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GB-Huntingdon: Payroll management services.

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 4187, Email: jan.thistleton@hinchingbrooke.nhs.uk, URL: www.hinchingbrooke.nhs.uk
Contact: 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: SUPPLIES
II.1)Description
II.1.1)Title attributed to the contract by the contracting authority: Payroll and Pension Service
II.1.2)Type of contract and location of works, place of delivery or of performance: SUPPLIES
Purchase

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:
Payroll management services. Payroll and Pension Services, Seperate Lots for e-rostering and bank management system

II.1.6)Common Procurement Vocabulary:
79211110 - Payroll management services.


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 Service
a) Payroll

The provider of the service will aim to pay 100% of staff and workers the correct salary, allowances and expenses every month. Staff/Workers are currently paid on or before the 25th calendar day of each month dependent on whether the 25th falls on a non-working day. Workers on the bank scheme are paid monthly in arrears on the 25th of the month. The Trust and provider will agree a payroll timetable prior to service commencement which will include payment dates of salary, the provision of interface files and any necessary reports and reconciliations such as Gross to Net.

The provider will be required to comply with all current legislation, payment notifications and guidance in respect of payroll.

The provider will be required to comply with all Trust policies associated with payroll.

The provider will agree a timetable with the Trust for the production of P60s and all yearly returns required by HMRC. This will also include issuing documents such as P11d, P46 , P14 and P35.

The provider will support and advise the Trust in developing reports from ESR as required.

The service includes the management of all national and local salary deductions and salary sacrifice arrangements.

b) Pension

The provider will aim to provide assurance that 100% of staff pension records are updated after the annual update provided to the NHS Pensions Agency.

The provider will be required to comply with all current legislation, pensions notifications and guidance in respect of pensions.

The provider will aim to raise awareness of pensions issues for staff and provide advice on pensions for staff on request. All staff are automatically enrolled into the NHS Pension Scheme unless they formally opt out in writing. The provider will liaise and communicate with the NHS Pensions Agency as required.

The provider will support the Trust in any year end processes as required.

Options

Lot 1 Core service

Lot 2 E-rostering system

Lot 3 Core service plus the provision of a system for managing Bank staff which will link to the E-rostering system

Lots may be awarded in totality or as separate Lots.

Financial proposal
The provider is requested to provide a cost for providing the core service ( Lot 1) incorporating innovative solutions which can be implemented by service commencement where appropriate and achievable or at an agreed point post service commencement. Costs should reflect those innovations.

The provider should also provide separate costs for the 2 additional Lots shown above. If these 2 Options will impact on the costs of delivering the core service this should be identified clearly against the 2 options.

Any future changes to service provision will need to be dealt with via the change control mechanism but bidders may, separately, make innovative proposals based on what could be achieved post service commencement and provide separate indicative costs for those proposals and again demonstrate how they might impact on delivery of the core service.

The provider will identify any implementation cost which will take account of any costs incurred during the transition period prior to service commencement.

The provider will provide day rate charges for any support they are asked to provide post service commencement.



General

The provider will provide robust and comprehensive backup and disaster recovery arrangements. These will include arrangements for backup of systems as well as arrangements for paying staff in the event of system failure.

Provide access to internal audit, counter fraud officers and external auditors as requested by the Trust. The provider will also provide, on request from the Trust, evidence of internal audit carried out to validate the provider`s own systems.

Provide a full and comprehensive support/ helpdesk to deal with pay and pension queries from individual members of staff as well as from the Trust`s HR and Finance teams

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.

The provider will provide a detailed transition plan with their proposal to assume a service commencement date of 1 January 2012.



II.2.2)Options: No
II.3)Duration Of The Contract Or Time-Limit For Completion
Duration in months: 36 (from the award of the contract)

Information About Lots

Lot No: 1
Title: Core Service - Payroll and Pensions
1)Short Description:
Payroll and Pension Service

2)Common Procurement Vocabulary:
79211110 - Payroll management services.


3)Quantity Or Scope:
The provider of the service will aim to pay 100% of staff and workers the correct salary, allowances and expenses every month. Staff/Workers are currently paid on or before the 25th calendar day of each month dependent on whether the 25th falls on a non-working day. Workers on the bank scheme are paid monthly in arrears on the 25th of the month. The Trust and provider will agree a payroll timetable prior to service commencement which will include payment dates of salary, the provision of interface files and any necessary reports and reconciliations such as Gross to Net.

The provider will be required to comply with all current legislation, payment notifications and guidance in respect of payroll.

The provider will be required to comply with all Trust policies associated with payroll.

The provider will agree a timetable with the Trust for the production of P60s and all yearly returns required by HMRC. This will also include issuing documents such as P11d, P46 , P14 and P35.

The provider will support and advise the Trust in developing reports from ESR as required.

The service includes the management of all national and local salary deductions and salary sacrifice arrangements.

b) Pension

The provider will aim to provide assurance that 100% of staff pension records are updated after the annual update provided to the NHS Pensions Agency.

The provider will be required to comply with all current legislation, pensions notifications and guidance in respect of pensions.

The provider will aim to raise awareness of pensions issues for staff and provide advice on pensions for staff on request. All staff are automatically enrolled into the NHS Pension Scheme unless they formally opt out in writing. The provider will liaise and communicate with the NHS Pensions Agency as required.

The provider will support the Trust in any year end processes as required


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

Duration in months: 60

Lot No: 2
Title: E- Rostering System
2)Common Procurement Vocabulary:
79211110 - Payroll management services.


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

Duration in months: 36

Lot No: 3
Title: Bank Staff Monitoring System
1)Short Description:
the provision of a system for managing Bank staff which will link to the E-rostering system

2)Common Procurement Vocabulary:
79211110 - Payroll management services.


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

Duration in months: 36

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:
Hinchingbrooke Health Care NHS Trust Standard Conditions will apply - 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;
(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;
(g) for public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
(h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years;
(i) a statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract;
(j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
(k) with regard to the products to be supplied: (i) samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests; (ii) certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.

III.2.4)Reserved contracts: 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 nature of the requirment and the implementation time
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate:
Not Provided

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: Not Provided
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: 29/08/2011
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-2461153 TKR-2011630-PRO-2461152

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 Kingdom
Tel. 01480 416416, Fax. 01480 478778

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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