Services - 419105-2014

10/12/2014    S238    - - Services - Prior information notice without call for competition - Not applicable 

United Kingdom-Irvine: Financial analysis and accounting software development services

2014/S 238-419105

Prior information notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

North Ayrshire Council
Cunninghame House, Friars Croft
Contact point(s): Finance and Corporate Support
For the attention of: Corporate Procurement
KA12 8EE Irvine
United Kingdom
Telephone: +44 1294324015
E-mail: procurement@north-ayrshire.gov.uk
Fax: +44 1294324054

Internet address(es):

General address of the contracting authority: http://www.north-ayrshire.gov.uk

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00337

Further information can be obtained from: North Ayrshire Council
Cunninghame House, Friars Croft
Contact point(s): Finance and Corporate Support
For the attention of: Corporate Procurement
KA12 8EE Irvine
United Kingdom
Telephone: +44 1294324015
E-mail: procurement@north-ayrshire.gov.uk
Fax: +44 1294324054
Internet address: http://www.north-ayrshire.gov.uk

I.2)Type of the contracting authority
Regional or local authority
I.3)Main activity
General public services
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II.B: Object of the contract (Supplies or services)

II.1)Title attributed to the contract by the contracting authority:
NAC-1037 — Financial Management Information System.
II.2)Type of contract and place of delivery or of performance
Service category No 7: Computer and related services
North Ayrshire.

NUTS code UKM33

II.3)Information on framework agreement
II.4)Short description of nature and quantity or value of supplies or services:
The Council are anticipating tendering for a Finance Management Information System and this is expected to be advertised in the Official Journal of the European Union and Public Contracts Scotland system within 6 months of the date of this notice.
The Council has yet to determine whether it will proceed with a procurement pathway via contract tender and award or by utilising the G cloud framework competition.
Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=329299

Lots

This contract is divided into lots: no
II.5)Common procurement vocabulary (CPV)

72212440, 72212442

II.6)Scheduled date for start of award procedures
30.6.2015
II.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.8)Additional information:
Refer to further information in PIN Notice.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
To be advised in tender.
III.2)Conditions for participation
III.2.1)Information about reserved contracts

Section VI: Complementary information

VI.1)Information about European Union funds
VI.2)Additional information:
The Council are anticipating tendering for a Finance Management Information System and this is expected to be advertised in the Official Journal of the European Union and Public Contracts Scotland system within 6 months of the date of this notice.
The Council has yet to determine whether it will proceed with a procurement pathway via contract tender and award or by utilising the G cloud framework competition.
It is a core requirement that to be considered for this contract suppliers MUST be accredited by the Pan Government Accreditor and/or be in possession of ISO 27001 certification.
The provisional go live date for financial usage by the Council of the system is April-June 2016 and there shall be a period of implementation (including acceptance testing, migration of existing data, training and interfacing/integration with relevant existing Council systems/software) prior to March 2016.
The Council anticipates requiring a minimum of a 5 year term of the initial contract period with the option to thereafter extend the contract period on the basis of individual 1-year extensions for a maximum of a further 5 years.
The Council currently operates the Infor Masterpiece 4.01 system for its financial management arrangements.
This is used by approximately 310 users of which 80 are concurrent users.
The new Financial Management Information System will provide fully integrated and flexible functionality to support financial and budgetary management, planning, monitoring and delivery of the complex processes required by a modernised local authority working in partnership with other agencies.
The modules supplied must comply with all relevant United Kingdom and European Union legislation, the CIPFA/LASAAC Code of Practice on Local Authority Accounting in the United Kingdom and the Service Reporting Code of Practice.
The system must continue to comply for the duration of the contract and be maintained in such a way as to ensure compliance with changes to accounting standards in the UK.
As a minimum the General Ledger must be capable of recording the Council's income, expenditure, assets, liabilities and commitments, using multiple charts of accounts. The Creditors module must be capable of enabling the payment of creditors by cheque and BACS and the e-mailing of remittances; whilst Debtors module must be capable of meeting the day-to-day requirements of a local authority.
The system shall be capable of interfacing with a range of other council systems to provide automatic updating including cash receipting, payroll, revenues and benefits, and the Pecos e-procurement system. In relation to Pecos the council may consider using an integrated Procurement system if demonstrable benefits are shown. The System should operate to optimise the Council's efficiency in processing financial transactions; specifically it should avoid double handling of data and to this end provide the means for efficient interfaces to other Council systems in particular Roads, Building Maintenance, Community Charge, NDR, Procurement, Health, Education, Social Care etc. — further information will be provided within the Invitation to Tender documentation.
Significant investment has been made in the Council's UNIX Sparc Solaris/Oracle Database platform (Solaris 10 or above/Oracle 11 g or above) providing high availability; site to site disaster recovery; and point in time transactional recovery. As such this is the preferred platform; however, the Council can also support the Microsoft Windows Server platform (2008 or above) for aspects of the solution.
UNIX based aspects of the solution must be compatible with Solaris Zones/Oracle VM for Sparc and Windows Server aspects of the solution must be compatible with VMWare (5.5 or above)
The Council are also willing to consider a Cloud (SaaS) solution as an alternative to self-hosting.
The new system may be accessed and used by a number of public sector partnering organisations which may have requirements during the contract period — further information will be provided within the Invitation to Tender documentation.
The Council requires the development and delivery of training on each functional module to users including internal capacity building for future training.
The Contractor shall be required to project manage migration and archiving from the Council's current system to the new System. The Contractor shall be required to proactively work with, support and communicate with the Council during the Contract Period.
The Council is currently in the process of clarifying whether TUPE may apply to this Contract or not and further details will be provided within the Invitation to Tender documentation.
Prospective suppliers may be invited to demonstrate their products and discuss informally how their System might be implemented to achieve maximum business benefit this will also be used to inform our Procurement Strategy. If required this will take place in January or February 2015.
Interested suppliers should register their interest in participating in this tendering process and should also ensure that they are appropriately registered on the Public Contracts Scotland system. The opportunity will be advertised and tendered through the PCS and PCS Tender system and registered suppliers will receive automatic notification.
(SC Ref: 329299).
VI.3)Information on general regulatory framework
Relevant governmental Internet sites where information can be obtained

Tax legislation http://www.hmrc.gov.uk/

Environmental protection legislation http://www.sepa.org.uk/

Employment protection and working conditions https://www.gov.uk/

VI.4)Date of dispatch of this notice:
5.12.2014