Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Flagship Housing Group
31 King Street
Norwich
NR1 1PD
UK
Telephone: +44 8081684555
E-mail: procurement@flagship-group.co.uk
NUTS: UKH1
Internet address(es)
Main address: https://www.flagship-group.co.uk/
I.1) Name and addresses
Victory Housing Trust
5275586
31 King Street
Norwich
NR1 1PD
UK
Contact person: Liga Matroze
Telephone: +44 8081684555
E-mail: procurement@flagship-group.co.uk
NUTS: UKH1
Internet address(es)
Main address: https://www.victoryhousing.co.uk/
Address of the buyer profile: https://www.victoryhousing.co.uk/
I.1) Name and addresses
RFT Repairs Ltd
08341166
31 King Street
Norwich
NR1 1PD
UK
Contact person: Liga Matroze
Telephone: +44 8081684555
E-mail: procurement@flagship-group.co.uk
NUTS: UKH1
Internet address(es)
Main address: https://www.rft-services.co.uk/
Address of the buyer profile: https://www.rft-services.co.uk/
I.1) Name and addresses
Gasway Services Ltd
04158628
31 King Street
Norwich
NR1 1RE
UK
Contact person: Liga Matroze
Telephone: +44 8081684555
E-mail: procurement@flagship-group.co.uk
NUTS: UKH1
Internet address(es)
Main address: https://www.gasway.co.uk/
Address of the buyer profile: https://www.gasway.co.uk/
I.2) Joint procurement
The contract involves joint procurement
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.delta-esourcing.com/tenders/UK-UK-Norwich:-Information-systems./6P6M4CYGEH
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent to the abovementioned address
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
HR, Payroll and Learning Management Systems
II.1.2) Main CPV code
48810000
II.1.3) Type of contract
Services
II.1.4) Short description
Flagship Group invites you to submit tender for the supply of HR and payroll and learning management systems The procurement is split in 2 lots – Lot 1 HR and payroll system and Lot 2 learning management system.
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 2
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
Lot 1 and Lot 2. Each lot will be evaluated separately, however Flagship Group reserves the right the combine the lots to award it to one supplier if that offers better value for money. This will be assessed based on the individual lot results for the top bidders and compared with score when combining the lots based on the same criteria of 50 % quality and 50 % total lifecycle cost.
II.2) Description
Lot No: 1
II.2.1) Title
Lot 1: HR and Payroll System
II.2.2) Additional CPV code(s)
79211110
II.2.3) Place of performance
NUTS code:
UKH1
Main site or place of performance:
East Anglia.
II.2.4) Description of the procurement
Flagship Group requires a full HR and payroll management system that can be fully integrated with Flagship Group’s other systems, most notably any learning management system and operational system (Orbis) to meet all needs for administration, documentation, absence tracking, reporting and delivery of a proactive and efficient HR service. It must meet all legislative, administration, documentation, audit, and reporting needs required to manage payroll and HR functions.
Flagship Group currently consists of 4 registered companies – Flagship Housing Group Ltd, RFT Services Ltd, Gasway Services Ltd, and Victory Housing Trust. Each company has its own registered payroll and needs to be detailed as an entity within the structure, but with flexibility for employees to transfer between companies without being processed as leavers and losing historical data
It is paramount that we deliver accurate calculations of pay entitlement, including deductions, both voluntary and legislative.
The system should support minimal manual intervention and be able to recognise multiple contract types which include sick pay entitlement variations and average holiday pay calculations, ensuring TUPE protected terms. It must support 1 000+ employees records and history whilst supporting self-service users with ease. It is essential that the system has a potential to grow in scope at a fast pace, in both multiple companies and increased headcount as required by Flagship Group.
A visually appealing dashboard that ensures ease of use is desirable with fast links to elements and calculation fields.
