Supply Finance System to Bolton at Home

Supply Finance System to Bolton at Home

Bolton at Home are seeking to procure a new finance solution to provide the full range of financial transactions and management.

United Kingdom-Bolton: Accounting software package

2016/S 077-136867

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Bolton at Home
98 Waters Meeting Road
For the attention of: Mr Mark Leith
BL1 8SW Bolton
UNITED KINGDOM
Telephone: +44 1204328055
E-mail: mark.leith@boltonathome.org.uk

Internet address(es):

General address of the contracting authority: http://www.boltonathome.org.uk/

Electronic access to information: www.the-chest.org.uk

Electronic submission of tenders and requests to participate: www.the-chest.org.uk

Further information can be obtained from: Bolton at Home
98 Waters Meeting Road
For the attention of: Mr Mark Leith
BL1 8SW Bolton
UNITED KINGDOM
Telephone: +44 1204328055
E-mail: mark.leith@boltonathome.org.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Bolton at Home
98 Waters Meeting Road
For the attention of: Mr Mark Leith
BL1 8SW Bolton
UNITED KINGDOM
Telephone: +44 1204328055
E-mail: mark.leith@boltonathome.org.uk

Tenders or requests to participate must be sent to: Bolton at Home
98 Waters Meeting Road
For the attention of: Mr Mark Leith
BL1 8SW Bolton
UNITED KINGDOM
Telephone: +44 1204328055
E-mail: mark.leith@boltonathome.org.uk

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Housing and community amenities

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Finance solution.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 7: Computer and related services

NUTS code UKD32

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Bolton at Home are seeking to procure a new finance solution to provide the full range of financial transactions and management. The contract will be for a period of 5 years, starting in September 2016.
The new finance system will be required to support our aims of developing a more effective and efficient housing finance service. The system will be required to interface/integrate to our key systems such as HR and Payroll and Housing Management System.
The high-level requirements for the solution includes the ability for the:
— Provision of fully integrated finance modules. The core modules will include: General Ledger, Budget Management, Cash Management, Accounts Payable, Accounts Receivable, and Fixed Assets/Component Accounting.
— Tenderers who offer exclusively Cloud based products will not progress to the next phase. Bolton at Home are seeking to utilise the system on its local server infrastructure.
— Full integration will be required to Technical Services ‘Total’ system and to and from the Northgate Ohms Housing Management system.
— Gains in productivity, efficiency and accuracy of decision making through the automated production of financial reports, KPI reporting, support for related data analysis and generation of statutory returns, where appropriate. Productivity and efficiency gains will also be achieved through workflow improvements and changes to business processes;
— Procure to pay processes that include efficient requisitioning and approval workflows through to invoice matching and payment. That can provide various payment options, to include integration with cash management and interfaces with existing Ohms legacy system and the Total works management system. Accounts Payable to include standard statutory reports for CIS and VAT returns and other standard reports to improve Accounts Payable processing. Standard functionality to allow GL to drilldown to Accounts Payable details and ultimately to scanned invoices;
— Accounts Receivable system that allows for periodic/recurring invoices, variable receipting options, debt management and recovery. To include integration with cash management and GL with a standard suite of reports for AR management;
— General Ledger which consists of a flexible Chart of Accounts with multi-organisation options, flexible structures, Budget Management module that allows for multi years and flexible modelling for comparison purposes.

II.1.6)Common procurement vocabulary (CPV)

48443000, 48440000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Bolton at Home are seeking to procure a new finance solution to provide the full range of financial transactions and management. The contract will be for a period of 5 years, starting in September 2016.
The new finance system will be required to support our aims of developing a more effective and efficient housing finance service. The system will be required to interface/integrate to our key systems such as HR and Payroll and Housing Management System.
The high-level requirements for the solution includes the ability for the:
— Provision of fully integrated finance modules. The core modules will include: General Ledger, Budget Management, Cash Management, Accounts Payable, Accounts Receivable, and Fixed Assets/Component Accounting.
— Tenderers who offer exclusively Cloud based products will not progress to the next phase. Bolton at Home are seeking to utilise the system on its local server infrastructure.
— Full integration will be required to Technical Services ‘Total’ system and to and from the Northgate Ohms Housing Management system.
— Gains in productivity, efficiency and accuracy of decision making through the automated production of financial reports, KPI reporting, support for related data analysis and generation of statutory returns, where appropriate. Productivity and efficiency gains will also be achieved through workflow improvements and changes to business processes;
— Procure to pay processes that include efficient requisitioning and approval workflows through to invoice matching and payment. That can provide various payment options, to include integration with cash management and interfaces with existing Ohms legacy system and the Total works management system. Accounts Payable to include standard statutory reports for CIS and VAT returns and other standard reports to improve Accounts Payable processing. Standard functionality to allow GL to drilldown to Accounts Payable details and ultimately to scanned invoices;
— Accounts Receivable system that allows for periodic/recurring invoices, variable receipting options, debt management and recovery. To include integration with cash management and GL with a standard suite of reports for AR management;
— General Ledger which consists of a flexible Chart of Accounts with multi-organisation options, flexible structures, Budget Management module that allows for multi years and flexible modelling for comparison purposes.
Estimated value excluding VAT: 560 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
All information contained in the PQQ and ITT.
Minimum level(s) of standards possibly required:
All information contained in the PQQ and ITT.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2016/S 043-071105 of 2.3.2016

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 11.6.2016 – 16:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

17.6.2016 – 16:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

27.5.2016

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender

IV.3.8)Conditions for opening of tenders

Date: 17.6.2016 – 16:30
Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

15.4.2016

 

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