UK

Contract notice

Information

Published

Date of dispatch of this notice: 14/08/2015

Expire date: 14/09/2015

External Reference: 2015-933132

TED Reference: 2015/S 158-290912

Contract notice

Contract notice

Classic Sector

Directive 2004/18/EC

Services

Section I: Contracting authority

I.1)

Name, addresses and contact point(s)

Office of the Surrey Police and Crime Commissioner
N/A
PO Box 412
Guildford  Surrey GU3 1BR
UK
For the attention of: Claire Sibley
Telephone: +44 01483631964
E-mail: claire.sibley@surrey.pnn.police.uk
Internet address(es):
General address of the contracting authority: http://www.surrey.police.uk/
Address of the buyer profile: https://uk.eu-supply.com/ctm/Supplier/CompanyInformation/Index/30091
Electronic access to information: https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=13267&B=BLUELIGHT
Electronic submission of tenders and requests to participate: https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=13267&B=BLUELIGHT
Further information can be obtained from: The above mentioned contact point(s)
Specifications and additional documents (including documents for a dynamic purchasing system) can be obtained from:The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned contact point(s)
I.2)

Type of the contracting authority

Body governed by public law
I.3)

Main activity

  • Housing and community amenities
  • Social protection
I.4)

Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes
The Police and Crime Commissioner for Cleveland
The Police and Crime Commissioner for Cumbria
The Police and Crime Commissioner for Devon and Cornwall
The Police and Crime Commissioner for Dorset
The Police and Crime Commissioner for Dyfed-Powys
The Police and Crime Commissioner for Essex
The Police and Crime Commissioner for Gloucestershire
The Police and Crime Commissioner for Greater Manchester Police
The Police and Crime Commissioner for Kent
The Police and Crime Commissioner for Lancashire
The Police and Crime Commissioner for Lincolnshire
The Police and Crime Commissioner for Merseyside
The Police and Crime Commissioner for Northumbria
The Police and Crime Commissioner for North Yorkshire
The Police and Crime Commissioner for Surrey
The Police and Crime Commissioner for Sussex
The Police and Crime Commissioner for Thames Valley Police
The Police and Crime Commissioner for Warwickshire
The Police and Crime Commissioner for West Mercia
The Police and Crime Commissioner for West Midlands
The Police and Crime Commissioner for West Yorkshire
The Police and Crime Commissioner for Wiltshire
City of London Police
Police Service for Scotland
Police Service for Northern Ireland
East Sussex Fire Authority
Surrey Fire and Rescue Services
Surrey County Council
East Sussex County Council
Surrey Heath Borough Council
Epsom & Ewell Borough Council
Tandridge Borough Council
Elmbridge Borough Council
Crawley Borough Council
Woking Borough Council
Hastings Borough Council
Surrey University

Section II: Object of the contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority:

Provision of ERP Services

II.1.2)

Type of contract and location of works, place of delivery or of performance

Services
    Category No7:  Computer and related services
    Main site or location of works, place of delivery or of performance:

    Surrey, Sussex and Thames Valley

    NUTS code
    UNITED KINGDOM
    II.1.3)

    Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

    The notice involves the establishment of a framework agreement
    II.1.4)

    Information on framework agreement

    Framework agreement with a single operator
    Duration of the framework agreement
    Duration in years: 2
    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
    Estimated cost excluding VAT: 120000000  GBP
    Frequency and value of the contracts to be awarded:
    II.1.5)

    Short description of the contract or purchase(s)

    Provision of Enterprise Resource Planning (ERP) Services

    The PCC for Surrey is inviting expressions of interest, through the completion of a pre-qualification questionnaire (PQQ), for potential bidders wishing to tender to provide a replacement for an existing Oracle ERP system within Surrey Police, a SAP ERP system in Sussex Police and a non-integrated mixture Peoplesoft, Aptos, WCN Recruitment and Capita DMS in Thames Valley Police.

    General functionality required will include:

    • Advanced user interface to enable operational staff to access key functionality easily. This will include the capability to access all relevant functions from one screen (or portal), self service functionality, same look and feel across functional areas, interactive and contextual help, graphical representation of data and easy access and extraction of data.

    • Mobile access for users to support self-service including clock-in and clock-out.

