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GB-Huntingdon: Financial systems software package.

Section I: Contracting Authority
I.1)Name, Addresses and Contact Point(s):
Hinchingbrooke Health Care NHS Trust
Hinchingbrooke Hospital, Hinchingbrooke Park, Huntingdon, PE28 5QF, United Kingdom
Tel. 01480 418788, Fax. 01480 418778, Email: jan.thistleton@hinchingbrooke.nhs.uk, URL: www.hinchingbrooke.nhs.uk
Attn: Jan Thistleton

Further information can be obtained at: As Above
Specifications and additional documents: As Above
Tenders or requests to participate must be sent to: As Above

I.2)Type of contracting authority and main activity or activities:
Ministry or any other national or federal authority, including their regional or local sub-divisions
Health

The contracting authority is purchasing on behalf of other contracting authorities: No

Section II: Object Of The Contract: SERVICES
II.1)Description
II.1.1)Title attributed to the contract by the contracting authority: Finance System
II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES
Service Category: 7

Region Codes: UKH - EAST OF ENGLAND
II.1.3)This notice involves: A public contract

II.1.5)Short description of the contract or purchase:
Financial systems software package. The current finance system is provided as a bureau service by a third party and the software is hosted on an external server. The Trust will consider options to host the finance system itself or to have the system provided on a bureau basis as at present.

Most Finance functions are currently provided in-house but the payroll and pension service is provided by a third party. There are currently no plans to change these arrangements.

The Trust has developed its own Chart of accounts but may consider moving to an alternative Chart of accounts as part of this process


II.1.6)Common Procurement Vocabulary:
48442000 - Financial systems software package.


II.1.7)Contract Covered by the Government Procurement Agreement: No
II.1.8)Division into lots: Yes
If yes, tenders should be submitted for: One or more lots

II.1.9)Variants will be accepted: No

II.2)Quantity Or Scope Of The Contract
II.2.1)Total quantity or scope:
Core Essential Requirements ( Lot 1)

Purchase Ledger ¿ Payment of NHS and non-NHS invoices in accordance with Better Payments Policy and allowing for identification of VAT recoverable items for defined NHS contracted out services. The Trust currently pays around 35,000 invoices per annum.

Sales Ledger ¿ Raising invoices to NHS and non-NHS customers. The Trust currently raises up to 5,000 sales invoices per annum.
Purchasing functionality to enable requisitions and purchase orders to be raised making use of E-procurement/ E-market place.


Treasury Management and Banking ¿ to include the ability to provide BACS transfers, CHAPS payments, Faster payments and the receipting of cash and cheques
Nominal Ledger
Budgeting, Forecasting and Reporting ¿ Reporting will need to allow bespoke reports to be written and for drill down functionality. This will include the ability to hold Whole Time Equivalent (WTE) information in respect of staff.
Dashboard reporting ¿ simple desktop mechanism to enable managers to see how the Trust is performing real time against a number of indicators to be defined by the Trust. These indicators will be financial and non-financial and so may need to be linked to a data warehouse or to other non-Finance systems . There is currently no dashboard provided from the Finance system.
Charitable Funds - Management within the system, possibly as a separate company, of the Charitable Funds accounts which are separate and discrete from the Trust`s own accounts.
Stock Management

The system should make best use of workflow to streamline and automate processes where that is possible across all the above functions and bidders should demonstrate how the system will optimise workflow.

To provide multi-company functionality
To provide multi-currency functionality
To provide standard finance reporting across all areas of the Trust and also to allow the Trust to design and write its own reports

To provide the capability to link with other systems and to store data loaded from those systems ¿ systems which currently feed into the ledger are -:

-Electronic Staff Record ( this is the payroll system by which staff are paid)
-Pharmacy System ( the system is currently provided by the medicines management systems company called JAC)
-Supply Chain ( NHS Supply chain provides a wide range of clinical and non-clinical goods and consumables to the Trust)
- E-procurement/ E-market place system ( this is currently provided by a company called GHX)
-Activity pricing link ( this is currently a Pascal link which enables clinical activity to be priced in accordance with the NHS Payment by Results tariff

To provide open architecture which would enable links to other systems to be established easily.

