Provision of a fully managed payroll service

Iarnrod Eireann-Irish Rail

This is a call to competition by IÉ for the procurement of a ‘Fully Managed Payroll Service’ The service will provide for all staff remunerations and will have functionality for recording time and attendance to facilitate the introduction of on-line timesheets and the elimination of paper-based support systems. the new fully managed payroll service will provide a future-proofed payroll function and new functionality which will move the organisation towards a more systems-driven environment. The Attached Pre Qualification Questionnaire contains a non exhaustive list of services that will be required from the Service Provider. It is intended to inform the market of the scope of our requirements and will be used for as the basis of the evaluation of the relevant experience criterion set out in the selection criteria, please read this document carefully.

Deadline

The time limit for receipt of tenders was 2017-05-08. The procurement was published on 2017-04-07.

Who?

• Iarnrod Eireann-Irish Rail

What?

Where?

• Éire/Ireland

Procurement history

Date	Document
2017-04-07	Contract notice
2019-10-07	Contract award notice
2021-12-20	Modification of a contract/concession during its term

Contract notice (2017-04-07)
Object
Scope of the procurement
Title: Payroll management services
Reference number: 6629
Short description:

This is a call to competition by IÉ for the procurement of a ‘Fully Managed Payroll Service’ The service will provide for all staff remunerations and will have functionality for recording time and attendance to facilitate the introduction of on-line timesheets and the elimination of paper-based support systems. the new fully managed payroll service will provide a future-proofed payroll function and new functionality which will move the organisation towards a more systems-driven environment. The Attached Pre Qualification Questionnaire contains a non exhaustive list of services that will be required from the Service Provider. It is intended to inform the market of the scope of our requirements and will be used for as the basis of the evaluation of the relevant experience criterion set out in the selection criteria, please read this document carefully.

Notice metadata
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Services
Regulation: European Union
Common procurement vocabulary (CPV)
Code: Payroll management services 📦
Additional CPV: Time accounting or human resources software development services 📦
Place of performance
NUTS region: Éire/Ireland 🏙️

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

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Utilities entity
Awarding authority name: Iarnrod Eireann-Irish Rail
Postal address: Procurement, CIE Works, Inchicore
Postal code: 8
Postal town: Dublin
Contact
Internet address: http://www.irishrail.ie 🌏
E-mail: fergal.riggs@irishrail.ie 📧
Phone: +353 017033718 📞
Fax: +353 014537349 📠
URL for documents: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=111047&B=ETENDERS_SIMPLE 🌏

Reference
Dates
Date dispatched: 2017-04-07 📅
Submission deadline: 2017-05-08 📅
Publication date: 2017-04-11 📅
Identifiers
Notice number: 2017/S 071-135558
OJ-S issue: 71
Additional information

Please see the Attached Pre Qualification Questionnaire which includes additional important information.

Object
Scope of the procurement
Estimated total value: 6 000 000 EUR 💰
Short description:

This is a call to competition by IÉ for the procurement of a ‘Fully Managed Payroll Service’ IÉ is seeking to procure a Fully Managed Payroll Service. The service will provide for all staff remunerations and will have functionality for recording time and attendance to facilitate the introduction of on-line timesheets and the elimination of paper-based support systems. , IÉ is seeking to procure a new fully managed payroll service which will provide a future-proofed payroll function and new functionality which will move the organisation towards a more systems-driven environment. The elimination of the paper based approach will form part of any new payroll solution. IÉ employs circa. 3 800 staff nationwide in 142 separate locations. At present there are multiple payrolls, monthly and weekly. The service provider will be responsible for maintaining and running all payrolls as required by Iarnród Éireann in accordance with any Service Level Agreement (SLA) to be agreed with the company. The Attached Pre Qualification Questionnaire contains a non exhaustive list of services that will be required from the Service Provider. It is intended to inform the market of the scope of our requirements and will be used for as the basis of the evaluation of the relevant experience criterion set out in the selection criteria. The Contract the subject of this competition is a contract for a maximum period of up to eight (8) years including all phases covering development, implementation and operation, and including any contract extension options. Further information is contained in the attached pre qualification questionnaire, please read this document carefully. Closing date for receipt of PQQ submissions is 8.5.2017 with any queries with respect tot this process to be submitted, by email only to fergal.riggs@irishrail.ie not later than 24.4.2017.

