Tender: UK-Newcastle upon Tyne: scanning and invoicing services

UK-Newcastle upon Tyne: scanning and invoicing services

2010/S 144-222565

CONTRACT NOTICE

Services

SECTION I: CONTRACTING AUTHORITY

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

  Contact: Attn: E-mail: University of Newcastle upon tyne t/a Newcastle University
  Procurement Services, Finance & Planning, King's Gate
  www.ncl-tenders.co.uk/suppliers
  Steven Hogg
  NE1 7RUNewcastle upon Tyne
  UNITED KINGDOM
  steven.hogg@ncl.ac.uk

  Internet address(es)

  General address of the contracting authority www.ncl.ac.uk

  Address of the buyer profile www.ncl.ac.uk

  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

  Body governed by public law

  Education

  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

  (NU/0431) - Provision of an Invoice-Receipting Hub Service.

• 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 Newcastle upon Tyne.

  NUTS code UKC22

• 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)

  The University wishes to consider appointing a Contractor to provide an Invoice-Receipting Hub Service to enable the receipt of supplier invoices by the University in an electronic format. Performance of the contract consists of four parts:

  1) Receiving paper invoices and converting them to an electronic format;

  2) Processing the data from the electronic images of the paper invoices;

  3) Receiving electronic invoices and translating/mapping the data to integrate with our BizAps SAP-certified Accounts Payable Workbench;

  4) The Contractor will also implement and manage a programme to migrate suppliers from submitting paper invoices to submitting electronic invoices over the course of the contract.

  The Contractor must deliver all four parts of the contract. If subcontractors are to be used for any part of the contract the Contractor shall be responsible for all work done and services performed by all sub-contractors.

• II.1.6)
  Common procurement vocabulary (CPV)

  79999000, 72300000

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

  Yes

• II.1.8)
  Division into lots

  No

• II.1.9)
  Variants will be accepted

  Yes

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

  Excluding VAT

  Range between 150 000 and 250 000 GBP

• II.2.2)
  Options

  Yes

  Number of possible renewals 3

  in the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts: in months: 12 (from the award of the contract)

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

  Duration in months: 12 (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

  A performance bond and/or parent company guarantee may be required if considered appropriate.

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

  As detailed in the tender document.

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

  Joint and Severall Liability.

  If a tender is submitted on behalf of a group of contractors, if awarded the contract, such group shall assume legal form by incorporation, partnership, or otherwise as will enable them to contract as a single entity.

  It will be necessary for the satisfactory performance of this contract for the group to state a single address to which the contracting authority can refer all matters relating to the contract.

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

  Yes

  Any suppliers who express their interest in bidding for the contract shall be required to register their interest on the Newcastle University etender Portal as per VI.3 Additional information.

• 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: As specified in the tender document.

• III.2.2)
  Economic and financial capacity

  Information and formalities necessary for evaluating if requirements are met: As specified in the tender document.

• III.2.3)
  Technical capacity

  Information and formalities necessary for evaluating if requirements are met:

  As specified in the tender document.

• 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

  No

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

  No

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

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

  Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated No

• 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

  NU/0431

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

  No

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

  Time limit for receipt of requests for documents or for accessing documents 25.8.2010 - 12:00

  Payable documents

  price 100 00 GBP

  Terms and method of payment: Payments to be made by credit or debit card online at https://webstore.ncl.ac.uk/.

  Search tender in the webstore to locate the payment pathway, and quote the reference NU/0431.

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

  26.8.2010 - 12:00

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

• 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

  Date: 26.8.2010 - 14:00

  Persons authorised to be present at the opening of tenders No

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

  Each potential supplier must register on the University's e-tendering opportunities portal at www.ncl-tenders.co.uk/suppliers.

  Each potential supplier must register as a system user if they are a first time user of the etender portal, which is a one-off activity. It is recommended that a generic mailbox such as sales@supplier is set up, so that information from the system can be sent to more than one representative at the company.

  Once accepted by the University, each supplier will receive a username and password that should be used for all future accesses to the system.

  The only time that University will reject a supplier is if there is an attempt to have a duplicate registration for a supplier. Also, please note that this first time registration is not a registration for a particular contract, it is only the registration of the user on the etender portal.

  When username and password are received, then a supplier must log in and then register their interest in a specific contract.

• 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: This authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract 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 notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before expiry of the standstill period. Such additional information should be requested from the address in section I.1.

  If an appeal regarding the award of a 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:

  23.7.2010