E-Procurement Support Services Contract

E-Procurement Support Services Contract

. In summary LCC wish to work with a supplier to provide an intergrated solution linked to Agresso that affords the Commissioning Process to feed information into Agresso for vendor set up and populating Contract Management modules, thereby, removing the need for multiple inputting whilst achieving a more robust solution.

REFERENCE CG3WSEP

E-Procurement Support Services
Awarding body Lincolnshire County Council

EST. START DATE: 01/04/2015
EST. END DATE: 01/04/2019

Description

Lincolnshire County is undergoing a change from SAP to Agresso and would like to use this opportunity to rationalise the number of support systems used in commissioning, contract management and procurement. In summary LCC wish to work with a supplier to provide an intergrated solution linked to Agresso that affords the Commissioning Process to feed information into Agresso for vendor set up and populating Contract Management modules, thereby, removing the need for multiple inputting whilst achieving a more robust solution. The introduction of a consistent data architecture that facilitates the reporting of supplier activities across all commissioning process, from approach to market through to contract, performance and management.

The Council expects that any solution would achieve the following:

Areas included
1. Approach to market
2. Contracting
3. Supplier Portal
4. Contract, performance and relationship management
5. Continuous Improvement

1. Approach to market

a) Notice and advert placements incl. PINs
b) E-Tendering functionality including Open, Restricted, Competitive Dialogue processes, RFx, approved supplier lists, framework management, mini-competition / call off, messaging, secure document exchange, response evaluation and audit trails
c) E-Auction functionality, number of types supported
d) Dynamic Purchasing System functionality
e) Compliant with EU requirements

2. Contracting

a) Drafting support including standard contracts and bespoke clauses
b) Attachment of supporting documents eg Requirements Specification and ultimately signed contract image
c) Document management with linkage to categories (eg UNSPSC) and to master supplier records
d) Contract register capability including Start / End / Extension / Review dates, Contract Type, Reference Number, Key Contacts, Contract Manager, Category Manager, Category (eg UNSPSC), Department
e) Contract register integrated with supplier master data
f) Contract register as output from Approach to market (1) processes

3. Supplier Portal 

a) Update own master data
b) Register for preferred categories
c) Submit Annual PQQ / accredited registration
d) Receive Tenders
e) Receive Purchase Orders
f) Convert PO into an e-invoice and send to LCC (PO Flip)
g) View status of invoices and payments

4. Contract, performance and relationship management

a) Copy of contract and related documents (such as Service Level Agreement) linked to supplier master data
b) Capability to enter and report on performance data by period
c) Management and creation of service specific data profiles, including but not limited to KPIs, OfSted Numbers, CQC data, Contract Risk updates, Contract Performance timeline
d) Collaboration of supplier performance information with partner commissioning organisations
e) Contract Management workflow 
f) Linking of Contract payments to performance
g) Renewal reminders for key dates

5. Continuous Improvement

a) Make best use of additional features delivered in the future
b) Support the authority to evaluate the efficacy and appropriateness of business processes in order to continue maximising its investment in the system during the life of the contract
c) Respond to any emerging requirements during the life of the contract
d) Future proofing

If you think your system can achieve the above the Council would like to hear from you and discuss potential solutions. Any meetings held are likely to be in the week commencing the 11th August 2014.

Please note this not a formal invitation to tender, simply pre-tender engagement and used to infrom the Council’s decision making. Should the Council decide to proceed in appointing a supplier to provide such a system it is likely that a formal procurement process will be undertaken. 

Additional information

Contract Type One off
Procurement Process Prior Information Procedure
Estimated ValueTEXT DESCRIPTION  
Category Information Communication Technology,Procurement,
CPV codes 72000000,
Suitable for SME YES

DOCUMENT AVAILABLE UNTIL

8 August 2014

13 days

SUBMISSION RETURN BY

8 August 2014

13 days

CONTACT DETAILS

Procurement Lincolnshire
Wayne Stott
01522 554029

 

This contract is being managed byLincolnshire County Council . To request documentation contactwayne.stott@lincolnshire.gov.uk

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