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Notice Summary

Title:
United Kingdom-Glasgow: Provision of a Human Resources and Payroll Solution, plus Associated Services
Document Ref:
260640-2020
Document Type:
Contract Notice - Restricted Procedure
Published By:
University of Strathclyde
Date Published:
04 June 2020
Deadline Date:
03 July 2020
Document Source:
Framework/DPS:
No
Alert Profile:
Labels:
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Reviewed By
Our Specialist Team

Notice Abstract

About the contracting authority— circa 4 000 employees plus a large number of hourly-paid staff,— 4 academic faculties (subdivided into schools and/or departments),— 4 chief officer professional services support areas,— individuals from over 70 countries.Employee and worker engagements include:— salaried, on or off incremental pay scales,— paid monthly based on hours worked,— entitled to contractual allowances, overtime or other premium rates,— term-time work,— compressed or non-standard work patterns.Employees and workers:— may have multiple, concurrent forms of engagement, including staff who hold a main salaried appointment and engage in additional paid work,— may be engaged to work throughout the year on several discrete assignments,— bulk pay increases result from pay award changes, annual incremental progression and performance review activities,— maintains several relevant occupational schemes (in addition to applicable statutory schemes) that supersede statutory entitlements for eligible staff, for example relating to allowance for holidays, sickness, and families.Three pension schemes:— Universities Superannuation Scheme (USS),— Local Government Pension Scheme (LGPS),— the Scottish Teachers Superannuation Scheme (STSS).Legislative requirements, as relevant to HR and Payroll/Pensions compliance;— UKVI compliance in respect of right to work in the UK (notably non-EEA sponsored staff and student workers),— HMRC,— Data protection.The contracting authority is seeking to replace its current in-house HR and payroll system with an effective and efficient solution that meets our current and future requirements with regard to human resources management, payroll and pensions, in a secure, dependable and compliant manner. The system must provide comprehensive self-service functionality for staff and managers, including real-time management information and reporting (e.g. absence management, talent management), and be mobile optimised to support an increasingly agile workforce.scope:— a cloud based, software-as-a-service offering that meets the contracting authority’s detailed requirements,— implementation services,— consultancy across various implementation topics when and if required, and participation in business change activities,— training,— ongoing maintenance and support,— perpetual compliance with Scottish and UK legislation, as applicable.The anticipated start of the project’s implementation phase is the first quarter of 2021, with delivery of core HR/Payroll functionality and associated interfaces/integration by quarter two of 2022, and further functionality deployed by quarter two of 2023.Recruitment and applicant tracking functionality will be evaluated with the main tender, however this will be considered as an optional phase, allowing the contracting authority to decide whether or not to implement, dependent upon product functionality and cost effectiveness.We will require the supplier to provide a dedicated project manager and project team that has relevant experience delivering this type and scale of project, who will participate in end-to-end delivery and collaborate with the contracting authority throughout. The supplier’s project manager and team are expected to work from the location of the contracting authority as required.Streamlining of business processes is an essential outcome for this project and significant business change activity will complement system deployment. We shall therefore require the supplier to collaborate with our business change manager in this regard and on designing the future operating model, inclusive of support and training.

Notice Details

Contract notice

Directive 2014/24/EU - Public Sector Directive

Directive 2014/24/EU

Section I: Contracting authority

I.1) Name and addresses

University of Strathclyde

40 George Street, Procurement Department

Glasgow

G1 1QE

UK

Telephone: +44 1415482823

E-mail: david.waddell@strath.ac.uk

NUTS: UKM82

Internet address(es)

Main address: http://www.strath.ac.uk/

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00113

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:

https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html


I.4) Type of the contracting authority

Body governed by public law

I.5) Main activity

Education

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Provision of a Human Resources and Payroll Solution, plus Associated Services

Reference number: UOS-16208-2019

II.1.2) Main CPV code

48000000

 

II.1.3) Type of contract

Supplies

II.1.4) Short description

About the contracting authority

— circa 4 000 employees plus a large number of hourly-paid staff,

— 4 academic faculties (subdivided into schools and/or departments),

— 4 chief officer professional services support areas,

— individuals from over 70 countries.

Employee and worker engagements include:

— salaried, on or off incremental pay scales,

— paid monthly based on hours worked,

— entitled to contractual allowances, overtime or other premium rates,

— term-time work,

— compressed or non-standard work patterns.

Employees and workers:

— may have multiple, concurrent forms of engagement, including staff who hold a main salaried appointment and engage in additional paid work,

— may be engaged to work throughout the year on several discrete assignments,

— bulk pay increases result from pay award changes, annual incremental progression and performance review activities,

— maintains several relevant occupational schemes (in addition to applicable statutory schemes) that supersede statutory entitlements for eligible staff, for example relating to allowance for holidays, sickness, and families.

Three pension schemes:

— Universities Superannuation Scheme (USS),

— Local Government Pension Scheme (LGPS),

— the Scottish Teachers Superannuation Scheme (STSS).

Legislative requirements, as relevant to HR and Payroll/Pensions compliance;

— UKVI compliance in respect of right to work in the UK (notably non-EEA sponsored staff and student workers),

— HMRC,

— Data protection.