Estimated value excluding VAT: 6 000 000 EUR 💰
Duration: 96 months
Description of renewals: If extension options are utilized renewal will be April 2025.
Description of options: Options to extend for a period not to exceed 8 years contract duration in total.
Additional information:

Please see the Attached Pre Qualification Questionnaire which includes additional important information.

Place of performance
Main site or place of performance: Dublin.

Legal, economic, financial and technical information
Conditions for participation
Suitability to pursue the professional activity:

Please see the Attached Pre Qualification Questionnaire which includes additional important information.

List and brief description of rules and criteria:

Please see the Attached Pre Qualification Questionnaire which includes additional important information.

Contract execution
Deposits and guarantees required:

Please see the Attached Pre Qualification Questionnaire which includes additional important information.

Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Please see the Attached Pre Qualification Questionnaire which includes additional important information.

Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Please see the Attached Pre Qualification Questionnaire which includes additional important information.

Contract performance conditions: Performance conditions will be available at Invitation to Tender Stage.

Procedure
Minimum number of candidates: 3
Maximum number of candidates: 7
Objective criteria for choosing the limited number of candidates: Please see PQQ.
Time of receipt of tenders: 12:00
Date of dispatch of invitations: 2017-06-08 📅
Languages in which tenders or requests to participate may be submitted: English 🗣️
Tender validity period: 2017-11-08 📅

Contracting authority
Identity
National registration number: N/a
Contact
Contact point: Fergal Riggs
Internet address: www.irishrail.ie 🌏
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/433 🌏
Documents URL: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=111047&B=ETENDERS_SIMPLE 🌏

Reference
Additional information
Estimated timing for further notices: April 2025.

Complementary information
Review body
Name: The High Court
Postal town: Dublin
Country: Ireland 🇮🇪
Source: OJS 2017/S 071-135558 (2017-04-07)

Contract award notice (2019-10-07)
Object
Scope of the procurement
Short description:

This is a call to competition by IÉ for the procurement of a ‘Fully Managed Payroll Service’ The service will provide for all staff remunerations and will have functionality for recording time and attendance to facilitate the introduction of on-line time sheets and the elimination of paper-based support systems. the new fully managed payroll service will provide a future-proofed payroll function and new functionality which will move the organisation towards a more systems-driven environment. The attached pre-qualification questionnaire contains a non exhaustive list of services that will be required from the service provider. It is intended to inform the market of the scope of our requirements and will be used for as the basis of the evaluation of the relevant experience criterion set out in the selection criteria, please read this document carefully.

Notice metadata
Document type: Contract award notice

Procedure
Type of bid: Not applicable

Contracting authority
Identity
Postal town: Dublin 8
Contact
E-mail: li.qian@irishrail.ie 📧
Phone: +353 17033721 📞
Fax: +353 14537349 📠

Reference
Dates
Date dispatched: 2019-10-07 📅
Publication date: 2019-10-10 📅
Identifiers
Notice number: 2019/S 196-477109
Refers to notice: 2017/S 071-135558
OJ-S issue: 196

Object
Scope of the procurement
Short description:

This is a call to competition by IÉ for the procurement of a ‘Fully Managed Payroll Service’ IÉ is seeking to procure a fully managed Payroll service. The service will provide for all staff remunerations and will have functionality for recording time and attendance to facilitate the introduction of on-line time-sheets and the elimination of paper-based support systems, IÉ is seeking to procure a new fully managed payroll service which will provide a future-proofed payroll function and new functionality which will move the organisation towards a more systems-driven environment. The elimination of the paper based approach will form part of any new payroll solution IÉ employs circa. 3,800 staff nationwide in 142 separate locations. At present there are multiple payrolls, monthly and weekly. The service provider will be responsible for maintaining and running all payrolls as required by Iarnród Éireann in accordance with any service level agreement (SLA) to be agreed with the company. The attached pre-qualification questionnaire contains a non exhaustive list of services that will be required from the service provider. It is intended to inform the market of the scope of our requirements and will be used for as the basis of the evaluation of the relevant experience criterion set out in the selection criteria. The contract the subject of this competition is a contract for a maximum period of up to eight (8) years including all phases covering development, implementation and operation, and including any contract extension options. Further information is contained in the attached pre-qualification questionnaire, please read this document carefully. Closing date for receipt of PQQ submissions is 8.5.2017 with any queries with respect tot this process to be submitted, by email only to fergal.riggs@irishrail.ie not later than 24.4.2017.

