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Summary

OCID:
Published by:: Financial Ombudsman Service
Authority ID:: AA27706
Publication date:: 29 October 2015
Deadline date:: 27 November 2015
Notice type:: Contract Notice
Has documents:: No
Has SPD:: No
Has Carbon Reduction Plan:: N/A

Abstract

Payroll management services. Personnel and payroll services. Time accounting or human resources software package. Time accounting or human resources software development services. Financial analysis and accounting software package. Accounting software package. The Financial Ombudsman is looking for a Payroll System and associated implementation and support. The contract will be for 3 years and then an optional 4rth and 5th year. A Payroll solution only is Sought, not an integrated HR and Payroll solution.

Full notice text

CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)

Official Name: Financial Ombudsman Service
Postal Address: Exchange Tower
Town: London	Postal Code: E14 9SR	Country: UK
For the attention of: Raghav Aggarwal	Telephone:
E-Mail: raghav.aggarwal@financial-ombudsman.org.uk	Fax:
General Address of the contracting authority (URL) www.financial-ombudsman.org.uk Address of the Buyers Profile (URL)

Further information can be obtained at:	As in above mentioned contact point(s) Other: Please complete Annex A.I
Specifications and further documents can be obtained at:	As in above mentioned contact point(s) Other: Please complete Annex A.II
Tenders or requests to participate must be sent to:	As in above mentioned contact point(s) Other: Please complete Annex A.III

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

The contracting authority is purchasing on behalf of other contracting authorities: No

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

Payroll System and Services.

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

Service category 27

II.1.2)

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

NUTS Code UKI

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)

II.1.6)

Common Procurement Vocabulary (CPV)

	Main vocabulary	Supplementary vocabulary (when applicable)
Main object	79211110
Additional objects

79631000

48450000

72212450

48440000

48443000

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

II.1.8)

Division into lots

II.1.9)

Will variants be accepted

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

This section provides a summary of the key elements in the scope of service, covering the life-time of the contract. These are:

— A SAAS solution;

— A Bureau service as defined by the Financial Ombudsman;

— Starters, leavers and salary changes will need a full pro rata calculated to the effective date, including the ability to hold a reason for change description;

— We'd like to see annual salary history at a glance, for example on one screen;

— Work patterns need to be held in the payroll and changes, preferably automatically, calculated according to work pattern, such as for a starter, leaver or hour change part way through month;

— We'd like the system to be able to cope with more than one salary change in a month for an employee, with accurate automatic pro rata;

— Automatic back pay functionality;

— Full reversal capability for any late changes after the final payrun for the month;

— Shared parental leave SMP, SSP and SPP calculator, including coping with any company pay for these allowances;

— We'd like the system to cope with a 2 week work pattern and with any changes to an employees work pattern part way through the month, without manual intervention;

— Real time gross to net capability, enabling immediate recalculation of gross to net by employee;

— Real time net to gross capability enabling immediate recalculation of net to gross by employee;

— The ability to run interfaces from our HR database, for example all starters, leavers, salary changes, address and bank details, preferably with an automated interface solution. Plus the option to send information back into the HR system;

— The ability to run interfaces into the payroll from our flexible benefit provider, including the ability to cope with large volumes of data;

— Potential to include self-service overtime and expenses;

— Import sickness information into the Payroll;

— On line payslips or other non-paper payslip option, including control of item descriptions and ideally downloadable to PDF. With single sign on capacity and allowing employees to access payslips away from the office;

— The ability to load variable data by spreadsheet, such as overtime or monthly deductions for car parking;

— Pension age changes (according to company policy) to be controlled automatically;

— NI age changes to be automated;

— Ability to run a wide variety of reports, both scheduled and ad-hoc;

— P11D production and distribution to staff;

— RTI full compliance, including Full Payment Submission and Employee Payment Submission without manual intervention;

— HMRC and legislative compliance;

— Pay rolling of benefits potentially;

— Helpdesk cover at weekends and later in evening if needed;

— A separate test environment to allow acceptance testing and validation of changes;

— Ability to set up new allowances and deductions quickly and easily;

— The capability for homeworking.

Ensure that the new system supports segregation of duties between HR, payroll and finance, with an auditable workflow.

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

Period in month/s: 36(from the award of the contract)

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

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

All Datacentres to be based in the UK, implementation to be executed in the UK, requirements stated must be met, supplier must be capable of supporting the solution for a minimum of 5 years.

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

Envisaged number of operators 5

Objective criteria for choosing the limited number of candidates

Based on the top 5 scoring suppliers to the PQQ.

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

A) Lowest Price No

B) The most economically advantageous tender in terms of:

B1) Criteria as stated in contract documents: Yes

B2) Criteria as stated below: No

Criteria

Weighting

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

FO/FP/271

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

Obtainable until 26-11-2015 17:00

Price (where applicable) Currency:

Terms and method of payment:

IV.3.4)

Time-limit for receipt of tenders or requests to participate

27-11-2015 12:00

IV.3.5)

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

Estimated date

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

Persons authorised to be present at the opening of tenders (where applicable)

Date:
Place

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?

No

If yes, indicate the project/programme and any useful reference

VI.3)

Additional Information

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.

For more information about this opportunity, please visit the Delta eSourcing portal at: https://www.delta-esourcing.com/tenders/UK-UK-London:-Payroll-management-services./95E3T9JT5N

To respond to this opportunity, please click here: https://www.delta-esourcing.com/respond/95E3T9JT5N

GO Reference: GO-20151026-PRO-7242567.

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures

Official Name: Financial Ombudsman Service
Postal Address: South Quay Plaza
Town: London	Postal Code: E14 9SR	Country: UK
E-Mail:	Telephone: +44 2070937396
Internet address (URL):	Fax:

Body responsible for mediation procedures

Official Name: Financial Ombudsman Service
Postal Address: Exchange Tower
Town: London	Postal Code: E14 9SR	Country: UK
E-Mail:	Telephone: +44 2070937396
Internet address (URL):	Fax:

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

Official Name: Financial Ombudsman Service
Postal Address: Exchange Tower
Town: London	Postal Code: E14 9SR	Country: UK
E-Mail:	Telephone: +44 2070937396
Internet address (URL):	Fax:

VI.5)

Dispatch date of this Notice

26-10-2015

SF 22

Coding

Commodity categories

ID	Title	Parent category
48443000	Accounting software package	Financial analysis and accounting software package
48440000	Financial analysis and accounting software package	Business transaction and personal business software package
79211110	Payroll management services	Accounting services
79631000	Personnel and payroll services	Personnel services except placement and supply services
72212450	Time accounting or human resources software development services	Programming services of application software
48450000	Time accounting or human resources software package	Business transaction and personal business software package

Delivery locations

ID	Description
100	UK - All

Alert region restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

ID	Description
There are no alert restrictions for this notice.

About the buyer

Main contact:: raghav.aggarwal@financial-ombudsman.org.uk
Admin contact:: N/a
Technical contact:: N/a
Other contact:: N/a

Further information

Date	Details
No further information has been uploaded.