CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)

I.2)

Type of contracting Authority and Main Activity or Activities

Ministry or any other national or federal authority, including their regional or local sub-divisions National or federal agency/Office Regional or local Authority Regional or local Agency/Office Body governed by public law European Institution/Agency or International Organisation

General public services Defence Public order and safety Environment Economic and financial affairs Health Housing and community amenities Social protection Recreation, culture and religion Education

Origin Housing 2 Ltd

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

II.1.2)

Main site or location of works, place of delivery or performance

II.1.3)

This notice involves

A public contract
The setting up of a Dynamic Purchasing System
The establishment of a framework agreement

II.1.4)

Information on framework agreement (if applicable)

Framework agreement with a single operators
Framework agreement with several operators

Number of participants to the framework agreement envisaged

Duration of the framework agreement

Justification for a framework agreement the duration of which exceeds four years

Estimated total value of purchases for the entire duration of the framework agreement

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

Origin Housing Association Ltd is looking for one or two companies to provide financial services and/or payment collection services.

Financial Operations Services:

Lot 1 is for a company who has the capacity to process large volume of financial transactions and able to reconcile complex control accounts. Transactions to be processed include but not limited to; payment to our suppliers, receipts from our customers for housing rent, service charges and support services.

Payment Collection Provision:

Lot 2 is for a company who can provide a fully managed payment collection service allowing our customers to pay all charges for the services we provide using varied and convenient payment methods.

II.1.6)

Common Procurement Vocabulary (CPV)

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

II.1.8)

Division into lots

one lot only

one or more lots

all lots

II.1.9)

Will variants be accepted

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

II.2.2)

Options

Provisional timetable for recourse to these options

Number of possible renewals

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts

II.3)

Duration of the contract or limit for completion

Section III: Legal, Economic, Financial and Technical Information

III.1)

Conditions Relating to the Contract

III.1.1)

Deposits and guarantees required

III.1.2)

Main Terms of financing and payment and/or reference to the relevant provisions

Payments will be made on a monthly basis by BACs transfer, upon completion of an approved invoice. Payments for additional works will be paid once an invoice has been submitted and approved by the Contract Manager.

III.1.3)

Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

III.1.4)

Other particular conditions to which the performance of the contract is subject

III.2)

Conditions for Participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

If any of your organisation, or any of your organisation's directors (or partners), or anyone in an equivalent position e.g. any other senior managers who hold powers of representation, decision or control, have any convictions relating to any of the offences listed under regulation 23(1), of the Public Contracts Regulations 2006 you will not be able to apply for this contract.

III.2.2)

Economic and financial capacity

III.2.3)

Technical capacity

III.2.4)

Reserved contracts

The contract is restricted to sheltered workshops
The execution of the contract is restricted to the framework of sheltered employment programmes

III.3)

Conditions Specific to Service Contracts

III.3.1)

Is provision of the service reserved to a specific profession?

III.3.2)

Will legal entities be required to state the names and professional qualifications of the personnel responsible for the execution of the service?

Section IV: Procedure

IV.1)

Type of Procedure

Open		Restricted
Accelerated restricted		Negotiated
Accelerated negotiated		Competitive dialogue

Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates

Quality Evaluation:

The final stage is the evaluation of the submission to determine if the company can provide the services to the standard we require. Each quality question will be scored out of 0-5, with the breakdown of the scores below:

Score:

Quality Questions

0

No answer provided. Company excluded from taking any further part.

1

Very weak answer, with the Tenderer failing to demonstrate an understanding of Origins requirements and providing little or no evidence of how the Tenderer will meet them.

2

Weak answer with limited demonstration of understanding Origins requirements and very limited evidence of how the Tenderer will meet them.

3

Satisfactory answer demonstrating some understanding of Origins requirements and some evidence of how the Tenderer will meet them.

4

Good answer demonstrating a good understanding of Origins requirements and good evidence of how the Tenderer will meet them.

5

Excellent answer demonstrating an excellent understanding of Origins requirements and excellent evidence of how the Tenderer will meet them.

Where you have been asked to provide a copy of a policy and or procedure the scoring will reflect the content and how comprehensive it is. We require a copy of the actual working documents in order to determine the quality aspect. These policies and or procedures will be evaluated by a professional in these fields which is why a statement is not acceptable as it provides nothing to evaluate. Each submitted policy/procedure question will be scored out of 0-5, with the breakdown of the scores below:

Score:

Policy and Procedure Requests.

0

No answer or a Statement provided. Company excluded from taking any further part.

1

Very weak answer, with their policy/procedure failing to demonstrate any understanding of the requirements needed to cover any aspects of the policy/procedure subject matter.

2

Limited answer, with their policy/procedure failing to demonstrate a basic understanding of the requirements needed to cover all aspects of the policy/procedure subject matter.

3

Satisfactory answer, with their policy/procedure demonstrating some understanding of the requirements needed to cover all aspects of the policy/procedure subject matter

4

Good answer, with their policy/procedure demonstrating a good overall understanding of the requirements needed to cover all aspects of the policy/procedure subject matter.

5

Excellent answer, with their policy/procedure demonstrating a high level of understanding of the requirements needed to cover all aspects of the policy/procedure subject matter.

Any company not able to provide the services we require will be excluded from taking any further part. All excluded parties will be notified in writing stating the reasons why they have failed to go through to the tender stage.

If you have any questions these must be in writing either in a letter or via the designated tender email address: fin003@originhousing.org.uk

No other form of communication is permitted. This is to protect all participants from accusations of collusion following unrecorded conversations, either in person or on the phone. Failure to abide by this condition will result in your company being excluded from taking any further part in the process.

Please read through the documents and answer all questions that apply to your company. If you are unable to provide an answer, explain why and if the question does not apply to your company please answer N/A and also explain why.

NB. Failure to accurately disclose information which later is identified to be inaccurate or false, will lead to automatic disqualification from further evaluation in relation to any aspect of the tender process.

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.2)

Award Criteria

IV.2.2)

An electronic auction will be used

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

FIN003

IV.3.2)

Previous publication(s) concerning the same contract

Prior Information Notice
Notice on a Buyer Profile

Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

IV.3.4)

Time-limit for receipt of tenders or requests to participate

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)

Language or languages in which tenders or requests to participate can be drawn up

IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

IV.3.8)

Conditions for opening tenders

In line with our Standing Orders the persons present will be the Company Secretary, the tender owner and a witness drawn from the Senior Management Team.

Section VI: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published

VI.2)

Does the contract relate to a Project/Programme financed by Community Funds?

VI.3)

Additional Information

Be advised the contact email address is FIN zero zero 3. Be careful when using the email address that you don't use letters instead of numbers.

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures

Body responsible for mediation procedures

VI.4.2)

Lodging of appeals
Precise information on deadline(s) for lodging appeals:

VI.4.3)

Service from which information about the lodging of appeals may be obtained

VI.5)

Dispatch date of this Notice

ANNEX B

Information About Lots

1)

Short Description

Lot 1 is for a company who has the capacity to process large volume of financial transactions and able to reconcile complex control accounts. Transactions to be processed include but not limited to; payment to our suppliers, receipts from our customers for housing rent, service charges and support services.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

Lot 2 is for a company who can provide a fully managed payment collection service allowing our customers to pay all charges for the services we provide using varied and convenient payment methods.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

4)

Indication about different contract dates

5)

Additional Information about lots