Section one: Contracting entity
one.1) Name and addresses
Wales & West Utilities Ltd
Wales & West House, Spooner Close, Coedkernew
NEWPORT
NP108FZ
Contact
Rebecca Crisp
Rebecca.Crisp@wwutilities.co.uk
Country
United Kingdom
NUTS code
UKL - Wales
Internet address(es)
Main address
https://www.wwutilities.co.uk/
one.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at
https://www.wwutilities.co.uk/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.wwutilities.co.uk/
one.6) Main activity
Production, transport and distribution of gas and heat
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Employee Benefits Portal
Reference number
WWU1205
two.1.2) Main CPV code
- 79900000 - Miscellaneous business and business-related services
two.1.3) Type of contract
Services
two.1.4) Short description
Wales & West Utilities Limited (WWU) is looking to appoint a Supplier to provide an Employee Benefits offering which provides our colleagues with a suite of competitive benefits, and also provides a benefit hub/portal where colleagues can access their benefits and make selections.
WWU's current contract for these services is due to expire on 30th June 2023.
Financial wellbeing is at the core of our wellbeing strategy for 2022, and therefore our benefits provider is critical to the successful implementation of our vision. Our benefit provider therefore needs to be able to support our wellbeing strategy, our current benefit offering, and equally be accessible and user friendly to maximise usage.
The Tenderer is asked to submit a bid to deliver services to host our Employee Benefits offering via a benefit hub/portal. There will be circa 1800 employees that will need individual log ins to access their benefits and make personal selections.
We need a supplier that can work closely with our internal Payroll, HR & Communications teams to make sure that all aspects of the hub/portal have the correct information, data validation and branding, and also our external suppliers who you will host from the hub/portal. We will expect to receive monthly MI updates on how many colleagues have signed up to what benefit and the appropriate payroll file to be sent through. This would be required prior to payroll being run, to maintain the correct levels of deductions.
It's important that the implementation runs smoothly and to time so that our employees are not impacted. The supplier should be able to provide us with an appropriate project plan of the transition process and timeline, this should include a resource plan. We currently have a provider in place and therefore it is imperative that our current benefit portfolio transitions over to the new provider seamlessly, and consideration should be made to this throughout your bid.
It's also important that there is a clear and simple leaver and joiner process.
IT / Security Requirements -
Due to the type of data you hold, it is important that the solution has appropriate IT and security controls as detailed below -
• Data must be hosted in Europe, but ideally in the UK.
• Must be capable of Cloud Services integration using REST APIs
• Must comply with WWU's Security standards (please see attached 'Security Architecture Principles')
• Must allow Single Sign On via SAML2
• Data must be encrypted in transit and at rest
• Your portal must work seamlessly on Microsoft Edge.
• If there is a mobile app available, it must be available on iOS
• Ideally the solution will be compatible or seamless integrate with SAP / Employee Central / Payroll
The intention is to contract for an initial term of 3 years with the option to extend for a further 2 years via 2 x 12-month increments.
Participants wanting to participate in this sourcing activity must confirm their expression of interest and ability to provide the service required by e-mailing rebecca.crisp@wwutilities.co.uk before the deadline of 6th July 2022.
Please include the following information in your email:
1) Full company name;
2) Main contact details (name, job title, email address, and telephone numbers).
Please note the the tender will be run via our procurement portal Bravo which requires suppliers to be registered to participate, failure to register will result in the supplier not being able to participate in the sourcing event. You can register for Bravo here -
sourcing4wwu.bravosolution.co.uk. In your expression of interest, please also include -
3) Bravo registered email address and contact name.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKK - South West (England)
- UKL - Wales
two.2.4) Description of the procurement
1. Overview
Wales & West Utilities Limited (WWU) is looking to appoint a Supplier to provide an Employee Benefits offering which provides our colleagues with a suite of competitive benefits, and also provides a benefit hub/portal where colleagues can access their benefits and make selections.
2. The Requirement
Financial wellbeing is at the core of our wellbeing strategy for 2022, and therefore our benefits provider is critical to the successful implementation of our vision. Our benefit provider therefore needs to be able to support our wellbeing strategy, our current benefit offering, and equally be accessible and user friendly to maximise usage.
The Tenderer is asked to submit a bid to deliver services to host our Employee Benefits offering via a benefit hub/portal. There will be circa 1800 employees that will need individual log ins to access their benefits and make personal selections.
We need a supplier that can work closely with our internal Payroll, HR & Communications teams to make sure that all aspects of the hub/portal have the correct information, data validation and branding, and also our external suppliers who you will host from the hub/portal. We will expect to receive monthly MI updates on how many colleagues have signed up to what benefit and the appropriate payroll file to be sent through. This would be required prior to payroll being run, to maintain the correct levels of deductions.
It's important that the implementation runs smoothly and to time so that our employees are not impacted. The supplier should be able to provide us with an appropriate project plan of the transition process and timeline, this should include a resource plan. We currently have a provider in place and therefore it is imperative that our current benefit portfolio transitions over to the new provider seamlessly, and consideration should be made to this throughout your bid.
It's also important that there is a clear and simple leaver and joiner process.
IT / Security Requirements -
Due to the type of data you hold, it is important that the solution has appropriate IT and security controls as detailed below -
• Data must be hosted in Europe, but ideally in the UK.
• Must be capable of Cloud Services integration using REST APIs
• Must comply with WWU's Security standards (please see attached 'Security Architecture Principles')
• Must allow Single Sign On via SAML2
• Data must be encrypted in transit and at rest
• Your portal must work seamlessly on Microsoft Edge.
• If there is a mobile app available, it must be available on iOS
• Ideally the solution will be compatible or seamless integrate with SAP / Employee Central / Payroll
The intention is to contract for an initial term of 3 years with the option to extend for a further 2 years via 2 x 12-month increments.
Participants wanting to participate in this sourcing activity must confirm their expression of interest and ability to provide the service required by e-mailing rebecca.crisp@wwutilities.co.uk before the deadline of
6th August 2022.
Please include the following information in your email:
1) Full company name;
2) Main contact details (name, job title, email address, and telephone numbers).
Please note the the tender will be run via our procurement portal Bravo which requires suppliers to be registered to participate, failure to register will result in the supplier not being able to participate in the sourcing event. You can register for Bravo here -
sourcing4wwu.bravosolution.co.uk. In your expression of interest, please also include -
3) Bravo registered email address and contact name.
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
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
Two renewal options in 12 month increments
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.1.3) Technical and professional ability
List and brief description of selection criteria
Selection criteria as stated in the procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated procedure with prior call for competition
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.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
5 August 2022
Local time
3:00pm
Changed to:
Date
6 August 2022
Local time
3:00pm
See the change notice.
four.2.4) Languages in which tenders or requests to participate may be submitted
English
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: Approximately 6 years.
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
Participants wanting to participate in this sourcing activity must confirm their expression of interest and ability to provide the service required by e-mailing rebecca.crisp@wwutilities.co.uk before the deadline of
6th August 2022.
Please include the following information in your email:
1) Full company name;
2) Main contact details (name, job title, email address, and telephone numbers).
Please note the the tender will be run via our procurement portal Bravo which requires suppliers to be registered to participate, failure to register will result in the supplier not being able to participate in the sourcing event. You can register for Bravo here -
sourcing4wwu.bravosolution.co.uk. In your expression of interest, please also include -
3) Bravo registered email address and contact name.
six.4) Procedures for review
six.4.1) Review body
Wales & West Utilities
Newport
Country
United Kingdom