The HR and payroll Management system must be compliant with the required laws and regulations including GDPR and adhere with industry best practice security standards as required to be classed as a Payroll system and the supplier must be well informed about legislative changes in the HR and payroll fields, always developing the payroll system to meet these requirements as they occur. The updates must be provided in a timely manner to ensure payroll processes are completed in line with the required laws and regulations. All legislative changes must be included in the annual licence cost and not be incurred as an additional cost. Any system that is provided must be compliant with all relevant legislation.
The system must enable a fully integrated and automated service including relevant access for the HR Team, line management and employees. The system must be accessible from android and IOS devices whilst mobile. The current number of employees is 1045.
The system must include relevant data and document capture, absence management, flexible and detailed reporting, payroll administration, fully functional and fast workflow management, ability to log and or manage case management, ability to action bulk changes and ability to manage recruitment campaigns.
To access and respond to Lot 1 — HR and payroll system, please click here:
https://www.delta-esourcing.com/respond/6P6M4CYGEH
If Bidders experience any technical difficulties from accessing the above url, they are required to contact the Delta eSourcing Helpdesk on call 0845 270 7050 or email helpdesk@delta-esourcing.com.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 50
Cost criterion: Total lifecycle costs
/ Weighting: 50
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: Yes
Description of renewals:
4 further renewals of 2 years each at Flagship Group's discretion.
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:
Yes
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
To respond to this opportunity, please click here: https://www.delta-esourcing.com/respond/6P6M4CYGEH
If you experience any technical difficulties from accessing the above url, then please contact the Delta eSourcing Helpdesk on call 0845 270 7050 or email helpdesk@delta-esourcing.com
Lot No: 2
II.2.1) Title
Lot 2: Learning Management System
II.2.2) Additional CPV code(s)
80420000
II.2.3) Place of performance
NUTS code:
UKH1
Main site or place of performance:
East Anglia.
II.2.4) Description of the procurement
Flagship Group requires a full learning management system that can be fully integrated with Flagship Group’s systems to meet all needs for administration, documentation, tracking, reporting and delivery of learning and development programmes through e-learning and organisation of classroom delivery face to face methods to support a blended approach.
The system should enable online learning delivery and facilitate courses via instructor classroom and virtual classroom delivery and must be easy to use and have a simple interface. It should inspire engagement, development and personal responsibility throughout the employee learning journey.
Any system that is provided must be compliant with all relevant legislation including GDPR and adhere with industry best practice security standards.
Flagship Group currently does not have a learning management system and the contract approval for this system is dependent on Flagship Group operational board’s decision on whether to allocate the funds for the system.
To access and respond to Lot 2 – LMS, please click here:
https://www.delta-esourcing.com/respond/7G8E4X49F2
If Bidders experience any technical difficulties from accessing the above url, they are required to contact the Delta eSourcing Helpdesk on call 0845 270 7050 or email helpdesk@delta-esourcing.com
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 50
Cost criterion: Total lifecycle costs
/ Weighting: 50
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: Yes
Description of renewals:
4 further renewals of 2 years each at Flagship Group's discretion.
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:
Yes
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
To respond to this opportunity, please click here: https://www.delta-esourcing.com/respond/7G8E4X49F2
If you experience any technical difficulties from accessing the above url, then please contact the Delta eSourcing Helpdesk on call 0845 270 7050 or email helpdesk@delta-esourcing.com
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to 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:
29/10/2019
Local time: 14:00
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
Tender must be valid until:
01/04/2020
IV.2.7) Conditions for opening of tenders
Date:
29/10/2019
Local time: 14:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
2-10 years from the contract start date.
VI.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
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-Norwich:-Information-systems./6P6M4CYGEH
To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/6P6M4CYGEH
GO Reference: GO-2019919-PRO-15384622
VI.4) Procedures for review
VI.4.1) Review body
Flagship Housing Group
31 King Street
Norwich
NR1 1PD
UK
Telephone: +44 8081684555
E-mail: procurement@flagship-group.co.uk
Internet address(es)
URL: https://www.flagship-group.co.uk/
VI.5) Date of dispatch of this notice
19/09/2019