Contract notice
Section I: Contracting
authority
I.1) Name and addresses
David MacBrayne Ltd
Ferry Terminal
Gourock
PA19 1QP
UK
Contact person: Nicholas Donnelly
Telephone: +44 1475650321
E-mail: nicholas.donnelly@calmac.co.uk
NUTS: UKM
Internet address(es)
Main address: http://www.calmac.co.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10923
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
www.publictendersscotland.publiccontractsscotland.gov.uk
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Other: Ferry Operator, Transport
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Human Capital Management System
II.1.2) Main CPV code
72262000
II.1.3) Type of contract
Services
II.1.4) Short description
David MacBrayne Ltd (DML) require the provision of a modern, cloud based, commercial, off the shelf and market-proven human capital management (HCM) solution, incorporating HR, payroll, learning and development, and workforce management functionality.
II.1.5) Estimated total value
Value excluding VAT:
1 300 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
72262000
48000000
II.2.3) Place of performance
NUTS code:
UKM
II.2.4) Description of the procurement
David MacBrayne Ltd (DML) is the parent company of two major subsidiary businesses CalMac Ferries Ltd and Solent Gateway Ltd. The group also has two human resource subsidiaries which support the business, David MacBrayne HR (UK) Ltd and Caledonian MacBrayne Crewing (Guernsey) Ltd.
DML's minimum requirement is for a modern, cloud-based, commercial, off the shelf and market-proven human capital management (HCM) solution, incorporating HR, payroll, learning and development and workforce management functionality. End of minimum requirement.
The HCM solution may be delivered either by a single provider or a consortium. All components of the solution must interface with one another.
Central to DML's requirement is software which:
— will provide self service functionality for employees of DML Group companies and back office functionality for the following areas: human resources; learning/training management; rostering (Workforce Management) and payroll;
— will make the creation and management of employees’ rosters easier and more efficient;
— will enable operational efficiencies in the HR, payroll, crewing and learning and development teams;
— requires zero development effort to satisfy DML's required outcomes;
— can be supported through implementation services including configuration, training and business change;
— can be implemented in collaboration with DML to achieve go-live within 12 months or less, following contract award.
Note that suppliers will be expected to collaborate with DML to determine an effective implementation approach during procurement.
The contract for this service will be let for an initial 3-year duration, which will include an implementation period and a period of live running, followed by four, auto-renewed periods of 12 months, each of which is at DML's option. In advance of each renewal, DML may elect not to renew at 6 months’ notice. The total contract duration is up to 7 years.
DML will contract with the most economically advantageous bidder.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 50
Price
/ Weighting:
50
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 shall operate for a term of 3 years with an option to extend for up to an additional four 12-month periods.
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 3
Objective criteria for choosing the limited number of candidates:
The procurement will be conducted through the use of the competitive procedure with negotiation. All queries about this procurement must be made via the PCS-T messaging system.
The process we will apply is:
Statements including the specific requirements can be found within section III.1.3) of the contract notice.
Bidders must pass the minimum standards sections of the ESPD(Scotland).
Part III and Section B and D of Part IV will be scored on a pass/fail basis and section C of part IV of the ESPD(Scotland) will be scored in the following way:
Questions 4C 1.2 of the ESPD will be scored using the following methodology:
100 = Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.
75 = Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.
50 = Acceptable. Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar Nature.
25 = Poor. Response is partially relevant but generally poor. The response shows some elements of relevance to the criterion but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/capacity/capability.
0 = Unacceptable. Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability relevant to this criterion.
The responses to the questions at section III.1.3) of the contract notice will be weighted in the following way. Please see ESPD (Scotland) Question 4C.1.2: 100 %. A full breakdown of the sub-criteria is provided at III.1.3).
DML will take a minimum of three highest scoring bidders through and they will be invited to submit a tender.
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
Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
List and brief description of selection criteria:
Please refer to these statements when completing section 4B of the ESPD (Scotland)
Statement for 4B
Bidders must demonstrate a return on capital employed at a ratio of greater than zero. Ratio will be calculated as follows: net profit after tax divided by net assets (Total assets less current liabilities).
Bidders must demonstrate a current ratio of greater than 1.
Current ratio will be calculated as follows: net current assets divided by net current liabilities.