    • Maintenance of system structures and workflows without the aid of specialist support to update the solution to effect organisational and business changes.

    • Full integration across the core business areas of HR (including Learning and Development and Payroll), Finance (including Fleet and Procurement) and Duties to enable cross functional transactions without the duplication or re-entry of data. If these are not within a single product, then Surrey, Sussex and Thames Valley Police would look for seamless integration of and data across any resulting product set.

    • Access to legacy data from the existing Oracle and SAP systems.

    • Support the operation of two or more organisations forces jointly and individually, including multiple organisation accounts and separate terms and conditions associated with each organisation.

    • Support long term forecasting through the ability to model against current data and show the impacts.

    The ERP functionality required will include:

    • HR functionality, to include:

    - Recruitment Management

    - Core HR Management

    - Employee Self Service (including change of HR and bank details, requesting leave, booking training course, payslips)

    - Manager Self Service (including approval of leave, training)

    - Performance Management

    - Learning and Development Management (including full training admin, link to skills and integration of external e-learning)

    - Talent Management

    - Workforce Planning

    - Payroll

    - Reporting

    • Duties functionality, to include:

    - Set up of working patterns

    - Absence Management

    - Self service attendance recording and duty change requests (with approvals)

    - Automatic overtime recording, workflows for approval and payment

    - Demand Management

    - Resource/operations planning

    - Visibility of skills and resource availability

    - Ability to support teams made-up from both organisations each with separate terms and working arrangements

    - Integration with command and control solutions

    • Finance functionality , to include:

    - General Ledger and Financial Reporting

    - Cash Management, Banking and Treasury

    - Budget Setting and Monitoring including Fleet

    - Accounts Receivable

    - Asset Management, including stock management for Fleet and non-fleet items and disposal and decommission

    - Expenses

    - Self service expense completion, workflows for approval and payment.

    - Accounts Payable

    - Self service requisitions, workflows for approval and purchase order creation, including support for vehicles and associated parts

    - Punch-out and catalogue support including NPPH

    - Purchase Order Processing

    - Self service receipting

    - Vendor performance reporting

    - Fleet maintenance

    - Fleet administration, including insurance, tax, fuel card management

    • Consolidation and reporting of data within core ERP functions and across all functions of the solution.

    • Fully integrated Occupational Health functionality is desirable.

    Interfaces required will include but not be limited to:

    • National Police Procurement Hub (NPPH)

    • Centurion

    • MG10 (court availability for attendance)

    • HMRC/RTI

    • BACS

    • Microsoft product suite, including Exchange, Word and Excel

    Customers of this framework will be able to call-off one or more elements of functionality from above.

    The pre-qualification questionnaire is available via:

    https://bluelight.eu-supply.com/

    On-going development and review of outcomes throughout the Framework is required to ensure that the outcomes are suitable for the Shared Business Service. This will require a collaborative approach to developing and reviewing outcomes over the life of the Framework.

    Extensions will be at the sole discretion of the Police & Crime Commissioner for Surrey (on behalf of, and in conjunction with the PCC for Sussex and the PCC for Thames Valley) and subject to annual reviews of performance and funding.

    II.1.6)

    Common procurement vocabulary (CPV)

    Main vocabulary
    48451000   Enterprise resource planning software package
    Supplementary vocabulary
    48440000   Financial analysis and accounting software package
    48443000   Accounting software package
    48444000   Accounting system
    48450000   Time accounting or human resources software package
    48611000   Database software package
    72212450   Time accounting or human resources software development services
    72212451   Enterprise resource planning software development services
    72263000   Software implementation services
    72212440   Financial analysis and accounting software development services
    72212441   Financial analysis software development services
    72212442   Financial systems software development services
    II.1.7)

    Information about Government Procurement Agreement (GPA)

    The contract is covered by the Government Procurement Agreement (GPA):  yes
    II.1.8)

    Lots

    This contract is divided into lots:  no
    II.1.9)

    Information about variants

    Variants will be accepted:  no
    II.2)

    Quantity or scope of the contract

    II.2.1)

    Total quantity or scope:

    The Framework Term shall be 2 years with the option to extend for two further 12 month periods making the maximum possible Framework Term of 4 years. The Framework is open to all other organisations as specified in II.1.5 above.

