Section one: Contracting authority
one.1) Name and addresses
HAMPSHIRE COUNTY COUNCIL
The Castle
WINCHESTER
SO238UJ
Procurement.Support@hants.gov.uk
Country
United Kingdom
Region code
UKJ3 - Hampshire and Isle of Wight
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
Buyer's address
https://in-tendhost.co.uk/hampshire/aspx/Home
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://in-tendhost.co.uk/hampshire/aspx/Home
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://in-tendhost.co.uk/hampshire/aspx/Home
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://in-tendhost.co.uk/hampshire/aspx/Home
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
Accounts Payable Duplicate Payments & Audit Software System Procurement
Reference number
CR19403
two.1.2) Main CPV code
- 72260000 - Software-related services
two.1.3) Type of contract
Services
two.1.4) Short description
The Accounts Payable Team process over 950,000 transactions every year on behalf of the Authority and other entities. The team currently use a software package to audit the finance system to discover duplicate payments and uses this information to prevent potentially fraudulent transactions and claw back payments made in error from suppliers. The Authority is looking to procure replacement COTS software licences, including support, maintenance and training. HCC is not looking for an outsourced duplicate payment and audit service - this activity is to be kept in-house.
two.1.5) Estimated total value
Value excluding VAT: £490,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKJ3 - Hampshire and Isle of Wight
Main site or place of performance
Please refer to the ITT documents on our procurement portal
https://in-tendhost.co.uk/hampshire/aspx/Home
two.2.4) Description of the procurement
A duplicate and fraudulent payment auditing COTS software system is in scope of this contract. HCC is not looking for an outsourced duplicate payment and audit service - this activity is to be kept in-house.
HCC is looking to contract for a period of 3 years with optional extensions of 4 x 12 month periods up to a total contract term of 7 years.
The Authority requires a COTS solution which has a product lifecycle/road map that supports this contract term and must allow HCC the option to take up additional features/improvements during the contract term.
Support and maintenance of the system is in scope of this contract.
HCC wishes to procure 15 licences initially, but there needs to be scope to increase the number of licences to at least 20 if required during the contract term.
The current number of transactions is circa 950,000 per year, but the system must have the ability to increase to 1.5M transactions per year and also have the ability to cater for double the current volume of transactions should HCC require this during the contract term.
The system must have the scope to process double the number of supplier records should HCC require this during the contract term.
HCC must have the ability to increase the number of entities where further onboarding takes place during the contract term.
The system and the HCC data held within it must be hosted in the UK or the EEA and must not be transferred or processed outside the UK or EEA.
The system must be implemented and be operational by the 30 November 2023.
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: £490,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
21 August 2023
End date
20 August 2026
This contract is subject to renewal
Yes
Description of renewals
The contract will have options to extend on an annual basis for a four year period after the initial three year term.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
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
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2023/S 000-014220
four.2.2) Time limit for receipt of tenders or requests to participate
Date
14 July 2023
Local time
2:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 3 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
14 July 2023
Local time
3:00pm
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
Royal Courts of Justice
The Strand
London
WC2A 2LL
Country
United Kingdom