CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Provision of a P2P System including Implementation and Project Management

2.2

Description of the goods or services required

Tai Tarian is seeking to award a Contract for the Provision of a P2P System including Implementation and Project Management.

The system must enable an efficient P2P process including requisitioning with approval automation allowing orders to be routed electronically for authorisation. Invoice capture including various invoice formats, captured through automated scanning solutions. Automated matching of POs, invoices, and goods received notes using technologies such as intelligent character recognition (ICR) Invoice approval automation and reporting which enables monitoring of the operational P2P processes and delivery of timely and accurate month end reports.

The system must be suitable for all areas of the business and integrate with our existing core business systems (QL Finance) and be able to integrate with alternative systems should these change in the future. Additionally, the system must integrate with Microsoft 365 products including Word, Excel, and Outlook allowing easy storage of documents, and include the ability to store and access documents via mobile devices from any location.

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=111575.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

The Contract will be awarded for a 3 year period with an option to extend for a further 2 x 1 year periods.

The system will be expected to support approximately 12,000 invoices per annum and 150 users.

3 Conditions for Participation

3.1

Minimum standards and qualification required

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

926

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

(WA Ref:111575)

Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:

Tai Tarian is committed to contributing to the social, economic and environmental well-being of the wider community. Consequently community benefits clauses will be a mandatory Contract clause.

This means, as part of their Tender, Tenderers are asked to set out how they will deliver ‘community benefits’ through the Contract by completing the ‘Menu of Options’ which will form their community benefits plan, attached as Appendix 3.

Tai Tarian will be adopting the “core approach” as part of this procurement process. This means the Community Benefits Plan will be evaluated and scored as part of the tender process. However, contractual clauses will set out the specific targets for delivery, to be agreed within 60 days of commencement of the Contract.

The buyer considers that this contract is suitable for consortia bidding.

5.2

Additional Documentation

5.3

Publication date of this notice