Section one: Contracting authority
one.1) Name and addresses
Hull City Council
The Guildhall, Alfred Gelder Street
Hull
HU1 2AA
Contact
Paul Robinson (PROCUREMENT)
Telephone
+44 1482612769
Country
United Kingdom
NUTS code
UKE11 - Kingston upon Hull, City of
National registration number
168524345
Internet address(es)
Main address
Buyer's address
https://uk.eu-supply.com/ctm/Company/CompanyInformation/Index/104102
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at
https://uk.eu-supply.com/login.asp?B=YORTENDER
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://uk.eu-supply.com/login.asp?B=YORTENDER
Tenders or requests to participate must be submitted to the above-mentioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
https://uk.eu-supply.com/login.asp?B=YORTENDER
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Procurement of Enterprise Resource Planning (ERP) Solution
Reference number
ERP 22-23
two.1.2) Main CPV code
- 48451000 - Enterprise resource planning software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
The Authority is looking to procure an Enterprise Resource Planning (ERP) solution. The current ERP is used by staff and managers across all areas of the Authority to pay invoices, raise debts, procure supplies, and manage staff. In addition, there are over 40 links with other internal and external systems which involve inbound and outbound data including benefits payments, foster carer payments and Housing rents.
two.1.5) Estimated total value
Value excluding VAT: £6,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 72212451 - Enterprise resource planning software development services
two.2.3) Place of performance
NUTS codes
- UKE11 - Kingston upon Hull, City of
Main site or place of performance
Kingston Upon Hull
two.2.4) Description of the procurement
The Authority is looking to procure an Enterprise Resource Planning (ERP) solution. The current ERP is used by staff and managers across all areas of the Authority to pay invoices, raise debts, procure supplies, and manage staff. In addition, there are over 40 links with other internal and external systems which involve inbound and outbound data including benefits payments, foster carer payments and Housing rents. The ERP solution will need to facilitate the complex data flows to maintain business continuity. Services that required are Finance (Accounts Payable, Accounts Receivable, General Ledger, Cash Management and Budgeting), Payroll, Human Resources, eProcurement and Contracts, Recruitment and Training and Development. In addition to the system implementation and ongoing support, it will be necessary for the Supplier to help the Authority review, change and embed new working practices and processes that take full advantage of the new opportunities that a new modern system will provide. e.g., automated workflows, access via mobile devices or chat-bots for HR advice etc.
System functionality will include, but is not limited to:
• Disaster recovery process
• User Access controls
• GDPR compliant
• Locally configurable
• Software as a Service (SaaS)
• Managed Service
• Support/ticket process
• Regular upgrades
• Statutory upgrades
• Security patching
• Future Developments
• Project management
• Technical implementation/Config
• Testing
• Data migration
• Process Change and redesign
• Change and adoption management
• System user guides
• Documentation
• Stationery (cheques, statements, invoices, POs, payslips etc)
• General Ledger (GL),
• Creditors (AP),
• Debtors Management (AR)
• Sundry Debt Invoicing
• Enterprise Cash Receipting
• Cash Management (CM)
• Revenue budget monitoring
• Capital budget monitoring
• Grant & Ringfenced (HRA/DSG etc) Budget monitoring
• Forecasting
• Forecast / scenario (including payroll) modelling
• Multi legal Entities (HCC, HCAL, KWL)
• Self-service reporting
• Project Budgeting/Costing and people management
• Fixed Asset Register
• Asset Management accounting
• Mobile access/apps
• Capital / Ringfenced (HRA/DSG) financial capability
• Pay modelling aligned with Organisation Structures in HR/payroll
• Budget setting/modelling
• Chart of Accounts review
• Automated bank reconciliations (income & expenditure)
• Process re-engineering
• RO/RA completion
• Review of current excel/manual systems onto the new system
• Performance planning
• Talent management
• Payroll
• 3rd party deductions
• BACS Bureau 3rd part payments (academies x XX)
• Pensions
• Online learning platform
• Learning and development
• Appraisals/Performance Management
• Employee Relations
• Document Management personal files
• Manager/employee Self Service
• Recruitment & Onboarding
• Joiners, leavers and movers
• Time and attendance
• Expenses
• Catalogue Inventory
• Contract Management
• Sourcing/Quotes
• Supplier performance
• Self-service requisition’s
• PO approval workflow
• Procurement policy management/enforcement
• 3-way matching and reconciliation to AP
• e-procurement
• Business Analytics
• Statutory reporting
• Standard monthly reports
• Year End processes
• Trend analysis
• Dynamic graphical dashboards
• Financial planning and modelling (what if)
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £6,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
120
This contract is subject to renewal
Yes
Description of renewals
The Authority, at its discretion, may implement two additional extension periods of 24 months. Maximum contract length therefore could be 120 + 24 + 24 = 168 months i.e. 14 years.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
This is a staged procurement process. Organisations responding to the Call for Competition will be invited to submit a Supplier Selection Questionnaire (SSQ). Thereafter, a maximum of 6 suppliers will be invited to submit a tender (ITT Stage). The Authority may then either select a preferred bidder or alternatively enter into negotiation with one or more Suppliers who have submitted an ITT.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Competitive procedure with negotiation
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of expressions of interest
Date
31 March 2022
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
Section six. Complementary information
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
The Authority is looking for expressions of interest from Suppliers who currently provide an Enterprise Resource Planning (ERP) solution(s) similar to that required by the Authority and that is provided to Local Authorities of a similar size and scale to this Authority. The Authority will not consider Suppliers who are looking to develop a solution that is not already demonstrably in use with another Local Authority.
six.4) Procedures for review
six.4.1) Review body
The Monitoring Officer
Hull City Council, The Guildhall, Alfred Gelder Street,,
Hull
HU1 1AA
Telephone
+44 1482300300
Country
United Kingdom
Internet address
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
The deadline to respond to this Call For Competition PIN is 31st March 2022. Suppliers will be initially invited to complete a Supplier Selection Questionnaire which will be accessible via the YORtender e-procurement portal in due course.