Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Newport City Council
Civic Centre
Newport
NP20 4UR
UK
Telephone: +44 1633656656
E-mail: procurement@newport.gov.uk
NUTS: UKL21
Internet address(es)
Main address: www.newport.gov.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0273
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://etenderwales.bravosolution.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://etenderwales.bravosolution.co.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://etenderwales.bravosolution.co.uk/
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Provision & Implementation of a SaaS Finance Management System
Reference number: NCC-2021-005
II.1.2) Main CPV code
72000000
II.1.3) Type of contract
Services
II.1.4) Short description
Newport City Council’s current main financial (accounting) system is Oracle Financials R12 EBS which was implemented in 1996 and last upgraded in April 2013. The system consists of the following modules:
- General Ledger,
- Accounts Payables,
- Purchasing & iProcurement
- Discoverer Plus, a transactional reporting tool.
The Council also has the following standalone financial systems:
- Accounts Receivables,
- Asset Management
- Collaborative Planning Budget Management and Modelling (BMS).
The Council wishes to replace the aforementioned Oracle and standalone systems with a fully integrated SaaS financial management system that goes 'Live' no later than the end of October 2022.
II.1.5) Estimated total value
Value excluding VAT:
3 300 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
72263000
72210000
72267100
II.2.3) Place of performance
NUTS code:
UKL21
II.2.4) Description of the procurement
Newport City Council wishes to procure a fully integrated SaaS financial management system as a single administration module with a consistent look and feel where the successful contractor will host and maintain the servers, databases, and the code that makes up the application; patch upgrade and maintain the system; and provide cloned environments for test and training purposes.
The SaaS financial management system must as a minimum have:
- fully integrated modules with full drill to details within and across modules
- self-service processes for users via multiple devices and portals for external customers to improve efficiency and increase automation
- intuitive and configurable dashboards, enquiries and reporting functionality to encourage and enhance user engagement
and it must also be able:
- to reduce/remove bespoke programming and reliance on IT
- to automate processes/functionality, improving efficiency and reducing manual requirements
- to meet HMRCs Making Tax Digital requirements
- provide archiving functionality without reliance on IT
- provide real time reporting for all data sources, for all data types and for all data levels plus drills to transactional data (across and between modules)
- provide flexible, user driven Management reporting to meet in house and external government requirements i.e. RO's , RA's
- have integrated document scanning linked to automated functionalities
It is essential that the system has the following financial management modules and functionality as a minimum:
- General Ledger
- Full interactive and reportable Budgeting, planning, forecasting and monitoring module (BMFP) with extensive cohesive reporting capabilities and online analysis provided against multiple hierarchical structures
- Purchasing including a link to external marketplaces and the ability to provide a complete Procure to Pay Solution
- Accounts Payable e-invoicing and integrated invoice scanning for automated invoice processing and match to PO
- Accounts Receivables including Debt Management and Debt Recovery
- Payments & Bank Reconciliation
- Asset Management
- Supplier portal
- Transactional reporting tools
- OCR scanning solution
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
3 300 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 132
This contract is subject to renewal: Yes
Description of renewals:
The subscription contract has an extension of up to 3 years as from October 2029 being extended on an annual basis subject to review. The duration stated in 11.2.7 includes the 3 year extension period.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
III.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Restricted procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
14/06/2021
Local time: 16:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
30/06/2021
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.3) Additional information
Tor register your company on the etenderwales portal (this is only required once)
- Browse to the eSourcing Portal: www.etenderwales.bravosolution.co.uk
- Click the “Suppliers register here” link
- Agree to the terms and conditions and click “continue”
- Enter your correct business and user details
- Note the username you chose and click “Save” when complete
- You will shortly receive an email with your unique password (please keep this secure)
2. Express an Interest in the Project
- Login to the portal with the username/password
- Click the “PQQs Open to All Suppliers” link. (These are Pre-Qualification Questionnaires open to any registered supplier)
- Click on the relevant PQQ (pqq_33106) available from 12th May 2021 to access the content.
- Click the “Express Interest” button in the “Actions” box on the page.
- This will move the PQQ into your “My PQQs” page. (This is a secure area reserved for your projects only)
- Click on the PQQ code to access the content
3. Responding to the tender
- You can now choose to “Create Response” or “Decline to Respond” (please give a reason if declining)
- You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification
- Note the deadline for completion, then follow the onscreen instructions to complete the PQQ.
- There may be a mixture of online & offline actions for you to perform (there is detailed online help available)
If you require any further assistance use the online help, or the BravoSolution help desk is available Mon – Fri (8am – 6pm) on:
- email: help@bravosolution.co.uk
- Phone: 0800 368 4850
NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=110229
(WA Ref:110229)
VI.4) Procedures for review
VI.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
Telephone: +44 2079477501
VI.5) Date of dispatch of this notice
07/05/2021