The Supply, Implementation and Maintenance and Support of HR and Payroll Systems BA-SYS002
Buyers Guide
This document provides guidance on the use of the HR and Payroll Systems Agreement.
Saturday, April 07, 2018
APUC Limited, Registered Office: 14 New Mart Road, Edinburgh, EH14 1RL 1 Incorporated in Scotland SC 314764 VAT Registration Number 918175411 Contents
APUC Limited, Registered Office: 14 New Mart Road, Edinburgh, EH14 1RL 2 Incorporated in Scotland SC 314764 VAT Registration Number 918175411 Introduction
The Framework Agreement for the Supply, Implementation and Maintenance and Support of HR and Payroll Systems has been established by Advanced Procurement for Universities and Colleges (APUC) on behalf of its member institutions.
This Framework Agreement is an umbrella agreement under which individual contracts (call-offs) can be made throughout the period of the agreement. In this case, the Framework Agreement removes the requirement for individual OJEU procurement processes.
The Framework Agreement runs from 1st July 2013 until 31st June, 2015. There is scope for 2 additional 1 year extensions which, if implemented by APUC, will see the agreement end on the 31st June, 2017.
Users of the Agreement
APUC Ltd acting for itself and the Universities and Colleges (and affiliated bodies) in Scotland, including any new and successor institutions will be able to access and call from the Framework Agreement. As this is a Framework Agreement, Contractors should be aware that there is no commitment from any of the organisations identified above to use this Framework Details of the current known Universities and Colleges are contained here: List of Institutions
In addition, members of the following purchasing consortia have agreed in principle to participate in the Framework Agreement:
London Universities Purchasing Consortium LUPC
North Western Universities Purchasing Consortium NWUPC
North Eastern Universities Purchasing Consortium NEUPC
Higher Education Purchasing Consortium Wales HEPCW
Southern Universities Purchasing Consortium SUPC
APUC Limited, Registered Office: 14 New Mart Road, Edinburgh, EH14 1RL 3 Incorporated in Scotland SC 314764 VAT Registration Number 918175411 Contractors
There are 4 Contractors on this Framework Agreement. They are:
Castle Computer Services Ltd (Cintra) Frontier Software Ltd (chris21) Midland HR (iTrent) Unit4 Business Software Ltd (Agresso)
Scope of the Framework Agreement
Software
Contractors on this Framework Agreement can provide, as a minimum:
Integrated HR and Payroll System Payroll Reporting HR Reporting People Records Management Absence and Holiday Management Performance Management and Recruitment and Selection Appraisal Pay and Benefits HR System Reporting Workforce Planning Employee Self Service Training and Development Manager Self Service Job Evaluation Administration Welfare / Health and Safety Payroll
Implementation
Contractors will provide a suitably qualified project manager, or team, with the necessary expertise to manage the implementation of new systems to completion. Contractors can also undertake the migration of data from existing systems to the new system where required.
Contractors will provide, where required by the client institution, any consultancy and advice necessary for the implementation and will assist, or undertake where required by the client institution, the integration between new systems and the Finance and Reporting systems in place within the Client Institution.
Testing
Contractors will provide a full test/training environment with full technical support available. The test/training system(s) may be installed on different hardware from the main system.
It was specified in the tender that the system must be fully tested as part of the implementation before going live.
Training
Contractors are required to provide training for system users as part of the implementation process. The training is comprehensive and will cover system operation, the operation of all modules, configuration and maintenance.
Hosting
Contractors on this Framework Agreement provide both In-House Hosted Solutions (Client Hosted) and Software as a Service (Contractor Hosted) to client institutions. In addition to system hosting options, Contractors offer both ‘In-house’ and ‘Bureau’ options for the management of payroll.
Security, Audit and Resilience APUC Limited, Registered Office: 14 New Mart Road, Edinburgh, EH14 1RL 4 Incorporated in Scotland SC 314764 VAT Registration Number 918175411 Systems provided through this Framework Agreement are required to provide a facility to control access to system functions. The system administrator must be able to configure the security for either individual users or groups of users. Security must be at a variety of levels and allow access for update and enquiry only at database level.
Systems must provide a method of preventing unauthorised access to the system. (i.e. user names and passwords, preferably obtained through integration with Active Directory).
