Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
West Lothian Council
West Lothian Civic Centre, Howden South Road
Livingston
EH54 6FF
UK
Telephone: +44 1506281807
E-mail: cpu@westlothian.gov.uk
Fax: +44 1506281325
NUTS: UKM78
Internet address(es)
Main address: http://www.westlothian.gov.uk/article/2468/Contract-Opportunities
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00140
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
Replacement HR and Payroll System
Reference number: CC7891
II.1.2) Main CPV code
79211110
II.1.3) Type of contract
Services
II.1.4) Short description
West Lothian Council invite tenderers to submit tenders to replace the current HR and Payroll System. The council will welcome tender submissions from tenderers who supply solutions that are hosted either, externally in the “Cloud” or “On Premise”. The tender is divided into 2 lots, lot 1 — cloud solution and lot 2 — on premise solution, tenderers must provide tenders and costs in respect of either one, or, both of these lots. Only 1 award will be made following the overall evaluation of the tenders received for both lots. The council will determine which lot to award based on an assessment of factors, including its available allocation of capital and revenue budget funding and will not necessarily decide which lot to award on the basis of factors contained only within the tender documents and tenderers’ submissions. The council has an anticipated value of 800 000–1 000 000 GBP for the total contract value (including extensions) associated with any new system for the contract term.
II.1.6) Information about lots
This contract is divided into lots:
Yes
II.1.7) Total value of the procurement
Value excluding VAT:
576 989.00
GBP
II.2) Description
Lot No: 1
II.2.1) Title
HR and Payroll Sytem — Cloud Hosted
II.2.2) Additional CPV code(s)
79211110
II.2.3) Place of performance
NUTS code:
UKM78
II.2.4) Description of the procurement
HR and payroll system cloud hosted.
II.2.5) Award criteria
Quality criterion: Quality
/ Weighting: 60 %
Cost criterion: Cost
/ Weighting: 40 %
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
This lot was not awarded.
Lot No: 2
II.2.1) Title
Replacement HR and Payroll System Lot 1 WLC Hosted (On Premise Solution)
II.2.2) Additional CPV code(s)
79211110
II.2.3) Place of performance
NUTS code:
UKM78
II.2.4) Description of the procurement
West Lothian Council invite tenderers' to submit tenders to replace the current HR and Payroll System (Chris 21 and HR21). The solution must be accessible to all staff groups within an office environment or remotely from council supported or person devices. Lot 2 is for On Premise solutions only.
II.2.5) Award criteria
Quality criterion: Functional business requirements
/ Weighting: 30 %
Quality criterion: Non-functional business requirements
/ Weighting: 14 %
Quality criterion: Demonstration — self service
/ Weighting: 4 %
Quality criterion: Demonstration — general HR
/ Weighting: 4 %
Quality criterion: Workforce matters
/ Weighting: 1 %
Quality criterion: Demonstration — payroll
/ Weighting: 7 %
Cost criterion: Total cost for 5 years
/ Weighting: 25 %
Cost criterion: Pre-live implementation costs
/ Weighting: 8 %
Cost criterion: Payment schedule
/ Weighting: 7 %
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
The council has an anticipated value of 800 000–1 000 000 GBP for the total contract value (including extensions) associated with any new system for the contract term.
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:
2018/S 138-315727
Section V: Award of contract
Lot No: 1
Title: HR and Payroll Sytem — Cloud Hosted
A contract/lot is awarded:
No
V.1 Information on non-award
The contract/lot is not awarded
Other reasons (discontinuation of procedure)
Section V: Award of contract
Lot No: 2
Title: Replacement HR and Payroll System Lot 1 WLC Hosted (On Premise Solution)
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
31/01/2019
V.2.2) Information about tenders
Number of tenders received: 1
Number of tenders received from SMEs: 0
Number of tenders received from tenderers from EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 1
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
MidlandHR
Ruddington Hall, Ruddington
Nottingham
NG11 6LL
UK
Telephone: +44 1159457154
Fax: +44 1159405286
NUTS: UKF14
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot:
Total value of the contract/lot:
: 576 989.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.3) 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.
Re: ESPD Q2B, complete information for all company directors, using home address.
TUPE — the incoming contractor is responsible for obtaining legal and professional advice about relevant TUPE implications.
Confidentiality — all information supplied by the Authority must be treated in confidence and not disclosed to third parties except insofar as this is necessary to obtain sureties or quotations for the purpose of submitting the tender. All information supplied by you to the authority will similarly be treated in confidence except:
(i) for any information required to be disclosed or otherwise provided by the Authority to any person in order to comply with the Freedom of Information (Scotland) Act 2002 and any codes of practice applicable from time to time relating to access to public authorities’ information.
The tenderer shall co-operate, facilitate, support and assist the Authority in the provision of this information. In the event the Authority is required to provide information to any person as a result of a request made to it under such Act and/or codes, the Authority shall adhere to the requirements of such act and/or codes in disclosing information relating to this agreement, the project documents and the contractor;
(ii) that references may be sought from banks, existing or past clients, or other referees submitted by the tenderers;
(iii) for the disclosure of such information with regard to the outcome of the procurement process as may be required to be published in the Supplement to the Official Journal of the European Union in accordance with EU directives or elsewhere in accordance with the requirements of UK government policy on the disclosure of information relating to government contracts.
(SC Ref: 576652)
VI.4) Procedures for review
VI.4.1) Review body
West Lothian Council
West Lothian Civic Centre, Howden South Road
Livingston
EH54 6FF
UK
Internet address(es)
URL: http://www.westlothian.gov.uk/article/2468/Contract-Opportunities
VI.5) Date of dispatch of this notice
07/03/2019