Tender: UK-London: scanning and invoicing services

UK-London: scanning and invoicing services

2010/S 143-220804

CONTRACT NOTICE

Services

SECTION I: CONTRACTING AUTHORITY

• I.1)
  NAME, ADDRESSES AND CONTACT POINT(S)

  Attn: Tel. E-mail: London Borough of Lambeth
  3rd floor, Olive Morris House, Brixton Hill
  Jennifer Rhoden
  SW2 1RLLondon
  UNITED KINGDOM
  +44 2079269376
  JARhoden@lambeth.uk

  Internet address(es)

  General address of the contracting authority http://www.lambeth.gov.uk

  Address of the buyer profile https://lblambeth.eu-supply.com

  Further information can be obtained at: As in above-mentioned contact point(s)

  Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained at: As in above-mentioned contact point(s)

  Tenders or requests to participate must be sent to: As in above-mentioned contact point(s)

• I.2)
  TYPE OF THE CONTRACTING AUTHORITY AND MAIN ACTIVITY OR ACTIVITIES

  Regional or local authority

  General public services

  The contracting authority is purchasing on behalf of other contracting authorities No

SECTION II: OBJECT OF THE CONTRACT

• II.1)
  DESCRIPTION
• II.1.1)
  Title attributed to the contract by the contracting authority

  Procure to pay service (P2P).

• II.1.2)
  Type of contract and location of works, place of delivery or of performance

  Services

  Service category: No 7

  Main place of performance London Borough of Lambeth.

  NUTS code UKI

• II.1.3)
  The notice involves

  A public contract

II.1.4)
Information on framework agreement

• II.1.5)
  Short description of the contract or purchase(s)

  Lambeth Council is pleased to offer a real opportunity for an experienced and suitably qualified contractor to provide an e-invoicing solution, a facility to transition suppliers across to e-invoicing as well as invoice receipt and scanning solution.

  The contract is estimated at 175 000 GBP over a period of 5 years (3 year plus optional 1 + 1) and the successful contractor must be able to completely support the current arrangements for invoice scanning and have a proven track record with suppliers transitioning to an e-invoicing process.

• II.1.6)
  Common procurement vocabulary (CPV)

  79999000, 48000000, 48328000, 48517000

• II.1.7)
  Contract covered by the Government Procurement Agreement (GPA)

  No

• II.1.8)
  Division into lots

  No

• II.1.9)
  Variants will be accepted

  No

• II.2)
  QUANTITY OR SCOPE OF THE CONTRACT
• II.2.1)
  Total quantity or scope

  Lambeth is seeking an experienced and suitably qualified contractor to provide an e-invoicing solution, a facility to transition suppliers across to e-invoicing as well as invoice receipt and scanning solution.

  The contract being sought involves providing different options for all suppliers to transition to e-invoicing, as well as receiving the councils invoices, scanning invoices, collating data from the image and transmitting documents and data to the council daily. The contractor will also be responsible for providing Lambeth suppliers with a platform to transition to a complete e-invoicing process, thereby removing the need for a paper invoice and providing the necessary support to assist in the process.

  Lambeth Council has around 7 500 suppliers providing services to the community, the solution will need to cater for all invoice volumes and a wide variety of suppliers, including SME’s.

  Excluding VAT 175 000 GBP

• II.2.2)
  Options

  No

• II.3)
  DURATION OF THE CONTRACT OR TIME-LIMIT FOR COMPLETION

  Duration in months: 60 (from the award of the contract)

SECTION III: LEGAL, ECONOMIC, FINANCIAL AND TECHNICAL INFORMATION

• III.1)
  CONDITIONS RELATING TO THE CONTRACT
• III.1.1)
  Deposits and guarantees required

  The contract documents will specify the extent of any guarantees sought.

• III.1.2)
  Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them

  Payment details will be included in the tender documents.

• III.1.3)
  Legal form to be taken by the group of economic operators to whom the contract is to be awarded

  Joint and several liability.