Provide a full and comprehensive support/ helpdesk to deal with queries from individual members of staff. The Trust will agree with the provider the division of responsibility in respect of system administration based on the service offered by the provider.

To provide fully documented backup and disaster recovery plans.

The provider will maintain the integrity of all staff data in accordance with the Data Protection Act and Government legislation in respect of Information Governance and will comply with the Trust¿s information governance policies where appropriate.




Options ( Additional Lots)

Lot 2 Contract Management. To enable all contracts and Service Level Agreements to be recorded and monitored

Lot 3 Service Level Reporting ¿ functionality to enable all services delivered by the Trust to be costed and reported by apportionment and allocation of costs. Ideally this will generate the information required to produce the Trust`s Reference costs. Note that the Trust aims to move to the development of patient level costing.

Lot 4 Fixed Asset Accounting module to comply with the International Financial Reporting Standards as applied by the NHS.



II.2.2)Options: Not Provided
II.3)Duration Of The Contract Or Time-Limit For Completion
Duration in months: 60 (from the award of the contract)

Information About Lots

Lot No: 1
Title: Core Essential Requirements ( Lot 1)
1)Short Description:
Purchase Ledger, Sales Ledger,Purchasing System,Treasury Management and Banking, Stock Management

2)Common Procurement Vocabulary:
48442000 - Financial systems software package.


3)Quantity Or Scope:
Purchase Ledger ¿ Payment of NHS and non-NHS invoices in accordance with Better Payments Policy and allowing for identification of VAT recoverable items for defined NHS contracted out services. The Trust currently pays around 35,000 invoices per annum.

Sales Ledger ¿ Raising invoices to NHS and non-NHS customers. The Trust currently raises up to 5,000 sales invoices per annum.
Purchasing functionality to enable requisitions and purchase orders to be raised making use of E-procurement/ E-market place.


Treasury Management and Banking ¿ to include the ability to provide BACS transfers, CHAPS payments, Faster payments and the receipting of cash and cheques
Nominal Ledger
Budgeting, Forecasting and Reporting ¿ Reporting will need to allow bespoke reports to be written and for drill down functionality. This will include the ability to hold Whole Time Equivalent (WTE) information in respect of staff.
Dashboard reporting ¿ simple desktop mechanism to enable managers to see how the Trust is performing real time against a number of indicators to be defined by the Trust. These indicators will be financial and non-financial and so may need to be linked to a data warehouse or to other non-Finance systems . There is currently no dashboard provided from the Finance system.
Charitable Funds - Management within the system, possibly as a separate company, of the Charitable Funds accounts which are separate and discrete from the Trust`s own accounts.
Stock Management

The system should make best use of workflow to streamline and automate processes where that is possible across all the above functions and bidders should demonstrate how the system will optimise workflow.

To provide multi-company functionality
To provide multi-currency functionality
To provide standard finance reporting across all areas of the Trust and also to allow the Trust to design and write its own reports

To provide the capability to link with other systems and to store data loaded from those systems ¿ systems which currently feed into the ledger are -:

-Electronic Staff Record ( this is the payroll system by which staff are paid)
-Pharmacy System ( the system is currently provided by the medicines management systems company called JAC)
-Supply Chain ( NHS Supply chain provides a wide range of clinical and non-clinical goods and consumables to the Trust)
- E-procurement/ E-market place system ( this is currently provided by a company called GHX)
-Activity pricing link ( this is currently a Pascal link which enables clinical activity to be priced in accordance with the NHS Payment by Results tariff

To provide open architecture which would enable links to other systems to be established easily.

Provide a full and comprehensive support/ helpdesk to deal with queries from individual members of staff. The Trust will agree with the provider the division of responsibility in respect of system administration based on the service offered by the provider.

To provide fully documented backup and disaster recovery plans.

The provider will maintain the integrity of all staff data in accordance with the Data Protection Act and Government legislation in respect of Information Governance and will comply with the Trust¿s information governance policies where appropriate.



4)Indication About Different Date For Start Of Award Procedures And/Or Duration Of The Contract

Duration in months: 60

Lot No: 2
Title: Contracts Management
1)Short Description:
To enable all contracts and Service Level Agreements to be recorded and monitored

2)Common Procurement Vocabulary:
79994000 - Contract administration services.