Systems must provide full system recovery/back out/roll back procedures in the event of failure.
Licensing
Contractors on this Framework Agreement provide all licenses necessary for the operation of the HR and Payroll System for the duration of this Framework Agreement and any Call-Offs.
Contractors are required to maintain institutional licensing records, all in accordance with the licensing requirements of the software author and make these easily accessible to each member calling from the agreement on an institutional basis.
Updates and upgrades during the life of the Framework Agreement
All updates to the systems provided by Contractors through this Framework Agreement are be made available upon release and the cost of this can be included in maintenance charges where specified at call off.
System Support and Maintenance
Contractors provide full software support services and these must be available by telephone and periodic on-site visits.
Contractors will be the first point of reference for resolving matters of any nature concerning the system.
Contractors provide web and telephone based first line response (on a free phone number). The ‘helpdesk’ will be responsible for logging all calls and providing user support.
Contractors will ensure that sufficiently qualified technical staff are allocated to this Framework Agreement, and where appropriate will provide support to operators and suitably qualified in-house technical staff.
Contractors will have sufficient processes in place to ensure the effective management of Customer Service performance.
Contractors will have appropriate processes in place for the Management of all Service Requests, reporting and documentation of any faults, and for dealing with complaints and dispute resolution. Contractors must ensure that Client Organisations have access to live reports on the status and progress of their service request.
Maintenance support will be available from Monday to Friday, between 08:00hrs and 17:00hrs.
Benefits
This Framework Agreement offers a compliant and efficient route to market for the supply of the products and services specified.
Efficient
APUC Limited, Registered Office: 14 New Mart Road, Edinburgh, EH14 1RL 5 Incorporated in Scotland SC 314764 VAT Registration Number 918175411 OJEU has been completed, so timeframes and procurement resource required are significantly reduced. Mini-competition between 5 Contractors
Savings
All requirements for systems are met following a mini-competition, which will ensure Value for Money. The framework includes maximum pricing, which can be further reduced at Mini- Competition.
Compliance
Fully compliant with the Public Contracts (Scotland) Regulations 2006 and EU procurement legislation. Standard Framework Terms and Conditions and Standard Terms of Supply, which simplifies the procurement process and removes many contract variables. Biannual review between each supplier and Scottish Procurement, with quarterly submission of management information and review against Key Performance Indicators (KPIs) The framework supports the aims of the Scottish Public Procurement Reform Programme and John McClelland's Review of ICT in the Public Sector in Scotland.
Using the Framework Agreement
Mini-Competition
Institutions using this Framework Agreement must conduct a mini-competition by issuing an Invitation to Quote (ITQ) to the Framework Agreement suppliers.
Step 1 – Develop Mini-Competition ITQ
Institutions should develop a detailed specification which set out the detail of their specific requirements. Under no circumstances should brand names or brand-specific descriptions of goods be used (e.g. Hewlett-Packard printer or BiC Biro pen). Descriptions should give reference to the characteristics and outputs of the product or service. Where no other description is possible, any reference should be qualified by adding the words ‘or equivalent’.
It is highly recommended that you use an ‘output-based’ specification wherever possible, in which you can set out how you wish the goods/services to perform, and what you need to achieve. For example, if you were issuing an ITQ for a PC, you could state the required memory size, or monitor size of the required item. This enables Contractors to quote for provision of goods/services that meet your minimum requirements and does not unnecessarily eliminate a supplier that cannot supply the exact brand/manufacturer of goods specified. This can also reduce the risk of unnecessarily over-specifying your requirement.
The ITQ must state the weightings to be applied to the evaluation, and the evaluation methodology to be used. In line with this Framework Agreement, the following criteria must be used; however the weightings should be adjusted to reflect individual requirements.
Proposed Integrated HR and Payroll System Features and Functionality
APUC Limited, Registered Office: 14 New Mart Road, Edinburgh, EH14 1RL 6 Incorporated in Scotland SC 314764 VAT Registration Number 918175411 Hosting System Implementation Support and Maintenance Project Management Sustainability Price
Mini-competitions must be issued to all 5 Contractors on the Framework Agreement. Each response will be evaluated and the Call Off Contract will be awarded to Contractors offering the most economically advantageous bid for meeting those requirements.
