II.2.2) Additional CPV code(s)
72000000
II.2.3) Place of performance
NUTS code:
UKJ27
Main site or place of performance:
Worthing, West Sussex
II.2.4) Description of the procurement
We wish to procure a Contract for the provision of a complete solution for our finance operations. The scope includes:
1. Supply and implementation of software covering all aspects of financial operations, for example;
o Case management and workflow for approvals, queries, or issue resolution
o Expenses management (workflows, approvals, payment)
o Purchase to Pay with automated links to budgets, with GRN, invoice matching, and payment
o A portal for suppliers to be registered, maintain up to date details, and ac-cess capabilities including raising queries, submitting invoices and automatic updates on payment status
o Project Accounting for capital spend and other investments
o Management accounts for report distribution
o Making Tax Digital including the ability to manage partial exemptions
o Chart of Accounts
o Accounts Payable / Receivable
o Cash management
o General Ledger
o Journals
o Creditor Management
o Bank Reconciliation
2. The successful providers will provide qualified project and technical resource to deliver the solution, including design and deployment, as well as support for data migration, testing and training.
3. Implementation includes support for process optimisation and supplying the required interfaces to our other systems, for example Civica’s Cx Housing Management System and those supporting Property Development.
4. Support and maintenance will include:
o Hosting of the system (we wish to move away from an ‘on-premises’ de-livery model).
o Implementation of system upgrades, with testing and training environments
o Ensuring continuity of access to the system, including robust and secure back-up arrangements.
o Prompt resolution of system failures or any difficulties in the operation of the system that are due to the system.
o Ensuring security of the system from data loss, malware, and virus at-tacks etc.
5. Ongoing development of the software to offer new capabilities as well as maintain alignment to regulation.
II.2.5) Award criteria
Criteria below:
Quality criterion: Functional Requirements
/ Weighting: 25
Quality criterion: Non-Functional Requirements
/ Weighting: 15
Quality criterion: Professional Services
/ Weighting: 10
Quality criterion: Service and Support
/ Weighting: 10
Quality criterion: Account Management
/ Weighting: 5
Quality criterion: Demonstrations
/ Weighting: 15
Price
/ Weighting:
20
II.2.6) Estimated value
Value excluding VAT:
600 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/04/2023
End:
31/03/2028
This contract is subject to renewal: Yes
Description of renewals:
Up to 5 (five) annual renewals
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
II.2.14) Additional information
Ideally we wish to procure:
1. A ‘Commercial off the Shelf’ product
2. A solution with a single ‘look and feel’
3. A system that is easy to use
4. A system with a modern underlying ‘technical architecture’ supporting digital services
5. Web services integration capabilities
6. Integration with Microsoft’s Office365
7. Workflow capabilities to enable process development