Section one: Contracting authority
one.1) Name and addresses
Oxfordshire County Council
3rd Floor, County Hall
Oxford
OX1 1ND
Contact
Mr Thomas Ashby
thomas.ashby@oxfordshire.gov.uk
Telephone
+44 7827822641
Country
United Kingdom
NUTS code
UKJ14 - Oxfordshire
Internet address(es)
Main address
Buyer's address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://procontract.due-north.com/Advert/Index?advertId=29e67494-12d5-ec11-8114-005056b64545
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://procontract.due-north.com/Advert/Index?advertId=29e67494-12d5-ec11-8114-005056b64545
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
Oxfordshire Fire & Rescue Service: Availability Management, Rostering & Payroll System
Reference number
DN609365
two.1.2) Main CPV code
- 72200000 - Software programming and consultancy services
two.1.3) Type of contract
Services
two.1.4) Short description
Oxfordshire County Council’s Fire and Rescue Service is currently collaborating with Berkshire Fire Authority and Buckinghamshire and Milton Keynes Fire Authority to work towards operational alignment between the three services. In the longer term, we intend this to involve the alignment of operations related systems and software that are common requirements to the three services.
Oxfordshire Fire and Rescue Service currently use a Gartan Technologies solution, comprised of three ‘modules’:
• On Call Availability Management System.
This system references user-defined crewing rules against available employees and their skills / competencies to flag Fire Service resources as available, available without BA and unavailable. The status of each resource is then shared to our control room (Thames Valley Fire Control) via an interface with their Command & Control system (Capita Vision 4). Staff contracted hours / rota obligations are entered into the system to ensure contractual obligations are met. Staff can enter booking codes to; provide additional cover, book annual leave, book sick etc.
• On Call Payroll System
This system is used by all on call, day crewing and other wholetime members of staff who undertake on call duties to claim positive hours payments. It is also used to calculate standby hours. On call staff are expected to attend a drill night once a week, this system records their attendance and has the ability to run reports on attendance and catch-up drills for performance management purposes.
On a monthly basis, a payfile (XML) is exported, containing employee ID number, payment type codes and number of hours worked for each payment type code. This is then uploaded to our employee payroll system which calculates the financial value of hours worked.
• Wholetime Rostering System
This system references user-defined crewing rules for Officer rotas and Wholetime firefighters based on their local rota patterns.
User accounts (including support staff and administrators):
• On Call Availability Management System.
<600
• On Call Payroll System
<600
• Wholetime Rostering System
<270
OFRS’ ICT infrastructure and support is supplied by OCC. OCC ICT have added their requirements to the ITT specification checklist and ICT representatives will advise during the bidder evaluation process.
OFRS currently host their AMS application locally and the associated database is stored in the OCC datacentre. We are open to cloud-based solutions and would appreciate bidder provision of pricing schedules for both locally-hosted and cloud-based solutions (if both are possible).
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKJ14 - Oxfordshire
two.2.4) Description of the procurement
Oxfordshire County Council’s Fire and Rescue Service is currently collaborating with Berkshire Fire Authority and Buckinghamshire and Milton Keynes Fire Authority to work towards operational alignment between the three services. In the longer term, we intend this to involve the alignment of operations related systems and software that are common requirements to the three services.
Oxfordshire Fire and Rescue Service currently use a Gartan Technologies solution, comprised of three ‘modules’:
• On Call Availability Management System.
This system references user-defined crewing rules against available employees and their skills / competencies to flag Fire Service resources as available, available without BA and unavailable. The status of each resource is then shared to our control room (Thames Valley Fire Control) via an interface with their Command & Control system (Capita Vision 4). Staff contracted hours / rota obligations are entered into the system to ensure contractual obligations are met. Staff can enter booking codes to; provide additional cover, book annual leave, book sick etc.
• On Call Payroll System
This system is used by all on call, day crewing and other wholetime members of staff who undertake on call duties to claim positive hours payments. It is also used to calculate standby hours. On call staff are expected to attend a drill night once a week, this system records their attendance and has the ability to run reports on attendance and catch-up drills for performance management purposes.
On a monthly basis, a payfile (XML) is exported, containing employee ID number, payment type codes and number of hours worked for each payment type code. This is then uploaded to our employee payroll system which calculates the financial value of hours worked.
• Wholetime Rostering System
This system references user-defined crewing rules for Officer rotas and Wholetime firefighters based on their local rota patterns.
User accounts (including support staff and administrators):
• On Call Availability Management System.
<600
• On Call Payroll System
<600
• Wholetime Rostering System
<270
OFRS’ ICT infrastructure and support is supplied by OCC. OCC ICT have added their requirements to the ITT specification checklist and ICT representatives will advise during the bidder evaluation process.
OFRS currently host their AMS application locally and the associated database is stored in the OCC datacentre. We are open to cloud-based solutions and would appreciate bidder provision of pricing schedules for both locally-hosted and cloud-based solutions (if both are possible).
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
End date
31 October 2025
This contract is subject to renewal
Yes
Description of renewals
An additional three year extension beyond the contract end date, all will be 12 months each at a time.
two.2.10) Information about variants
Variants will be accepted: No
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
Open procedure
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 tenders or requests to participate
Date
22 June 2022
Local time
10:00am
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
22 June 2022
Local time
10:00am
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
Oxfordshire County Council
County Hall
Oxford
OX1 1ND
thomas.ashby@oxfordshire.gov.uk
Telephone
+44 7827822641
Country
United Kingdom