human Resource Management&Payroll software solution with implementation, training, integration and support 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:
350 000.00
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:
Addtional annual extensions to a maximum of 5 additional years
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Objective criteria for choosing the limited number of candidates:
Maximum 4 based on capability to deliver core requirements. Weighted scorecard as detailed in PQQ advisory document.
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
II.2.14) Additional information
Expected user numbers are 12 core users and 450 employees with access to HR self service functions
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
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.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
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:
13/07/2020
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
13/07/2020
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.3) Additional information
Documents are available from the Contract Notice on the https://www.sell2wales.gov.wales/ and questions and document submissions are to be made via the Postbox faciity on that portal.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=102231.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://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.
(WA Ref:102231)
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
12/06/2020