Section one: Contracting authority/entity
one.1) Name and addresses
NORTHERN IRELAND ASSEMBLY
Parliament Buildings Stormont
Belfast
BT43XX
Contact
Melissa Sharples
melissa.sharples@niassembly.gov.uk
Telephone
+44 2890521813
Country
United Kingdom
NUTS code
UKN06 - Belfast
Internet address(es)
Main address
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Extension to the Contract for the Provision of a Human Resource Management System
Reference number
NIA-CON-058-2011
two.1.2) Main CPV code
- 48450000 - Time accounting or human resources software package
two.1.3) Type of contract
Supplies
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKN - Northern Ireland
Main site or place of performance
Belfast
two.2.4) Description of the procurement at the time of conclusion of the contract:
This is a contract modification notice for a contract awarded in 2012 for the provision of an integrated HR and Payroll system for the NI Assembly.
two.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Start date
23 July 2022
In the case of framework agreements, provide justification for any duration exceeding 4 years
This is a contract extension up to 36 months to faciliate the onboarding of a new software system
Section four. Procedure
four.2) Administrative information
four.2.1) Contract award notice concerning this contract
Notice number: 2012/S 151-252242
Section five. Award of contract/concession
Contract No
NIA-CON-058-2011
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract/concession award decision:
24 July 2012
five.2.2) Information about tenders
The contract/concession has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Midland HR
Nottingham
NG11 6LL
Country
United Kingdom
NUTS code
- UKF1 - Derbyshire and Nottinghamshire
The contractor/concessionaire is an SME
No
five.2.4) Information on value of the contract/lot/concession (at the time of conclusion of the contract;excluding VAT)
Total value of the procurement: £330,000
Section six. Complementary information
six.3) Additional information
The NI Assembly Commission has extended the duration of this contract to allow for continuation of HR and payroll services whilst the implementation of a replacement solution is being rolled out. The new contract was tendered for and awarded in January 2022 under a contract notice placed on the Find a Tender Service:
https://www.find-tender.service.gov.uk/Notice/016836-2021?
https://www.find-tender.service.gov.uk/Notice/003045-2022
six.4) Procedures for review
six.4.1) Review body
N/A
N/A
Country
United Kingdom
Section seven: Modifications to the contract/concession
seven.1) Description of the procurement after the modifications
seven.1.1) Main CPV code
- 48450000 - Time accounting or human resources software package
seven.1.3) Place of performance
NUTS code
- UKN - Northern Ireland
Main site or place of performance
Belfast
seven.1.4) Description of the procurement:
The NI Assembly Commission has extended the duration of this contract to allow for continuation of HR and payroll services (up to 36 months) whilst the implementation of a replacement solution is being rolled out. The new contract was tendered for and awarded in January 2022 under a contract notice placed on the Find a Tender Service:
https://www.find-tender.service.gov.uk/Notice/016836-2021?
https://www.find-tender.service.gov.uk/Notice/003045-2022
seven.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
36
seven.1.6) Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession:
£400,000
seven.1.7) Name and address of the contractor/concessionaire
Midland HR
Nottingham
Country
United Kingdom
NUTS code
- UKF1 - Derbyshire and Nottinghamshire
The contractor/concessionaire is an SME
No
seven.2) Information about modifications
seven.2.1) Description of the modifications
Nature and extent of the modifications (with indication of possible earlier changes to the contract):
The contract has been modified by way of an extension - maximum 36 month duration and correspondingly the value - an additional maximum value £70,000
seven.2.2) Reasons for modification
Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee.
Description of the circumstances which rendered the modification necessary and explanation of the unforeseen nature of these circumstances:
In 2012 we awarded a 10-year contract to Midland HR (Midland) to provide us with an HR and payroll software system. It was awarded on a 5 year plus 5 x 1 year optional extensions. The contract is due to expire in July 2022 with no further optional extensions available.
We have procured and awarded a contract to replace this software (Corporate Systems Project). The implementation and onboarding process for the new software is currently underway. However, this will not be live until mid-late 2023.
The services provided by this software are essential to the successful running of the Assembly.
There were plans in place in good time to retender this contract and avoid the situation we are currently in. However, the fact that we had no Assembly in place for 3 years meant that the project was delayed several times as we were not able to seek the necessary approvals for spending.
The global pandemic also impacted on resources within the Procurement Office and business area and other projects had to take priority to ensure the NI Assembly were able to legislate during the time of crisis.
The Assembly Commission are committed to ensuring that the new replacement contract sees through a prompt implementation of the new software so this contract variation is for a limited a time as possible.
seven.2.3) Increase in price
Updated total contract value before the modifications (taking into account possible earlier contract modifications, price adaptions and average inflation)
Value excluding VAT: £70,000
Total contract value after the modifications
Value excluding VAT: £400,000