It is important that aspects which have already been evaluated in the Framework Agreement are not re-evaluated at Mini-Competition. The evaluation criteria, and weighting applied to each, must be notified to Contractors at this first stage of inviting them to quote.
Step 2 – Issue Mini-Competition Documents
The ITQ must be issued to all 5 Contractors on the Framework Agreement at the same time by email. It is extremely important that all Contractors are treated equally.
It is important that a reasonable timeframe for responses is set, and which reflects the complexity of the requirement.
Please Note:
The Terms and Conditions agreed under the Framework Agreement should not be changed. Where the nature of a requirement absolutely requires amendment, this must be agreed in writing by APUC Ltd and Contractors. Contractors who are not on the Framework Agreement must not under any circumstances be included in the Mini-Competition.
Step 3 - Evaluate responses and select Contractor
Responses must be evaluated on the basis of Most Economically Advantageous Tender using the stated Award Criteria:
If you would like any further clarification on the process, please contact a member of the Collaborative Procurement team at APUC on 0131 442 8930.
Step 4 -Award
Once the evaluation stage is completed, the call-off contract can be awarded. All bidders should be notified of the outcome of the mini-competition. Remember, you don’t need to apply the standstill period to a mini-competition (1), but you may still need to debrief participants afterwards if requested. Where a debriefing is requested, it should be completed within 15 days of the written request.
For further information on how mini-competitions are conducted please see the attached guidance: http://www.apuc-scot.ac.uk/uploads//Docs/pdf/Minicompguidanceoct09.pdf
Terms and Conditions
The Terms & Conditions are available for Download along with this document.
APUC Limited, Registered Office: 14 New Mart Road, Edinburgh, EH14 1RL 7 Incorporated in Scotland SC 314764 VAT Registration Number 918175411 Institutions should note that the Standard Terms and conditions issued with the Framework Agreement ITT will apply to all call-offs from this Framework Agreement. Institutions are advised to include the standard Terms and Conditions when issuing their ITQ to the Framework Agreement suppliers and to not to agree to any terms and conditions issued by contractors which conflict with the Framework Agreement.
APUC Limited, Registered Office: 14 New Mart Road, Edinburgh, EH14 1RL 8 Incorporated in Scotland SC 314764 VAT Registration Number 918175411 Contact Information
APUC Framework Manager
Allan Doyle Head of Category – ICT [email protected] tel: 0141 331 3086
Castle Computer Services
Framework Manager: Paul Sutherland Tel: 0845 2301314 Mini-Tender invitations should be issued to: p [email protected]
Frontier
Framework Manager: John Dunham Mobile: (0)7979 746304 Tel: (0)1925 852284 Mini-Tender invitations should be issued to: [email protected]
Midland HR
Framework Manager: Paul Bell Mobile: 07818 013 403 Tel: 0115 945 6000 Mini-Tender invitations should be issued to: [email protected]
Unit 4
Framework Manager for High Education: Nigel Thomas Mobile: 07979080479 Mini-Tender invitations should be issued to: [email protected]
Framework Manager for Further Education: Helen Crisostomo Mobile: (0) 7964 907 531 Mini – Tender invitations should be issued to: [email protected] Glossary
Buyers Guide
A document produced by APUC (or other contracting authority) which provides an overview of the agreement that has been let and guidance on how institutions can access and use the agreement.
Call-off Contract
The call–off contract is the legally binding contract between the institution and the framework supplier which defines the goods/services to be provided.
Framework Agreement
APUC Limited, Registered Office: 14 New Mart Road, Edinburgh, EH14 1RL 9 Incorporated in Scotland SC 314764 VAT Registration Number 918175411 A framework agreement can be described as ‘a general term for agreements with providers which set out terms and conditions under which specific purchases (call-offs) can be made throughout the term of the agreement’.
Mini-Competition
Further or mini-competition is the term used to describe one of the processes for selecting a supplier on a framework agreement to place a call-off contract with. The terms ‘further’ and ‘mini’ are used interchangeably, and within this document, we refer to ‘mini-competition’.
APUC Limited, Registered Office: 14 New Mart Road, Edinburgh, EH14 1RL 10 Incorporated in Scotland SC 314764 VAT Registration Number 918175411