Section one: Contracting entity
one.1) Name and addresses
London Luton Airport Operations Limited
Percival House, Percival Way
Luton
Lu2 9NU
Contact
Michaela Caulfield
Country
United Kingdom
NUTS code
UKH21 - Luton
Internet address(es)
Main address
https://in-tendhost.co.uk/llaol/aspx/Home
Buyer's address
https://in-tendhost.co.uk/llaol/aspx/Home
one.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at
https://in-tendhost.co.uk/llaol/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/llaol/aspx/Home
Tenders or requests to participate must be submitted to the above-mentioned address
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/llaol/aspx/Home
one.6) Main activity
Airport-related activities
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
L24064-T-MC - Human Resources Information System and Work Force Management System
Reference number
L24064-T-MC
two.1.2) Main CPV code
- 48450000 - Time accounting or human resources software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
As LLA currently do not have a people system with most of the people data being store saved to file structure in a datacentre and within the payments system. As a subsidiary of a listed company, LLA has several corporate governance reporting obligations that will be facilitated by a people system. Currently the creation of these reports requires several manual process and controls, part of this project will be to automate or semi-automate as many of these controls as possible. This tender has been split into two lots, for the two separate requirements- the Human Resources Information System and Work Force Management System. Please see our document set on in-tend for full details.
two.1.5) Estimated total value
Value excluding VAT: £1,490,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
LOT 1 - Human Resources Information System
Lot No
1
two.2.2) Additional CPV code(s)
- 48450000 - Time accounting or human resources software package
two.2.3) Place of performance
NUTS codes
- UKH21 - Luton
Main site or place of performance
London Luton Airport site or virtual
two.2.4) Description of the procurement
London Luton Airport (LLA) lacks a Human Resources Information System (HRIS). Currently, people management is conducted through spreadsheets and email communication. This approach is unsustainable for a business of our size and complexity. Without a proper HRIS, we will be unable to implement our People Strategy effectively and face significant risks of non-compliance with UK employment law, Data Protection/GDPR legislation, Luton Borough Council reporting requirements, and Aena’s Internal Control Framework (ICFR) controls. Additionally, there are risks associated with payroll due to the manual processes required and single points of failure.A HRIS will address these risks and provide a platform for organisational growth. It will support all essential HR activities, automate reporting, and assist LLA managers with recruitment and onboarding processes.
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: £1,117,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
84
This contract is subject to renewal
Yes
Description of renewals
5 years initial contract period followed by two extension periods of 1 year each (5+1+1)
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
See tender documents for details
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
Please see tender documents for details
two.2) Description
two.2.1) Title
LOT 2 - Work Force Managment System
Lot No
2
two.2.2) Additional CPV code(s)
- 48450000 - Time accounting or human resources software package
two.2.3) Place of performance
NUTS codes
- UKH21 - Luton
Main site or place of performance
London Luton Airport site or virtual
two.2.4) Description of the procurement
Currently, staff rostering in Security is managed manually through spreadsheets. This process is susceptible to errors due to the substantial number of manual entries required weekly. The management of this process relies heavily on a few key individuals with the necessary expertise. This approach is not sustainable for managing a team of over 500 individuals, as it poses significant risks of data corruption and incorrect payments to Security staff. Implementing a robust rostering or Work Force Management system would mitigate these risks, streamline administrative tasks, and enhance efficiency in rostering and overtime management.
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: £373,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
84
This contract is subject to renewal
Yes
Description of renewals
5 years initial contract period followed by two extension periods of 1 year each (5+1+1)
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
Please see tender documents for details
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
Please see tender documents for details
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
Please see tender documents
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
three.1.4) Objective rules and criteria for participation
List and brief description of rules and criteria
Please see tender documents
three.1.8) Legal form to be taken by the group of economic operators to whom the contract is to be awarded
Please see tender documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
Please see tender 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
Date
12 December 2024
Local time
12:00pm
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: 6-12 months prior to the contract expiring
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
Please see tender documents
six.4) Procedures for review
six.4.1) Review body
London Luton Airport - The Legal team
Percival House, Percival Way
Luton
Lu2 9NU
Country
United Kingdom