Published date: 20 April 2017

Last edited date: 20 April 2017

Closed opportunity - This means that the contract is currently closed. The buying department may be considering suppliers that have already applied, or no suitable offers were made.


Closing: 19 May 2017

Contract summary

Industry

  • Stock-control services - 79991000

Location of contract

SW1A 0AA

Value of contract

£190,000 to £230,000

Procurement reference

PI1300739

Published date

20 April 2017

Closing date

19 May 2017

Contract start date

20 July 2017

Contract end date

19 July 2022

Contract type

Service contract

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

No

Description

The Corporate Officer of the House of Lords and the Corporate Officer of the House of Commons (the Authority), invite you to submit a tender for the services as detailed in this Invitation to Tender (ITT) and the various requirements documents.

The Houses of Parliament is looking to award a new contract on behalf of the House of Lords Catering & Retail Service and the House Commons Catering Service for a Bicameral Stock Control & Purchasing System. This is to meet the corporate objective of both Houses of Parliament for providing value for money in the delivery of their catering services, through effective and efficient inventory management. Each House is a legal entity in its own right and outlets are owned by one or the other House, not jointly.

Revenue for both House of Commons' and House of Lords' operations is forecast to be over ?13 million in the financial year 2016/17, with total annual covers/transactions estimated at over 1.5 million. In total, the two organisations employ around 400 staff. The stock control and purchasing system will be expected to serve the operational requirements of over 30 venues within five separate sites across the Parliamentary Estate, including the Palace of Westminster.

There is some commonality between the catering ICT systems currently in use in both houses. In the case of Electronic Point of Sale (EPOS) this is Micros 3700 RES 5.4 and Artifax Event 4.2.0.21 for Banqueting and Events Management.

There is currently no common stock management and purchasing system, and the Houses of Parliament is therefore seeking a solution that serves the catering departments in both Houses. Any solution should provide integration with the current EPOS and financial systems.

Currently the catering department in the House of Commons uses Check SCM 3.5 as a Stock Management tool for stock control and purchasing. The House of Lords catering department does not have any Stock Management system for managing food and all processes are manual using spreadsheets. Beverages and souvenirs are managed using Micros Material control.

o Each House has its own finance system (Agresso) using different cost centre and General Ledger code structures.
o We are seeking a solution that can integrate with the existing EPOS and Events Management systems as well as interfacing with each houses finance system.
o We are seeking a system that will support both catering departments. In view of the above arrangements, the Houses of Parliament is flexible regarding your proposal; whether this is through two instances of the same system with the ability to be merged at a later stage, or one system to be used by both organisations.

The Authority is seeking a commercial 'off-the shelf' (COTS) solution; a bespoke solution would not meet the Houses of Parliament's ICT strategic goals. Any added development required to meet the requirements in the ITT should be offered as part of the standard produ...

More information

Links

Additional text

The Houses of Parliament wish to give notice of a potential contract opportunity on behalf of their respective Catering Departments for a Bicameral Stock Control & Purchasing System. This is to meet the corporate objective of both Houses (Commons and Lords) for providing value for money in the delivery of their catering services through effective and efficient inventory management. Each House is a separate entity in its own right and outlets are owned by one or the other House, not jointly.

If you are interested in this potential opportunity and would like to be kept informed, please submit your expression of interest via our In-Tend procurement portal (https://in-tendhost.co.uk/parliamentuk/aspx/Home) by responding to this Prior Information Notice (listed within Tenders > Current).

Please note this is a Prior Information Notice and there are no tender documents to download or submit at this stage. However, prospective suppliers are invited to complete and return the market research questionnaire which is available to download via the In-Tend procurement portal, and return by the stated deadline.

Please note that the deadline for expressions of interest is 10:00 hours UK time on Monday 20th of February 2017.


Is a Recurrent Procurement Type? : No
The Invitation to Tender (ITT) documentation will be accessible at the Houses of Parliament's e-procurement portal: http://in-tendhost.co.uk/parliamentuk. Tender submissions must be uploaded to the e-procurement portal; electronic responses submitted via e-mail are not acceptable.

To access these documents select the tender reference PI1300739 in the 'current tenders' list, click on the 'view tender details' and express interest by clicking on the button provided. You will need to register your company details, thereafter you will be issued with a username and password. If you have previously registered with In-Tend, please follow the link shown which will redirect you to the home page where you can log on using your existing username and password to collect the tender documents.

If you have registered and forgotten your username and password, click on the 'forgotten password' link on the In-Tend homepage. Please keep this username and password secure and do not pass it to any third parties. If you are experiencing problems, please contact the PPCS Business Support team via email: ppcs@parliament.uk or call +44 (0)207 219 1600 for further assistance.

The deadline for clarification questions relating to the ITT is 15:00 hours UK time on Wednesday 3rd of May 2017. You are advised to allow sufficient time when responding to this ITT, and for the full uploading of documents, prior to the closing date of 11:30 hours UK time on Friday 19th of May 2017. Late tenders will not be accepted. If you are uploading multiple documents you will have to individually load one document at a time or you can opt to zip all the documents in an application such as WinZip or WinRAR.

Is a Recurrent Procurement Type? : No

About the buyer

Contact name

Parliamentary Procurement & Commercial Service

Address

Westminster
London
London
SW1A 0AA
United Kingdom

Telephone

02072191600

Email

ppcs@parliament.uk