4)Indication About Different Date For Start Of Award Procedures And/Or Duration Of The Contract

Duration in months: 60

Lot No: 3
Title: Service Level Reporting
1)Short Description:
functionality to enable all services delivered by the Trust to be costed and reported by apportionment and allocation of costs. Ideally this will generate the information required to produce the Trust`s Reference costs. Note that the Trust aims to move to the development of patient level costing.

2)Common Procurement Vocabulary:
72591000 - Development of service level agreements.


4)Indication About Different Date For Start Of Award Procedures And/Or Duration Of The Contract

Duration in months: 60

Lot No: 4
Title: Fixed Asset Accounting Module
1)Short Description:
Fixed Asset Accounting module to comply with the International Financial Reporting Standards as applied by the NHS.

2)Common Procurement Vocabulary:
48442000 - Financial systems software package.


4)Indication About Different Date For Start Of Award Procedures And/Or Duration Of The Contract

Duration in months: 60

Section III: Legal, Economic, Financial And Technical Information
III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Not Provided

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them:
Not Provided

III.1.3)Legal form to be taken by the grouping of economic operators to whom the contract is to be awarded:
Not Provided

III.1.4)Other particular conditions to which the performance of the contract is subject: Yes
If Yes, description of particular conditions:
Standard Hinchingbrooke Health Care NHS Trust terms and conditions (Based on DH template)
III.2)Conditions For Participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:
Not Provided
III.2.2)Economic and financial capacity
Information and formalities necessary for evaluating if requirements are met:
(a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(c) a statement of the undertaking's overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.


III.2.3)Technical capacity
Information and formalities necessary for evaluating if requirements are met:
(a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: - where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority, - where the recipient was a private purchaser, by the purchaser's certification or, failing this, simply by a declaration by the economic operator;
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator's undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
(e) where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body's agreement, on the production capacities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate;
(f) the educational and professional qualifications of the service provider or contractor and/or those of the undertaking's managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
(j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;

III.2.4)Reserved contracts: No

III.3)Conditions Specific To Service Contracts
III.3.1)Execution of service is reserved to particular profession: No
III.3.2)Legal person should indicate the names and professional qualifications of the staff responsible for execution of the service: No
Section IV: Procedure
IV.1)Type Of Procedure
IV.1.1)Type of procedure: Accelerated Restricted
Justification for the choice of accelerated procedure: Due to the need to align the change with the accounting year
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate:
Envisaged minimum number: 3 and maximum number: 10
IV.2)Award Criteria
IV.2.1)Award criteria:
The most economically advantageous tender in terms of
The criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)An electronic auction will be used: No

IV.3)Administrative Information
IV.3.1)File reference number attributed by the contracting authority: HINCON/JT/00046
IV.3.2)Previous publication(s) concerning the same contract: No

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document:

Date: 30/07/2011 Time-limit for receipt of requests for documents or for accessing documents: 17:00
Payable documents: No

IV.3.4)Time-limit for receipt of tenders or requests to participate
Date: 22/08/2011
Time: 17:00
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up:
English



Section VI: Complementary Information

VI.1)This Is A Recurrent Procurement: No
VI.2)Contract related to a project and/or programme financed by Community Funds: No
VI.3)Additional Information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs).However, any selection of tenderers will be based solely on the criteria set out for the procurement,and the contract will be awarded on the basis of the most economically advantageous tender. GO-2011630-PRO-2461135 TKR-2011630-PRO-2461134

VI.4)Procedures For Appeal
VI.4.1)Body responsible for appeal procedures:
Hinchingbrooke Health Care NHS Trust
HInchingbrooke Hospital, Hinchingbrooke Park, , Huntingdon, PE29 6NT, United States Minor Outlying Islands
Tel. 01480 416416

VI.4.2)Lodging of appeals: Not Provided

VI.4.3)Service from which information about the lodging of appeals may be obtained:
Not Provided

VI.5) Date Of Dispatch Of This Notice: 30/06/2011

ANNEX A


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