Prior information notice
This notice is for prior information only
Section I: Contracting
authority
I.1) Name and addresses
Qualifications Wales
Q2 Building, Pencarn Lane, Imperial Park
Newport
NP10 8AR
UK
Telephone: +44 1633373205
E-mail: procurement@qualificationswales.org
NUTS: UKL2
Internet address(es)
Main address: http://www.qualificationswales.org
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA41978
I.3) Communication
Additional information can be obtained from the abovementioned address
I.4) Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local subdivisions
I.5) Main activity
Education
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Finance, Expenses & HR software
Reference number: QW202109
II.1.2) Main CPV code
48000000
II.1.3) Type of contract
Supplies
II.1.4) Short description
Finance, Expenses and HR Software
The purpose of this PIN is to initiate engagement with the market for the procurement of finance, expenses and HR software.
II.1.5) Estimated total value
Value excluding VAT:
220 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
II.2) Description
Lot No: 1
II.2.1) Title
Finance and Expenses Software
II.2.2) Additional CPV code(s)
48000000
48442000
48443000
48812000
II.2.3) Place of performance
NUTS code:
UKL21
Main site or place of performance:
Newport Wales
II.2.4) Description of the procurement
We require the finance software to include the following:
Essential:
General ledger
Purchase ledger
Purchase to Pay
Supplier management
Cash book
Project budgets
Fixed assets
Budget management
VAT accounting and reporting
Reporting by Contract
Reporting by Grant
Expense management (optional) we wish to explore options for expenses software and whether they are procured as part of the finance software or HR software. We may also choose not to include expenses as part of the procurement
Reporting
Data analysis
Remote access
Data migration - ability to migrate data from our current software.
Desirable:
Bi-lingual system - ability for the software to accommodate both Welsh and English languages. We wish to explore this further with interested parties in relation to finance software to establish what is achievable and what might be a mandatory or desirable requirement.
Integration - with the HR software to be procured.
SaaS model preferred
II.2.14) Additional information
Parties interested in participating in pre-tender engagement with us should email procurement@qualificationswales.org by 31 July 2020 to book a call. Please insert 'Finance' or 'HR software' (or both) in the subject area of the email, state your interest, and the names, titles and email addresses of those who will take part from your organisation. Calls will be arranged for August 2020.
Lot No: 2
II.2.1) Title
HR Software
II.2.2) Additional CPV code(s)
48000000
48450000
II.2.3) Place of performance
NUTS code:
UKL21
Main site or place of performance:
Newport, Wales
II.2.4) Description of the procurement
We require the HR software to include the following:
Essential:
Post management to include organisation charts
Employee records
Equalities and Welsh language monitoring
Working patterns
Recruitment
Absence management (to include sickness and annual leave)
Learning and Development
Performance Management
Employee self service
Expense management (optional) we wish to explore options for expenses software and whether they are procured as part of the finance software or HR software. We may also choose not to include expenses as part of the procurement
Bilingual system - ability for the software to accommodate both Welsh and English languages. We wish to explore this further with interested parties in relation to HR software to establish what is achievable and what might be an essential or desirable requirement. As a minimum, we require the recruitment module to have bilingual capability
Reporting
Data analysis
Remote access
Data migration - ability to migrate data from our current software.
Desirable:
Integration with the Finance software to be procured
SaaS model preferred
II.2.14) Additional information
Parties interested in participating in pre-tender engagement with us should email procurement@qualificationswales.org by 31 July 2020 to book a call. Please insert 'Finance' or 'HR software' (or both) in the subject area of the email, state your interest, and the names, titles and email addresses of those who will take part from your organisation. Calls will be arranged for August 2020.
II.3) Estimated date of publication of contract notice:
25/09/2020
Section IV: Procedure
IV.1) Description
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
Section VI: Complementary information
VI.3) Additional information
The estimate of contract value is based on an initial four year period and includes both Finance and HR software however we will be looking to award a longer term contract with extension options after the initial period. We will confirm the length of the contract including extension options and revised estimated value when we publish the contract notice.
Participants in the pre-tender engagement will not be committed to taking part in any subsequent tender exercise.
When we proceed to the formal procurement process, we will publish another notice (anticipated to be September 2020) and we will run the process using the electronic tender system etenderwales(https://etenderwales.bravosolution.co.uk).
Organisations that do not participate in the pre-tender engagement will still be able to participate in any subsequent tender exercise.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=99544.
(WA Ref:99544)
VI.5) Date of dispatch of this notice
10/07/2020