There must be no qualification or contra-indication from any evidence provided in support of the bidder's economic and financial standing.
Statement for 4B1.1
Bidders must provide their (‘general’) yearly turnover for the last 3 financial years.
Statement for 4B5.1-3
It is a requirement for this contract that bidders hold or commit to obtain prior to the commencement of any subsequently awarded contract the types of Insurance indicated below:
Employer's (Compulsory) liability insurance = GBP 5 Million,
Public liability insurance = GBP 5 Million,
Professional indemnity insurance = GBP 5 Million.
III.1.3) Technical and professional ability
List and brief description of selection criteria:
This ESPD is designed to allow DML to review evidence of prior experience and should not make forward-looking statements or predict where products or features may have utility for DML.
Q4C 1.2 of the ESPD (Weighting 100 %) — Bidders will be required to provide examples that demonstrate that they have the relevant experience to deliver the human capital management system as described in part II.2.4) of the OJEU contract notice. The question is split into six weighted sections and should be from the last 3 years as follows:
— Please evidence that your human capital management (HCM) product is a cloud based Commercial Off-The-Shelf software solution incorporating HR, payroll, learning and development and workforce management functionality. Please also evidence that a common, consistent version of the software is in use with organisations of 1 000 users or more. Your response must include at least two examples (Weighting 45 %).
— Please evidence how you have supported customers in the period between contract award and the handover of the HCM solution to ‘business as usual’. In particular, please provide examples of how you have supported those organisations through end user training and business change. Please also evidence that your full human capital management (HCM) solution has been implemented successfully within a 12-month period from contract start to go-live. Please provide at least two examples from the past 3 years (Weighting 20 %).
— Please provide examples where your HCM software has been used to achieve custom integrations using its standard API set. Please provide two or more examples from recent client implementations. Examples might include integration with finance systems or third-party learning platforms (Weighting 15 %).
— Please demonstrate where your human capital management solution has delivered enhanced reporting and analytical capability to your clients. Please include examples of two client implementations, stating how these clients have used this capability and the value it has added (Weighting 20 %).
Q4C.7 of the ESPD (Weighting Pass/Fail) — bidders will be required to produce certificates drawn up by independent bodies attesting that the bidder complies with the required environmental management systems or standards in accordance with BS EN ISO 14001:2015 (or equivalent) or produce other means of proof concerning required environmental management systems or standards.
Q4D.1 of the ESPD (Weighting Pass/Fail) Bidders will be required to produce certificates drawn up by independent bodies attesting that the bidder complies with the required quality assurance standards in accordance with BS EN 9001:2015 (or equivalent) or produce other means of proof concerning their quality assurance schemes.
III.2) Conditions related to 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:
10/08/2020
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
28/08/2020
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:
Yes
Estimated timing for further notices to be published:
12 months before contract end date.
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
Estimated value of the initial term is GBP 1 300 000.
Estimated value including four 12-month extensions is GBP 2 300 000.
Questions in the ITT will be scored using the following methodology:
100 = Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.
75 = Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.
50 = Acceptable. Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar nature.
25 = Poor. Response is partially relevant but generally poor. The response shows some elements of relevance to the criterion but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/ capacity/capability.
0 = Unacceptable. Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability relevant to this criterion.
Award criteria questions can be found in the ITT together with the weightings.
Competitive procedure with negotiation explanation — competitive procedure with negotiation (CPN) this is a two-stage procedure run along the same lines as a restricted procedure. This requires interested parties to complete a pre-qualification stage by submitting a European Single Procurement Document (ESPD) before being invited to submit a tender. This down selection process allows us to limit the number of parties receiving the full tender and moving forward to the negotiation phase(s).
Under CPN tenders are submitted from down selected suppliers and are then subject to evaluation and negotiation and then re-submitted to finalise positions and allow selection of a preferred bidder.
The buyer is using PCS-Tender to conduct this PQQ exercise. The project code is 16527. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
(SC Ref:624920)
VI.4) Procedures for review
VI.4.1) Review body
Sheriff Court House
1 Nelson Street
Greenock
PA15 1TR
UK
Telephone: +44 1475787073
E-mail: greenock@scotcourts.gov.uk
VI.5) Date of dispatch of this notice
09/07/2020