The contracting authority is seeking to replace its current in-house HR and payroll system with an effective and efficient solution that meets our current and future requirements with regard to human resources management, payroll and pensions, in a secure, dependable and compliant manner. The system must provide comprehensive self-service functionality for staff and managers, including real-time management information and reporting (e.g. absence management, talent management), and be mobile optimised to support an increasingly agile workforce.

scope:

— a cloud based, software-as-a-service offering that meets the contracting authority’s detailed requirements,

— implementation services,

— consultancy across various implementation topics when and if required, and participation in business change activities,

— training,

— ongoing maintenance and support,

— perpetual compliance with Scottish and UK legislation, as applicable.

The anticipated start of the project’s implementation phase is the first quarter of 2021, with delivery of core HR/Payroll functionality and associated interfaces/integration by quarter two of 2022, and further functionality deployed by quarter two of 2023.

Recruitment and applicant tracking functionality will be evaluated with the main tender, however this will be considered as an optional phase, allowing the contracting authority to decide whether or not to implement, dependent upon product functionality and cost effectiveness.

We will require the supplier to provide a dedicated project manager and project team that has relevant experience delivering this type and scale of project, who will participate in end-to-end delivery and collaborate with the contracting authority throughout. The supplier’s project manager and team are expected to work from the location of the contracting authority as required.

Streamlining of business processes is an essential outcome for this project and significant business change activity will complement system deployment. We shall therefore require the supplier to collaborate with our business change manager in this regard and on designing the future operating model, inclusive of support and training.

II.1.5) Estimated total value

Value excluding VAT: 5 100 000.00 GBP

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.3) Place of performance

NUTS code:

UKM82

II.2.4) Description of the procurement

Due to character restrictions imposed by the advertising portal, potential candidates should refer to the description provided within Section 2.1 of the invitation to participate document, which is provided, free of charge, via the E-Tendering System.

Section 2.1 of the Invitation to Participate document details:

— the requirement,

— the environment,

— the product,

— the project.

II.2.5) Award criteria

Criteria below:

Quality criterion: Quality / Weighting: 70

Cost criterion: Cost / Weighting: 30

II.2.6) Estimated value

Value excluding VAT: 5 100 000.00 GBP

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

Duration in months: 168

This contract is subject to renewal: Yes

Description of renewals:

Initial contract term is eighty-four (84) months. Contract to be awarded will provision for seven (7) extensions, at 12 months per extension, to be exercised at the entire discretion of the contracting authority. These extensions have been factored into the total duration noted above.

II.2.9) Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 5

Objective criteria for choosing the limited number of candidates:

4C.1-Previous Experience 100 %.

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options:

The contracting authority reserves the right to request additional deliveries by the successful tenderer, either intended as partial replacement of suppliers or installations or as extensions of existing supplies and installations.

The contracting authority may at it's sole discretion exercise this option.

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

Please note that the duration of the contract is inclusive of an initial period of seven (7) years, plus seven (7) optional extensions, each at twelve (12) months each, to be exercised at the entire discretion of the contracting authority.

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

III.1.1 of the notice is not required for this procurement exercise.

III.1.2) Economic and financial standing

List and brief description of selection criteria:

The contracting authority will assess the following selection criteria in the ESPD.

4B.1.2: Average yearly turnover

4B.5.1a - 4B.5.2: Insurance levels

Due to restrictions placed upon the character count by the advertising portal, candidates should refer to the full detail provided within Section 3 of the ‘Invitation to Participate’ provided within the e-Tendering Portal.

III.1.3) Technical and professional ability

List and brief description of selection criteria:

The contracting authority will assess the following selection criteria in the ESPD.

4C.1.2: Technical experience

4D.1: Quality assurance schemes

4D.2: Environmental management standards

Due to restrictions placed upon the character count by the advertising portal, candidates should refer to the full detail provided within Section 3 of the ‘Invitation to Participate’ provided within the e-Tendering Portal.

III.2) Conditions related to the contract

III.2.2) Contract performance conditions

The contract will include performance conditions relating to fair working practices and community benefits. Full detail will be provided within the tender documents at stage 2 of the exercise.

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Restricted procedure

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

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.1) Previous publication concerning this procedure

Notice number in the OJ S:

2019/S 212-519361

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

Date: 03/07/2020

Local time: 12:00

IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 08/09/2020

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: 03/05/2021

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: No

VI.2) Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.3) Additional information

Due to character restrictions imposed by the advertising portal, potential candidates should refer to the Invitation to Participate document, section 3, regarding the selection criteria applicable to this exercise. This document is available for download, free of charge, via the e-Tendering System.

The buyer is using PCS-Tender to conduct this PQQ exercise. The project code is 4914. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

Full details of the community benefits that will apply to this contract will be provided at Stage 2. Bidders will be required to provide community benefits as part of this procurement exercise.

(SC Ref:622048).

VI.4) Procedures for review

VI.4.1) Review body

Glasgow Sheriff Court

Glasgow

G5 9TW

UK

VI.4.3) Review procedure

Precise information on deadline(s) for review procedures:

An economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland)Regulations 2015 (SSI2015/446) (as amended) may bring proceedings in the Sheriff Court or the Court of Session.

VI.5) Date of dispatch of this notice

01/06/2020

Current Notes