• III.1.4)
  Other particular conditions to which the performance of the contract is subject

  Yes

  The successful bidders will be required as a condition of contract to comply with the 'Code of Practice for the Elimination of Racial Discrimination and the Promotion of Equality of Opportunity in Employment' issued by the (UK) Commission for Racial Equality. The Code is available from Central Books Ltd, 99 Wallis Road, UK-London E9 5LN, UNITED KINGDOM. Tel: +44 2089864854.

• III.2)
  CONDITIONS FOR PARTICIPATION
• III.2.1)
  Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

  Information and formalities necessary for evaluating if requirements are met: In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 35 of the Public Contracts Regulations 2006 and as set out in the Council's pre-qualification Business Questionnaire.

• III.2.2)
  Economic and financial capacity

  Information and formalities necessary for evaluating if requirements are met: In accordance with Articles 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006 and as set out in the Council's pre-qualification business questionnaire.

  Minimum level(s) of standards possibly required As set out in the pre-qualification business questionnaire.

• III.2.3)
  Technical capacity

  Information and formalities necessary for evaluating if requirements are met:

  In accordance with Articles 48 to 50 of Directive 2004/18/EC and Regulation 25 of the Public Contracts Regulations 2006 and as set out in the Council's pre-qualification business questionnaire.

  Minimum level(s) of standards possibly required

  As set out in the pre-qualification business questionnaire.

• III.2.4)
  Reserved contracts

  No

III.3)
CONDITIONS SPECIFIC TO SERVICES CONTRACTS

III.3.1)
Execution of the service is reserved to a particular profession

III.3.2)
Legal entities should indicate the names and professional qualifications of the staff responsible for the execution of the service

SECTION IV: PROCEDURE

• IV.1)
  TYPE OF PROCEDURE
• IV.1.1)
  Type of procedure

  Restricted

• IV.1.2)
  Limitations on the number of operators who will be invited to tender or to participate

  Envisaged minimum number 5 maximum number 8

  Objective criteria for choosing the limited number of candidates: Initial selection will be from the information provided in the pre-qualification business questionnaire.

IV.1.3)
Reduction of the number of operators during the negotiation or dialogue

• 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

• IV.3.2)
  Previous publication(s) concerning the same contract

  No

• IV.3.3)
  Conditions for obtaining specifications and additional documents

  Payable documents No

• IV.3.4)
  Time-limit for receipt of tenders or requests to participate

  23.8.2010 - 17:00

• IV.3.5)
  Date of dispatch of invitations to tender or to participate to selected candidates

  10.9.2010

• IV.3.6)
  Language(s) in which tenders or requests to participate may be drawn up

  English.

IV.3.7)
Minimum time frame during which the tenderer must maintain the tender

IV.3.8)
Conditions for opening tenders

SECTION VI: COMPLEMENTARY INFORMATION

• VI.1)
  THIS IS A RECURRENT PROCUREMENT

  No

• VI.2)
  CONTRACT RELATED TO A PROJECT AND/OR PROGRAMME FINANCED BY EU FUNDS

  No

• VI.3)
  ADDITIONAL INFORMATION

  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://lblambeth.eu-supply.com.

• VI.4)
  PROCEDURES FOR APPEAL

VI.4.1)
Body responsible for appeal procedures

• VI.4.2)
  Lodging of appeals

  Precise information on deadline(s) for lodging appeals: The LB of Lambeth will incorporate a minimum 10 calendar day stand-still period at the point information on the award of the contract(s) is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before the expiry of the stand-still period. Such additional information should be provided from the contact in part I.1 If an appeal regarding the award of the contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006 No.5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (Generally within 3 months). Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into, the Court may only award damages.

VI.4.3)
Service from which information about the lodging of appeals may be obtained

• VI.5)
  DATE OF DISPATCH OF THIS NOTICE:

  22.7.2010