Five Councils Corporate Services Project.

Descriptions

This OJEU contract notice is giving notice of the joint procurement of two public contracts (the ‘Contracts’). The Contracting Authority is seeking to procure on behalf of itself and Vale of White Horse District Council, Hart District Council, Havant Borough Council, and Mendip District Council (together referred to as ‘the Authorities’) innovative private sector supplier(s) to invest in, transform and provide a range of corporate and transactional services.The Authorities intend to award 2 separate Contracts (1 for each Lot) under this procedure for two separate sets of services. Potential suppliers are welcome to bid for either or both Lots. If the same bidder wins both Contracts/Lots the Authorities reserve the right to award one combined Contract. The competition for both Lots will be run in parallel. Evaluation will be completed independently for each Lot. Further details regarding the approach to evaluation of the 2 Lots will be issued to potential suppliers in due course.The Authorities envisage that at the end of the procurement process the Authorities will jointly enter into the Contracts with the successful supplier(s).The principal outcomes of the Contracts will be to:1. Support the achievement of each Authority's corporate targets through:Development of insight and evidence based decision making;Integration of strategic planning and financial management;Helping customers input into service planning and redesign and self-service;Supporting multi-agency, partnership and two-tier collaborative working;Supporting community-led initiatives;Supporting growth in the areas served by the Authorities.2. Improve the satisfaction of customers and service users through:Ensuring the public sector only needs to be told once;Simplifying engagement around key life events;Enabling customers to engage with each Authority through the devices they want to use;Ensuring customers and users can access information that is relevant to them;Resolving customer and user issues quickly;face to face service provided in a secure, accessible and fit for purpose environment;maintaining and enhancing the public perception of the Authorities as effective providers of public services.3. Improving the productivity of the Authorities' staff through:Helping them to attract the right people and onboard them quickly;Ensuring they are equipped with the right skills throughout their employment;enabling them to work flexibly;supporting effective performance management;providing them with access to the right applications and management information;minimising administration and paper within the Authorities whilst retaining compliance;supporting effective and efficient workflow processes;providing access to fit for purpose working and meeting facilities.4. Achieve high levels of resilience and compliance through:minimising dependency on specific locations to deliver service;standardising processes and applications;achieving open data standards;protecting the Authorities, their customers and their staff from unauthorised activity;engaging effectively with external assurance;forecasting and planning for changes in levels of service demand;achieving a highly utilised but flexible civic estate demonstrating transparency to the public.5. Deliver improved value for money through:Ensuring the Authorities achieve greater financial benefits through collaboration;Harmonising and improving service performance;Consistent and unit-based pricing of common elements of scope;Developing a flexible partnership model that increases flexibility and innovation in the delivery and provision of the services and allows the Authorities to transfer services within the scope of this procurement at a date of their choosing;Reducing the cost to the Authorities of providing the services including reducing the unit cost of transactions;Encouraging the use of and access to the services through more cost effective and efficient channels and assisting with demand management;Enabling the Authorities to achieve efficiencies in, and better outcomes from, their client and contract management function;Utilising modern approaches to the provision of ICT infrastructure and new technology generally;Enabling capability to support future transformation.In delivering these outcomes the Authorities will expect their chosen supplier(s) to:— Deliver to specified performance, at least as good as current levels, from the start of the Contracts.— Achieve rapid improvement and efficiencies in the services in scope without adversely impacting upon the Authorities' retained functions.— Achieve further benefits by using the services in scope to transform the retained functions within the Authorities.— Deliver the benefits of a shared service model for the users of council services.— Provide value for money and accountable services from a customer perspective.— Reduce revenue costs in supporting the delivery of front-line services wherever possible.— Deliver continuous improvement and innovation in respect of these services.It is anticipated that the core requirements that may be included in the Contracts will comprise the following:Lot 1 Citizen, Corporate and Support Services— Revenues and Benefits;— Exchequer Services;— Payroll;— Accountancy/Finance;— Information Technology;— Human Resources;— Licensing;— Land Charges;— Procurement;— Customer Services.Lot 2 Asset Management Services— FM;— Property Management;— Car Parks Management.The Authorities may include other requirements specific to a particular Authority in the Descriptive Document and the tender documents.It should be noted that in the event of re-structuring within local government this procurement and/or the Contracts awarded may pass to successor authorities to the Authorities as relevant and appropriate.In the event that any of the Authorities decides to withdraw from this procurement process, the remaining Authorities reserve the right to continue with this procurement process.It is anticipated that the first services delivered under the Contracts will be for South Oxfordshire District Council and Vale of White Horse District Council and will commence on or around 1.8.2016, to coincide with the expiry of existing contracts. The service commencement dates for the first services for the other Authorities will be determined by the expiry dates of their existing contracts and the dialogue process. It is anticipated that the duration of the contracts shall be for an initial period of 110 months but with the ability to extend by one or more periods up to a further 60 months. The maximum Contract Period available is 170 months.The Authorities reserve the right for:— the Contracts and/or the services for (and within) each Lot to commence on the same or different dates for different Authorities;— certain service areas within the scope of each Contract/Lot to be added during the contract term and commence after the first service commencement date; and/or— some of the service areas not to be taken up by all the Authorities.