    Estimated cost excluding VAT: 120000000  GBP
    II.2.2)

    Information about options

    Options: no
    II.2.3)

    Information about renewals

    This contract is subject to renewal: yes
    Number of possible renewals:  2
    In the case of renewable contracts, estimated time-frame for subsequent calls for competition: 
    in months: 12
    II.3)

    Duration of the contract or time limit for completion

    Duration in months: 024 (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:

    No deposits will be required but where applicable the successful tenderer (or in the case of a consortium bid, each member of the consortium) may be required to provide a parent company guarantee or alternative performance bond.

    III.1.3)

    Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

    No special legal form is required but if a contract is awarded to a consortium, the Contracting Authority may require the consortium to form a legal entity before entering into a Contract.

    III.1.4)

    Other particular conditions

    The performance of the contract is subject to particular conditions: yes
    Description of particular conditions: 

    The Framework will be subject to Surrey Police Terms and Conditions of Contract as made available as part of the ITT.

    III.2)

    Conditions for participation

    III.2.1)

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

    Information and formalities necessary for evaluating if the requirements are met:

    Participants will be assessed in accordance with the Public Contracts Regulations 2006. The objective of the Pre-Qualification process is to assess the response to the Pre-qualification questionnaire and select potential Suppliers to proceed to the next stage of the procurement. The PQQ will be assessed against the criteria with weighting as indicated in the Pre Qualification Questionnaire. The procurement documentation can be found at:

    https://bluelight.eu-supply.com/

    III.2.2)

    Economic and financial ability

    Information and formalities necessary for evaluating if the requirements are met:

    Participants will be assessed in accordance with the Public Contracts Regulations 2015. The objective of the Pre-Qualification process is to assess the response to the Pre-qualification questionnaire and select potential Suppliers to proceed to the next stage of the procurement. The PQQ will be assessed against the criteria with weighting as indicated in the Pre Qualification Questionnaire. The procurement documentation can be found at

    https://bluelight.eu-supply.com/

    The Contracting Authority requires an economic operator to satisfy minimum levels of economic and financial standing as stated in the PQQ document.

    Minimum level(s) of standards possibly required:
    III.2.3)

    Technical capacity

    Information and formalities necessary for evaluating if the requirements are met:

    Participants will be assessed in accordance with the Public Contracts Regulations 2015. The objective of the Pre-Qualification process is to assess the response to the Pre-qualification questionnaire and select potential Suppliers to proceed to the next stage of the procurement. The PQQ will be assessed against the criteria with weighting as indicated in the Pre Qualification Questionnaire. The procurement documentation can be found at

    https://bluelight.eu-supply.com/

    III.3)

    Conditions specific to services contracts

    III.3.1)

    Information about a particular profession

    Execution of the service is reserved to a particular profession: no
    III.3.2)

    Staff responsible for the execution of the service

    Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

    Section IV: Procedure

    IV.1)

    Type of procedure

    IV.1.1)

    Type of procedure

    Restricted
    IV.1.2)

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

    Envisaged minimum number  5  and  maximum number  12
    IV.2)

    Award criteria

    IV.2.1)

    Award criteria

    The most economically advantageous tender in terms of , the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
    IV.2.2)

    Information about electronic auction

    An electronic auction will be used: no
    IV.3)

    Administrative information

    IV.3.1)

    File reference number attributed by the contracting authority

    JPS211

    IV.3.2)

    Previous publication(s) concerning the same contract

    no
    IV.3.3)

    Conditions for obtaining specifications and additional documents or descriptive document

    Payable documents: no
    IV.3.4)

    Time limit for receipt of tenders or requests to participate

    14.09.2015 - 12:00
    IV.3.5)

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

    28.09.2015
    IV.3.6)

    Language(s) in which tenders or requests to participate may be drawn up

    [Language_EN]

    Section VI: Complementary information

    VI.1)

    Information about recurrence

    This is a recurrent procurement: no
    VI.2)

    Information about European Union funds

    The contract is related to a project and/or programme financed by European Union funds: no
    VI.3)

    Additional information:

    The contracting authority considers that this Framework 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, and the Framework will be awarded on the basis of the most economically advantageous tender.

    As per Section II.1.2, location of works, the framework will be with Surrey PCC. Call of contracts will be located based on awarding Customer throughout the UK.