Voluntary ex ante transparency notice
Directive 2014/24/EU
Section I: Contracting
authority
I.1) Name and addresses
London Borough of Hammersmith and Fulham
Hammersmith Town Hall, King Street, Hammersmith
London
W6 9JU
UK
Telephone: +44 2087483020
E-mail: procurement@lbhf.gov.uk
NUTS: UKI33
Internet address(es)
Main address: www.lbhf.gov.uk
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Business services
II.1.2) Main CPV code
79000000
II.1.3) Type of contract
Services
II.1.4) Short description
LB Hammersmith & Fulham (LBHF) proposes to enter into a shared services arrangement with other public bodies for the purpose of cooperating in respect of the provision of corporate services to the public bodies who form part of the shared services arrangement (including LBHF).
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
9 665 000.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
66000000
66100000
66141000
66170000
66520000
66523100
66600000
79200000
79211110
79222000
79400000
79412000
79414000
79600000
79631000
79999200
II.2.3) Place of performance
NUTS code:
UKI33
Main site or place of performance:
London.
II.2.4) Description of the procurement
There is an existing joint working agreement ("JWA") in relation to shared corporate services between Hampshire County Council (HCC), Hampshire Fire and Rescue Authority, The Chief Constable of Hampshire Constabulary, The Police and Crime Commissioner for Hampshire and Oxfordshire County Council ("the Existing Partners"). LBHF and the Existing Partners will enter into a Deed of Accession to enable the "on-boarding" of LBHF to the JWA as an "Operational Partner".
Together, the Existing Partners and LBHF will be referred to as "the Partners" or "the Partnership".
The Corporate Services from which LBHF will benefit as part of the collaboration between the Partners are expected to include:
- Human resource services (including Transactional HR administration, recruitment, payroll and expenses, pensions employer administration services, DBS checks, workforce reporting);
- Finance services (including income and billing, cash management and debt collection, general ledger maintenance and systems control, financial management and reporting tools, planning, budgeting and forecasting tools, banking services, accounts payable and VAT and Tax advisory services);
- Purchase to Pay (including purchasing services, invoice processing and payments);
- Treasury management services;
- Pension fund administration services;
- Pension fund accounting and pension fund committee/board support.
Before the services from which LBHF will benefit become operational, there will be a period of "on-boarding" which will take place during an "interim period". During the interim period, the services from which LBHF will benefit will be integrated with those that already form part of the JWA. At the end of the interim period, it is envisaged that variations will be made to the Deed of Accession (by way of a Deed of Variation) in order to confirm the precise services from which LBHF will benefit and any changes required to be made to the partnership as a result.
HCC has already (on behalf of the Partners) procured Deloitte LLP through a framework to provide consultancy services to the Partners in respect of the "on-boarding" of LBHF to the JWA. LBHF and HCC will also enter into a "back to back Agreement" in order to pass on to LBHF services provided by Deloitte LLP and also to deal with services that will be undertaken by HCC in relation to the on-boarding process.
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 IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Award of a contract without prior publication of a call for competition
Justification for selected award procedure:
The procurement falls outside the scope of application of the Directive
Explanation:
By entering into the Deeds of Accession & Variation the Contracting Authority (LBHF) will join the existing cooperative arrangements between the Existing Partners in respect of corporate services. In doing so, it will rely on the exemption found in Reg. 12(7) of the Public Contract Regulations 2015 (PCR)/ Art. 12(4) of Directive 2014/24/EU.
The Deeds will implement a cooperation between the Partners with the aim of ensuring that public services they have to perform are provided with a view to achieving objectives they have in common. All the Partners are public bodies who share the objectives of performing their public functions efficiently and cost-effectively including by way of sharing their corporate services.
During the "interim period" (i.e. the period during which the services from which LBHF will benefit are integrated with services that already from part of the JWA), LBHF will exercise its influence through representation on the project boards set up for that purpose.
When the Interim Period is complete and the services are successfully integrated into the cooperation, LBHF will participate in the JWA as a partner and therefore will be a member of the "Operational Forum" (OF). The OF (amongst other things) makes recommendations on strategic matters (such as the Annual Service Plan, Budget and development plans for the cooperation) to the Strategic Direction Board. The OF also has its own decision-making powers in relation to the operation and management of the Cooperation.
The implementation of the cooperation is governed by considerations relating solely to the public interest. Payments will be made on the basis of reimbursement of costs only rather than on a profitable basis.
The Partners will perform on the open market less than 20 % of the activities concerned by the cooperation.
All the constituent elements of Reg 12(7) PCR/ Art. 12(4) of the directive will, therefore, be satisfied.
Deloitte LLP will provide consultancy services in relation to the on-boarding of LBHF to the JWA, and these have been procured through a framework by HCC.
HCC will also undertake some services in respect of the on-boarding. These are part and parcel of the wider collaboration and are to be reimbursed solely at cost. Only HCC is in a position to undertake these services as they are specific to the wider cooperation. To the extent that it is necessary to do so, as well as Reg. 12(7), LBHF also relies on Reg. 32(2)(b) in respect of the Interim Period.
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
Section V: Award of contract/concession
V.2 Award of contract/concession
V.2.1) Date of conclusion of the contract/concession
18/12/2017
V.2.2) Information about tenders
The contract has been awarded to a group of economic operators:
Yes
V.2.3) Name and address of the contractor
THE POLICE AND CRIME COMMISSIONER FOR HAMPSHIRE
Winchester
UK
NUTS: UKJ3
The contractor is an SME:
No
V.2.3) Name and address of the contractor
OXFORDSHIRE COUNTY COUNCIL
Oxford
UK
NUTS: UKJ14
The contractor is an SME:
No
V.2.3) Name and address of the contractor
HAMPSHIRE COUNTY COUNCIL
Winchester
UK
NUTS: UKJ3
The contractor is an SME:
No
V.2.3) Name and address of the contractor
HAMPSHIRE FIRE AND RESCUE AUTHORITY
Leigh Road,
Eastleigh
SO50 9SJ
UK
NUTS: UKJ32
The contractor is an SME:
No
V.2.3) Name and address of the contractor
THE CHIEF CONSTABLE OF HAMPSHIRE CONSTABULARY
Winchester
UK
NUTS: UKJ36
The contractor is an SME:
No
V.2.4) Information on value of the concession and main financing terms (excluding VAT)
Total value of the concession/lot:
9 665 000.00
GBP
V.2.5) Information about subcontracting
The contract/concession is likely to be subcontracted
Section VI: Complementary information
VI.3) Additional information
The figures provided in II.1.7 and V.2.4 equate to the initial implementation costs plus 4 years of annual costs.
VI.4) Procedures for review
VI.4.1) Review body
HIgh Court, Royal Court of Justice
The Strand
London
WC2A 2LL
UK
VI.5) Date of dispatch of this notice
20/12/2017