CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Fully Integrated HR Payroll and Flexible Benefits System

2.2

Description of the goods or services required

Seren Group is inviting the submission of Tenders to provide a Fully Integrated HR,Payroll & Flexible Benefits System that covers each element of the Employee Lifecycle to the Seren Group Limited.

By participating in this Tender you are indicating your acceptance to be bound by the guidelines set out in the Invitation to Tender and supporting documentation. We provide below the key details of Seren Group requirements, which you should take into account in your response.

To simplify exchange of information regarding this Invitation to Tender (ITT) please nominate a Bid Manager (together with their deputy) and relevant contact telephone, and email addresses.

Please direct any questions regarding the ITT content or process to the Seren Group representatives named. You should not contact other Seren Group personnel unless directed to do so by the Seren Group representative. Seren Group reserves the right to disqualify and reject proposals from suppliers who do not comply with these guidelines. All questions should be submitted in writing either by post or to the email address below.

Only communications made by your Bid Manager (or their deputy) to our named representatives, namely Gaynor Morris, Group Director of Organisational Development or Emily Saunders, HR Project co-ordinator will be taken into account during the pre-contract Tender period.

As part of this Tender process the Seren Group makes no obligations in any way to:

(i) pay any vendor for any ITT response; or

(ii) award the contract with the lowest or any bidder; or

(iii) accept any ITT information received from vendors; or

(iv) include vendors responding to this ITT, in any future invitation; or

(v) any other commitment to vendors whatsoever.

Additional information:

Seren Group is currently reviewing the provision of HR, Payroll & Flexible Benefits services to Seren Group companies throughout the UK. At the same time Seren Group is also reviewing the provision of people management (covering rostering, client management and support contract compliance).

To this end, there may be changes to the strategic and operational processes regarding how Seren Group runs and manages its people, payroll, flexible benefits, processing and people management software systems. This has led to the release of this ITT. Following this process, Seren Group may award a new contract in May 2014 or thereabouts regarding Employee lifecycle software recording, processing and management information system services.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=8969.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

We’re the Seren Group and we’re in the business of providing housing and support to people. We’ve been working together as Seren Group since 2004 and the companies which make up the group have been providing services for decades. If we are asked to describe ourselves, one of the things we say is that ‘we’re a group of social businesses’.

We employ 1,000 contracted members of staff, and have a ‘relief bank’ of approximately 200 non contracted workers.

Very interesting, but what exactly does that mean?

Well, to us it’s about three things.

group: we are five companies working together

Charter Housing; Derwen; Solas; Reach; Serenliving

social: it’s people’s lives that matter

businesses: we are a professional approachable group of companies with strong individual and group identity.

We provide housing and support to people. Sometimes we do both together and sometimes people need only housing or only support. We work across South Wales and provide support services to people in Swindon, Gloucester, Salisbury and Powys.

We require a fully integrated system to support this.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Evaluation Criteria and Process

A set of detailed evaluation criteria has been prepared by Seren Group for the evaluation of every Submission. Within each stage an initial evaluation will consider whether or not every instruction and requirement contained within the ITT has been fulfilled.

The evaluation criteria will be based upon some or all of the following aspects of the Bidders’ proposals in (not in order of significance) :

a) Commercial

i. Competitive price

ii. Price clarity and transparency

iii. Management information provisions

iv. Contractual compliance

b) Service Capability

i. Service delivery experience

ii. Service delivery models (including business continuity)

iii. Quality

iv. Compliance with Service Levels

v. Culture and ability to work with the Seren Group

vi. Ability to adapt to changing business requirements

vii. Continuous improvement plans

c) Long term roadmap proposals

i. Innovation and added value

ii. Strategic fit

d) Financial

i. Financial strength demonstrated across the Bidder’s group structure. Please include your company’s revenue and net results for the last two years with your response.

ii. An established financial track record demonstrated for the legal entity that Seren Group would be contracting with (please include your company’s registration number and registered address in your response).

f) Level of Compliance with ITT

i. Understanding of all parts of the ITT

ii. Proposals / bids provided are in accordance with the Instructions

iii. Adherence to the timescales to send back responses

You are reminded that throughout the process Seren Group will continually assess all contact with the Bidders organisations including compliance to the process, presentations and on-site representatives. Seren Group reserves the right at its sole discretion to disqualify without further consideration any submission that does not satisfy this basic requirement

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

People Systems

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Please see attached document:

Seren Group ITT People Systems - April 2014

(WA Ref:8969)

5.2

Additional Documentation

5.3

Publication date of this notice