Contract for Outsourced Financial Services

Health and Safety Authority

The Health & Safety Authority wishes to award a contract for the outsourcing of its financial support services to cover payroll and debtor and creditor management in addition to other financial support services. The services are currently provided in-house by Authority staff. It should be noted that the contract will also cover the services for INAB whose functions will transfer to the Authority in early 2014 (current anticipated date). The contract will be for a period of three (3) years,with the possibility of the contract being extended for up to a further two year period by way of annual review.

Deadline

The time limit for receipt of tenders was 2013-09-30. The procurement was published on 2013-08-28.

Who? What? Where?
Procurement history
Date Document
2013-08-28 Contract notice
Contract notice (2013-08-28)
Object
Scope of the procurement
Title: Business services: law, marketing, consulting, recruitment, printing and security
Quantity or scope:
The contract will involve payroll, payroll creditors, accounts payable, accounts receivable, financial statements, etc. The Authority currently has 164 full time equivalents. The Authority processes approximately 2,500 invoices annually from a pool of 450 trade creditors with approximately 1,300 purchase orders issued.50 000500 000
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Notice metadata
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Services
Regulation: European Union, with participation of GPA countries
Common procurement vocabulary (CPV)
Code: Business services: law, marketing, consulting, recruitment, printing and security 📦

Procedure
Procedure type: Competitive dialogue
Type of bid: Submission for all lots
Award criteria
The most economic tender

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Body governed by public law
Awarding authority name: Health and Safety Authority
Postal address: The Metropolitan Building, James Joyce Street
Postal code: 1
Postal town: Dublin
Contact
E-mail: john_moran@hsa.ie 📧
Phone: +353 16147062 📞
Fax: +353 16147177 📠

Reference
Dates
Date dispatched: 2013-08-28 📅
Submission deadline: 2013-09-30 📅
Publication date: 2013-08-30 📅
Identifiers
Notice number: 2013/S 168-291927
OJ-S issue: 168
Additional information
1) Interested parties must register their interest on the eTenders web site (www.etenders.gov.ie) in order to beincluded on the mailing list for clarifications. All information relating to attachments, including clarifications andchanges, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie)only. Registration is free of charge. The contracting authority will not accept responsibility for information relayed(or not relayed) via third parties. 2) This is the sole call for competition for this service. 3) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates ortenderers. 4) If for any reason it is not possible to award the contract to the successful tenderer following conclusion of this competitive process or if having awarded the contract the successful tenderer fails to deliver the services in accordance with the contract, the contracting authority reserves the right to award the contract to the next highest scoring tenderer as appropriate, during the tender validity period. If, following the conclusion of the competitive process, it is not possible to award the initial contract to thedesignated successful tenderer; or if having awarded the initial contract the contracting authority considers thatthe successful tenderer has not met its obligations; the contracting authority reserves the right to award theinitial contract to the framework member with the next highest score on the basis of the original competitionandas tendered by that party. This shall be without prejudice to the right of the contracting authority to cancelthis competitive process and/or initiate a new contract award procedure at its sole discretion. To receive more information about this tender, including any amendments and/or clarifications and to request any clarifications and/or to respond to this tender, you must register your interest to this tender on the following site: https://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=69640&B=ETENDERS_SIMPLE
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Object
Scope of the procurement
Short description:
The Health & Safety Authority wishes to award a contract for the outsourcing of its financial support services to cover payroll and debtor and creditor management in addition to other financial support services. The services are currently provided in-house by Authority staff. It should be noted that the contract will also cover the services for INAB whose functions will transfer to the Authority in early 2014 (current anticipated date). The contract will be for a period of three (3) years,with the possibility of the contract being extended for up to a further two year period by way of annual review.
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Quantity or scope:
The contract will involve payroll, payroll creditors, accounts payable, accounts receivable, financial statements, etc. The Authority currently has 164 full time equivalents. The Authority processes approximately 2,500 invoices annually from a pool of 450 trade creditors with approximately 1,300 purchase orders issued.
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Estimated value excluding VAT: 50 000 💰
500 000 💰
Description of options:
The contract will be awarded for 3 years with the option to extend for a further period of 2 years.
Provisional timetable for use of options: 36 months
Number of possible renewals: 2
Duration: 60 months
Reference number: eTenders RFT ID 78294
Place of performance
Main site or place of performance: Dublin, Ireland.

