Section one: Contracting authority/entity
one.1) Name and addresses
Torbay Council
Town Hall, Castle Circus
Torquay
TQ1 3DR
Contact
Mr Adam Harmer
Telephone
+44 1803208515
Country
United Kingdom
NUTS code
UKK42 - Torbay
Internet address(es)
Main address
Buyer's address
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
Direct Award - Payroll & HR System Support
Reference number
DN537611
two.1.2) Main CPV code
- 72000000 - IT services: consulting, software development, Internet and support
two.1.3) Type of contract
Services
two.1.4) Short description
Support and maintenance for Torbay Council's integrated payroll and human resources system.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £215,725
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKK42 - Torbay
two.2.4) Description of the procurement
The support agreement for Torbay Council's current integrated payroll and human resources system is coming to an end and the purpose of this procurement exercise is to extend the Contract with the incumbent supplier.
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated without a prior call for competition
- The works, supplies or services can be provided only by a particular economic operator for the following reason:
- absence of competition for technical reasons
- New works/services, constituting a repetition of existing works/services
Explanation:
In January 2011 Torbay Council entered into a Contract for an integrated payroll and human resources system. This Contract comprised of the purchase of a perpetual licence for the software and a seven year support agreement. This support agreement is due to expire in December 2021 and the incumbent supplier has exclusive rights to the software. As such, they are the only supplier able to support and provide updates and new releases for the system.
The Council opted for the more costly option of a perpetual licence when this system was originally procured to enable ongoing use of the system and delay the need for any significant costs associated with the purchase of a new system. The system is fully embedded, meets the Council's current needs and is capable of being adapted to meet future needs. It would therefore not offer best value if the Council were to go out to tender for the purchase of a new system.
Currently Torbay Council are in the process of procuring a Council-wide CRM IT system. It is anticipated that following award, it will take at least two years to implement this new system. With the demands of this large project, there is not the capacity within the IT department to develop the necessary documents required to procure a potential replacement HR & Payroll system. It is also estimated that it would take between two to three years to procure and implement a potential replacement HR & Payroll system, which means that the current support agreement needs to be extended for five years.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section five. Award of contract/concession
Title
Direct Award - Payroll & HR System Support
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
4 March 2021
five.2.2) Information about tenders
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Zellis UK Limited
740 Waterside Drive, Aztec West
Almondsbury, Bristol
BS32 4UF
Country
United Kingdom
NUTS code
- UKK42 - Torbay
National registration number
01587537
The contractor/concessionaire is an SME
No
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: £215,725
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Legal Services, Torbay Council
Town Hall, Castle Circus
Torquay
TQ1 3DR
Country
United Kingdom