Electronic Invoicing Software Tender

Electronic Invoicing Software Tender

Kent County Council (KCC) require an Electronic Invoicing (e-Invoicing) solution to greatly reduce manual processing of invoices by the Accounts Payable (AP) department and other areas of the business that currently have a responsibility for invoice processing.

UK-Maidstone: accounting software package

2012/S 219-360668

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Kent County Council
Kent County Council, County Hall Sessions House 3.39
For the attention of: Mr Craig Merchant
ME14 1XQ Maidstone
UNITED KINGDOM
Telephone: +44 1622221475
E-mail: craig.merchant@kent.gov.uk

Internet address(es):

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

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
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:

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

Supplies
Purchase
Main site or location of works, place of delivery or of performance: Kent County Council.
NUTS code UKJ42

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)

Introduction.
Kent County Council (KCC) require an Electronic Invoicing (e-Invoicing) solution to greatly reduce manual processing of invoices by the Accounts Payable (AP) department and other areas of the business that currently have a responsibility for invoice processing.
KCC AP process around 500 000 invoices per year with a value of circa 1.1bn GBP per year. There are 10 fte staff who use Oracle eBusiness Suite Accounts Payable. The volume of active suppliers is approximately 18 000. It is proposed that we would have this solution for up to four years.
The implementation of an Electronic Invoicing (e-Invoicing) solution is part of the Kent County Council (KCC) Enterprise Resource Planning (ERP) Programme.
There are two invoice processes: Purchase Order (PO) and non-Purchase Order (non PO).
KCC will in the future be introducing a policy of ‘No PO No Pay’ where a Purchase Order is required to be in place before a payment can be made. The introduction of an Electronic Invoicing solution will support this change.
Outline Business Case.
An electronic invoicing system will greatly reduce manual processing of invoices by the AP department and other areas of KCC that currently have a responsibility for invoice processing. The following are expected benefits of this project:
— improve the ability to pay suppliers on time against payment terms,
— reduce the physical data storage requirements and costs,
— reduce the time and costs involved in processing invoices for KCC,
— reduce the paper consumption, costs and our carbon footprint,
— improved traceability of business documents.
Project Objectives.
— KCC requires a solution to ensure the correct application of HMRC requirements for issuing, receiving and storing VAT invoices by electronic means,
— KCC requires a solution to manage Purchase Order and non Purchase Order invoices for goods and services by electronic means,
— KCC requires a solution that supports the current KCC financial planning cycles and activities including year end,
— KCC requires a solution that supports integration with Oracle eBusiness Suite Release 12.1.3 and Oracle Business Intelligence/Discoverer.
The Council’s intention is to procure a contract for the purchase of an Electronic Invoicing system for a period of 3 years with a possible 12 months extension.
Expressions of Interest must be made via the Kent Business Portal (www.Kentbusinessportal.org.uk) the Council’s e-Tendering system and tender responses uploaded by no later than 2pm on Wednesday 19.12.2012.

The Invitation to Tender documents will be available immediately to those organisations expressing an interest via this portal.

II.1.6)Common procurement vocabulary (CPV)

48443000, 48517000, 72000000

II.1.7)Information about Government Procurement Agreement (GPA)
II.1.8)Lots
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 36 (from the award of the contract)

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
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j)has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
Please refer to the Kent Business Portal.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
Please refer to the Kent Business Portal.
Minimum level(s) of standards possibly required: Please refer to the Kent Business Portal.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please refer to the Kent Business Portal.
Minimum level(s) of standards possibly required:
Please refer to the Kent Business Portal.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

Open
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
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
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

SS1253
IV.3.2)Previous publication(s) concerning the same contract

no
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: 19.12.2012 – 14:00
IV.3.4)Time limit for receipt of tenders or requests to participate

19.12.2012 – 14:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
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

in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

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:9.11.2012