Award of contract
Date of contract conclusion: 2018-01-08 📅

Contracting authority
Contact
Contact point: Li Qian
Source: OJS 2019/S 196-477109 (2019-10-07)

Modification of a contract/concession during its term (2021-12-20)
Object
Scope of the procurement
Title: Bookkeeping services
Notice metadata
Document type: Modification of a contract/concession during its term
Common procurement vocabulary (CPV)
Code: Bookkeeping services 📦

Procedure
Award criteria
Not applicable

Contracting authority
Identity
Awarding authority name: Irish Rail Iarnród Éireann
Postal code: D01 V6V6
Contact
E-mail: richard.latimer@irishrail.ie 📧

Reference
Dates
Date dispatched: 2021-12-20 📅
Publication date: 2021-12-24 📅
Identifiers
Notice number: 2021/S 250-664409
Refers to notice: 2019/S 196-477109
OJ-S issue: 250
Additional information

the additional requirement for SOC 1 reports services to be added to the Managed Payroll Services agreement. SOC 1 reporting wasn’t identified as a specific requirement at the time of Tender as IE was looking for a managed service / payroll. What was defined as per Non Functional Requirements (NFR 019) was that the vendors’ solution must undergo annual data security audits. Through a recent IA audit of the banking and cash management a requirement for access to this SOC report service became a “must have”. In order to satisfy these internal audit on banking and cash management, IE commenced negotiation with Zellis to satisfy the queries coming from the audit. The SOC report was identified by Zellis as an option and IE followed up with Internal Audit on this and this satisfies and closes out the audit mitigating action. SOC 1 reports cover business process control objectives and IT general controls that address the risks of IE users related to the use of IE service. SOC 1 are the correct report if a company provides a service that is relevant to or could impact the financials of your clients “Employee”. In order to get access to this report carried out by Zellis, there is a cost over the lifetime of the contract.The additional services can only be provided by Zellis to IE as they are responsible for the report and also cannot let any third party vendor / client have access to their database for GDPR and data protection reasons.

Object
Scope of the procurement
Short description:

Negotiated procedure with prior call for competition, call to competition by IÉ for the procurement of a ‘Fully Managed Payroll Service’ The service will provide for all staff remunerations and will have functionality for recording time and attendance to facilitate the introduction of on-line timesheets and the elimination of paper-based support systems. the new fully managed payroll service will provide a future-proofed payroll function and new functionality which will move the organization towards a more systems-driven environment.

Place of performance
Main site or place of performance: Dublin

Award of contract
Date of contract conclusion: 2021-12-20 📅

Contracting authority
Identity
National registration number: 119571
Contact
Contact point: Richard Latimer

Reference
Additional information

the additional requirement for SOC 1 reports services to be added to the Managed Payroll Services agreement.

SOC 1 reporting wasn’t identified as a specific requirement at the time of Tender as IE was looking for a managed service / payroll. What was defined as per Non Functional Requirements (NFR 019) was that the vendors’ solution must undergo annual data security audits.

Through a recent IA audit of the banking and cash management a requirement for access to this SOC report service became a “must have”.

In order to satisfy these internal audit on banking and cash management, IE commenced negotiation with Zellis to satisfy the queries coming from the audit. The SOC report was identified by Zellis as an option and IE followed up with Internal Audit on this and this satisfies and closes out the audit mitigating action.

SOC 1 reports cover business process control objectives and IT general controls that address the risks of IE users related to the use of IE service.

SOC 1 are the correct report if a company provides a service that is relevant to or could impact the financials of your clients “Employee”.

In order to get access to this report carried out by Zellis, there is a cost over the lifetime of the contract.The additional services can only be provided by Zellis to IE as they are responsible for the report and also cannot let any third party vendor / client have access to their database for GDPR and data protection reasons.

Complementary information
Review body
Internet address: https://www.courts.ie/high-court 🌏
Body responsible for mediation procedures
Name: The High Court
Postal town: Dublin
Country: Ireland 🇮🇪
Service from which information about the review procedure may be obtained
Same as: Body responsible for mediation procedures
Source: OJS 2021/S 250-664409 (2021-12-20)

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