Public procurement notice: Contract Notice
Published: 2016-05-13
Buyer: West Midlands Fire and Rescue Authority
Country: UK
Region: UNITED KINGDOM
Contract type: Supplies
Procedure: Competitive procedure with negotiation
CPV classification: 31711300 | 31711310 | 35123300 | 35125200: Time-recording system | 72212450
Estimated value: 144000 GBP
Submission deadline: 2016-06-13
Award criteria: The most economic tender

Technical requirements: The Authority utilises a time and attendance/ rostering system for operational emergency fire-fighters and officers, fire control personnel that handle emergency calls from the public, support staff in functions such as ICT, Finance, HR, cooks, cleaners and security staff. A new system is required that would allow more flexibility to the Authority by providing operational emergency employees the capability to allocate their own shifts and perform shift swapping. The system procured will also need to demonstrate that all existing shift patterns and the flexitime plus scheme in operation for support staff can be managed and that it can be interfaced with other Fire Service systems such as Oracle HRMS and Oracle Pay. Access would be via desktop PC's, web browsers and mobile devices, and have the flexibility to cope with future alterations to shift patterns.
Economic Operators must be experienced in the field of time and attendance/ rostering systems and be able to demonstrate its technical competence.
Economic Operators should also have or be prepared to obtain 5 000 000 GBP public and products liability, 5 000 000 GBP employer's liability and be able to prove their financial stability. Economic Operators that cannot meet the requested turnover of 290 000 GBP must be able to provide a guarantee from either a parent company or bank, failure to demonstrate this will result in a bid being rejected.
The Authority is conducting this procurement using the Competitive Procedure with Negotiation in accordance with the requirements of the Public Contracts Regulations 2015 for the purpose of procuring a time and attendance/ rostering system.
The Authority reserves the right to award a contract, using the evaluation criteria set out in the Invitation to Tender (ITT), based on an initial tender received and not carry out any negotiation. Therefore initial tenders should be capable of acceptance by the Authority.
Successful Tenderer's will have their initial bids evaluated against minimum requirements and the award criteria as per the ITT. Between 3 and 7 (or more in the event of a tied bid or bids) top scoring tenderers at this stage will be asked to take part in negotiations. There will be further negotiation rounds at the Authority's discretion until the negotiation is closed upon which final tenderers will be invited, which cannot be negotiated on.
Contract award is anticipated to be at the beginning of October 2016, implementation of a new system is to commence before the end of October 2016 with a go live date for the new system across the Authority 1.4.2017 (All dates subject to contract signing).
The Authority reserves the right to abandon or discontinue the procurement at any stage and not to award a contract.
If you would like to be considered for this contract please download, complete and return the tender documentation for this opportunity via the EU Supply portal, which can be located by clicking and following this link: https://uk.eu-supply.com/login.asp?B=BLUELIGHT If you are not already registered as a supplier with EU Supply this process will need to be completed before the tender opportunity can be accessed. Registration can be completed by clicking on the tab on the EU Supply homepage ‘New Supplier Registration’ and following the instructions on screen.
Closing date and time for completed Qualitative Selection questionnaires is 13.6.2016 at 12:00. Any applications that are not uploaded to EU Supply by this deadline will not be considered.
In accordance with best procurement practice, EU and UK Procurement Directives and Regulations, the Authority is seeking to choose a tenderer by competitive tender through the Competitive with Negotiation Procedure for the provision of a time and attendance/ rostering system.
— Develop a modern approach to time and attendance/ rostering management utilising instant messaging and real time visible data to aid in local and strategic decision making;


Award value: 144000