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Summary

OCID:
Published by:: Fife Housing Association
Authority ID:: AA50089
Publication date:: 17 November 2016
Deadline date:: 23 December 2016
Notice type:: Contract Notice
Has documents:: No
Has SPD:: No
Has Carbon Reduction Plan:: N/A

Abstract

A fully integrated, single supplier HR, Payroll and Finance system which is either on-premise or SaaS provisioned.

The high level requirements of the solution are:

* General Requirements *

— A fully integrated HR, Payroll & Finance System.

— A solution that is delivered as either a Software as a Service (SaaS) or On-Premise that is operated within the European Economic Area (EEA).

— Common functional requirements and System wide functions.

— The system should provide a set of Restful web based API's to enable integration with other FHG owned systems.

— A system which can be integrated to AD for Single Sign On.

— A system that can hold and enable FHG to build additional and customised fields.

— Ability to easily customise and brand communications from the system.

— Ability to create user reports and dashboards to support quality analytics and business intelligence.

* HR Requirements *

— HR Core — employee records, job role, job history, training, organisation charts, onboarding, etc.

— Recruitment — Note: FHG currently operate recruitment using a manual system MS Word based.

— Candidate Application Processing.

— Streamlined, time saving and intuitive On-boarding recruited staff into business.

— Comprehensive Self-Service Features.

— Time and attendance.

— Absence management.

*Payroll Requirements *

— Manage different types payroll runs at any time during the month.

— Multiple employee payment methods and allowances.

— Supports multiple pay types e.g. SMP, SAP, SPP, OSP, PRP, etc.

— Electronic pay slips.

— Ability to make BACS and CHAPS payments outside of the payrun.

— Option to run Payroll using either in house staff or a Bureau service.

— Pensions e.g. Social Housing Pension Scheme, Local Government Pension Scheme, etc.

— RTI Compliance and integration.

— Needs to be able to receive pay instructions from the HR system, or other systems, to trigger variable payments.

— Payment of overtime etc. through information entered on the HR system.

* Finance Solution *

— Managing general ledger and GL coding structure.

— Debtors Ledger.

— Fixed Asset management.

— Easy to use and configure workflow.

— Electronic Purchase Order generation, management and reconciliation.

— Multiple ledgers.

— Cashbook functionality.

— Third party supplier portal.

— Purchase to Pay (P2P) functionality.

Full notice text

Contract notice

Section I: Contracting authority

I.1) Name and addresses

Fife Housing Group

7 Pitreavie Court, Pitreavie Business Park

Dunfermline

KY11 8UU

E-mail: chris.shaw@shawc.co.uk

NUTS: UKM22

Internet address(es)

Main address: http://www.fifehg.org.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11022

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:

http://www.publiccontractsscotland.gov.uk/

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be sent electronically to:

http://www.publiccontractsscotland.gov.uk/

I.4) Type of the contracting authority

Body governed by public law

I.5) Main activity

Housing and community amenities

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Integrated HR, Payroll and Finance System.

II.1.2) Main CPV code

48000000

II.1.3) Type of contract

Services

II.1.4) Short description

Fife Housing Group (FHG) requires a fully integrated, single supplier HR, Payroll and Finance system that is either an on-premise solution or SaaS provisioned.

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

48000000

II.2.3) Place of performance

NUTS code:

UKM22

Main site or place of performance:

7 Pitreavie Court, Pitreavie Business Park, Dunfermline, Fife, KY11 8UU.

II.2.4) Description of the procurement

A fully integrated, single supplier HR, Payroll and Finance system which is either on-premise or SaaS provisioned.

The high level requirements of the solution are:

* General Requirements *

— A fully integrated HR, Payroll & Finance System.

— A solution that is delivered as either a Software as a Service (SaaS) or On-Premise that is operated within the European Economic Area (EEA).

— Common functional requirements and System wide functions.

— The system should provide a set of Restful web based API's to enable integration with other FHG owned systems.

— A system which can be integrated to AD for Single Sign On.

— A system that can hold and enable FHG to build additional and customised fields.

— Ability to easily customise and brand communications from the system.

— Ability to create user reports and dashboards to support quality analytics and business intelligence.

* HR Requirements *

— HR Core — employee records, job role, job history, training, organisation charts, onboarding, etc.

— Recruitment — Note: FHG currently operate recruitment using a manual system MS Word based.

— Candidate Application Processing.

— Streamlined, time saving and intuitive On-boarding recruited staff into business.

— Comprehensive Self-Service Features.

— Time and attendance.

— Absence management.

*Payroll Requirements *

— Manage different types payroll runs at any time during the month.

— Multiple employee payment methods and allowances.

— Supports multiple pay types e.g. SMP, SAP, SPP, OSP, PRP, etc.

— Electronic pay slips.

— Ability to make BACS and CHAPS payments outside of the payrun.

— Option to run Payroll using either in house staff or a Bureau service.

— Pensions e.g. Social Housing Pension Scheme, Local Government Pension Scheme, etc.

— RTI Compliance and integration.

— Needs to be able to receive pay instructions from the HR system, or other systems, to trigger variable payments.

— Payment of overtime etc. through information entered on the HR system.

* Finance Solution *

— Managing general ledger and GL coding structure.

— Debtors Ledger.

— Fixed Asset management.

— Easy to use and configure workflow.

— Electronic Purchase Order generation, management and reconciliation.

— Multiple ledgers.

— Cashbook functionality.

— Third party supplier portal.

— Purchase to Pay (P2P) functionality.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 120

This contract is subject to renewal: Yes

Description of renewals:

There would be three potential renewals, subject to satisfactory performance of the system and supplier. Each renewal would be for 2 years.

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

II.2.14) Additional information

The contract is for a maximum of 10 years. The initial period would be up to 4 years (including implementation) with a possible 3 extensions of 2 years each.

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:

Fife HG will carry out a Dunn & Bradstreet check on all applicants to confirm they are financially sound.

Minimum level(s) of standards required:

The Dunn & Bradstreet rating required to pass this criteria is Average or above.

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

Open procedure

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: No

IV.2) Administrative information

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 23/12/2016

Local time: 09:00

IV.2.4) Languages in which tenders or requests to participate may be submitted

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Tender must be valid until: 31/03/2017

IV.2.7) Conditions for opening of tenders

Date: 23/12/2016

Local time: 09:00

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: No

VI.3) Additional information

Minimum Levels of Insurance are as follows:

Employer's (Compulsory) Liability Insurance = 5 000 000 or more (GBP)

Public Liability Insurance = 5 000 000 or more (GBP)

Professional Indemnity Insurance = 2 000 000 or more (GBP)

Product Liability Insurance = 2 000 000 or more (GBP)

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=469733

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/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.

The Contracting Authority does not intend to include a sub-contract clause in this contract.

(SC Ref:469733)

Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=469733

VI.4) Procedures for review

VI.4.1) Review body

Fife Housing Association