Tender to Supply Financial Management System

Tender to Supply Financial Management System

A high quality, user-friendly Financial Management System is essential to the successful operation of the organisation.

United Kingdom-Peterborough: Financial analysis and accounting software package

2016/S 020-030581

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

United Church Schools Trust
Fairline House, Nene Valley Business Park, Oundle
Peterborough
PE8 4HN
UNITED KINGDOM
Contact person: Louise Johnston
Telephone: +44 1832864422
E-mail: financeadmins@unitedlearning.org.uk
NUTS code: UKH11Internet address(es):Main address: www.unitedlearning.org.uk

Address of the buyer profile: http://tender.unitedlearning.org.uk/

I.2)Joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

Access to the procurement documents is restricted. Further information can be obtained at: http://tender.unitedlearning.org.uk/
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Education

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Financial Management System.

II.1.2)Main CPV code

48440000

II.1.3)Type of contract

Services

II.1.4)Short description:

United Church Schools Trust, and its subsidiary, United Learning Trust (ULT) is an educational charity that manages operation of a group of Independent Schools and state sector Academies based in the UK. The Trust currently leads operations from a Central Office, managing 13 independent schools and 43 state sector academies, employing 7 311 members of staff, serving approximately 37 000 students. The Trust will continue to grow over the term of this contract.

A high quality, user-friendly Financial Management System is essential to the successful operation of the organisation. The Trust is seeking a supplier to provide an FMS product and associated services to meets the Trust’s needs.

A detailed FMS Specification is available that identifies our functional, technical and service requirements to inform proposals. In addition to this, we invite all prospective bidders to attend a Bidders’ Day. Obtain documents and event details via contact details provided within this Notice.

II.1.5)Estimated total value

Value excluding VAT: 1 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:
II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKH11
Main site or place of performance:

The Central Office is in Peterborough, UK. Users also include staff at the Trust’s 54 schools located across the country, see website for locations. Grouped training will be delivered regionally.

II.2.4)Description of the procurement:

The Trust’s requirement is to provide and implement a full-featured Financial Management System (FMS) capable of being hosted on the public cloud, with functions including: General Ledger, Budget Management, Cash Management, Accounts Payable, Accounts Receivable, Fixed Assets, Expenses, and Data Analysis and Reporting.

The Supplier is also expected to provide a service to the Trust for implementation and support of the FMS that includes: Project Management, Migration (the incumbent product is PS Financials, centrally hosted), Configuration Support, Integration with Third Party Software (including but not limited to iSAMS, a browser based student information system), Bespoke Customisation (as needed), Training, Ongoing Support, and Documentation (e.g. technical, service, training).

The Trust currently comprises 13 independent schools, 43 state sector academies and a Central Office function. The Trust will continue to grow its number of schools and therefore users of the Financial Management System over the term of the contract.

The user base for the FMS currently includes 40 Central Office Accountants (full access, frequent use), 250 School Finance Officers (restricted access, occasional use) and 1 700 other users (very restricted web only access, rare users e.g. for purchasing and expenses). Concurrent use is estimated at 130 full/restricted users and 200 web users.

A detailed FMS Specification is provided that identifies the Trust’s functional, technical and service requirements to inform your proposals. In addition to this, we invite all prospective bidders to attend a Bidders’ Day presentation. Obtain documents and event details via contact details provided within this Notice.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 1 000 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 16/05/2016
End: 16/05/2026
This contract is subject to renewal: yes
Description of renewals:

Contract term is 3 years, renewable annually thereafter for up to 7 additional years. The Trust will review the contract at the end of year 3 and at the end of each subsequent year (for up to 7 additional years) to agree renewals. The maximum contract term is 10 years.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged minimum number: 2
Maximum number: 5
Objective criteria for choosing the limited number of candidates:

Selection criteria as per the Pre-Qualifying Questionnaire (PQQ). Obtain PQQ and supplementary tender documentation via the contact provided within this Notice.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

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

The Estimated Contract Value indicated within this notice has been derived on the assumption that the costs associated with this contract will include project start up/migration, annual licence/support and ad hoc requests for third party integration and/or bespoke product development over the maximum 10 year contract term.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

Selection criteria as stated in the procurement documents.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 29/02/2016
Local time: 16:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 14/03/2016

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

United Learning
Fairline House, Nene Valley Business Park, Oundle
Peterborough
PE8 4HN
UNITED KINGDOM
E-mail: financeadmins@unitedlearning.org.ukInternet address:http://www.unitedlearning.org.uk
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The deadline for return of the Pre-Qualifying Questionnaire and associated appendices is 29.2.2016.

We expect to invite the short-list to tender on 14.3.2016 at which point the Invitation to Tender (ITT) will be made available.

Clarification interviews with the short-list will be arranged in early May 2016. Currently planned for 4th — 6th May, 2016. Exact dates to be confirmed in ITT.

The Preferred Bidder announcement will follow Trustee’s approvals process and is expected for mid May 2016. Exact dates to be confirmed in ITT.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

28/01/2016

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