Legal, economic, financial and technical information
Conditions for participation
Suitability to pursue the professional activity:
Please refer to the qualification questionnaire available to download from www.etenders.gov.ie with RFT ID 78294.
Economic and financial standing:
Please refer to the qualification questionnaire available to download from www.etenders.gov.ie with RFT ID 78294.
Technical and professional ability:
Please refer to the qualification questionnaire available to download from www.etenders.gov.ie with RFT ID 78294.
Contract execution
Deposits and guarantees required: Not applicable.
Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them: To be agreed with the successful tenderer.
Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
A grouping if successful must be prepared to contract as a single entity having joint and several liability.
Names and professional qualifications of the staff ✅

Procedure
Envisaged number of candidates: 5
Objective criteria for selection:
Following receipt of the submissions of completed qualification questionnaires, candidates will be assessed, scored and ranked on the basis of the criteria and rules and weightings contained therein. It is anticipated that the top 5 scoring applicants will be invited to the dialogue stage. The Authority reserves the right to reduce the number of participants invited to subsequent dialogue rounds and/or tender by application of some / all of the award criteria.
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Date of dispatch of invitations: 2013-10-14 📅
Languages
Language: English 🗣️
Other languages: Irish

Contracting authority
Contact
Contact point: John Moran

Reference
Identifiers
Reference number attributed by the contracting authority: eTenders RFT ID 78294
Additional information
1) Interested parties must register their interest on the eTenders web site (www.etenders.gov.ie) in order to beincluded on the mailing list for clarifications. All information relating to attachments, including clarifications andchanges, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie)only. Registration is free of charge. The contracting authority will not accept responsibility for information relayed(or not relayed) via third parties.
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2) This is the sole call for competition for this service.
3) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates ortenderers.
4) If for any reason it is not possible to award the contract to the successful tenderer following conclusion of this competitive process or if having awarded the contract the successful tenderer fails to deliver the services in accordance with the contract, the contracting authority reserves the right to award the contract to the next highest scoring tenderer as appropriate, during the tender validity period.
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If, following the conclusion of the competitive process, it is not possible to award the initial contract to thedesignated successful tenderer; or if having awarded the initial contract the contracting authority considers thatthe successful tenderer has not met its obligations; the contracting authority reserves the right to award theinitial contract to the framework member with the next highest score on the basis of the original competitionandas tendered by that party. This shall be without prejudice to the right of the contracting authority to cancelthis competitive process and/or initiate a new contract award procedure at its sole discretion.
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To receive more information about this tender, including any amendments and/or clarifications and to request any clarifications and/or to respond to this tender, you must register your interest to this tender on the following site: https://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=69640&B=ETENDERS_SIMPLE
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Complementary information
Review body
Name: The High Court
Postal address: The Four Courts Inns Quay
Postal town: Dublin
Postal code: 7
Country: Ireland 🇮🇪
E-mail: highcourtcentraloffice@courts.ie 📧
Phone: +353 18886000 📞
Information about review deadlines:
The contracting authority will not conclude this contract to which a standstill period applies in accordance with Irish Statutory Instrument SI 131 of 2010, until after the expiry of the standstill period which commences on the day following the date of notification of concernedcandidates and tenderers. The duration of the standstill period will be 14 calendar days where notifications aresent electronically or by fax and 16 calendar days where these are sent by any other means. The Statutory Instrument mentioned above provides that review procedures are available in the High Court to a person who has or has had an interest in obtaining the contract and alleges that he or she has been harmed or is at risk ofbeing harmed by an infringement of the law in relation to that contract.
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Service from which information about the review procedure may be obtained
Name: Consult a legal advisor
Source: OJS 2013/S 168-291927 (2013-08-28)
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