Finance and Purchase to Pay Software System

Finance and Purchase to Pay Software System – Framework Agreement

Powys County Council is seeking to establish a 3 Lot, multi supplier (Lots 2 and 3 only) Services Framework for provision of Financial Management IT Systems.

United Kingdom-Llandrindod Wells: Software package and information systems

2017/S 177-362575

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Powys County Council
County Hall
Llandrindod Wells
LD1 5LG
United Kingdom
Contact person: Mary Salmon
Telephone: +44 01597826000
E-mail: mary.salmon@powys.gov.uk
NUTS code: UKL24Internet address(es):Main address: www.powys.gov.uk

Address of the buyer profile: http://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0354

I.2)Joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://etenderwales.bravosolution.co.uk/

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: https://etenderwales.bravosolution.co.uk/

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

PQQ — Finance and Purchase to Pay Software System.

II.1.2)Main CPV code

48000000

II.1.3)Type of contract

Services

II.1.4)Short description:

Powys County Council (PCC) is seeking to establish a 3 Lot, multi supplier (Lots 2 & 3 only) Services Framework for provision of Financial Management IT Systems. The Systems shall, inter alia, include full functionality to deal effectively and efficiently with all aspects of Accounts Payable and Receivable, Procurement, Internal Trading, Bank Reconciliation, Project Costing, Asset Register, General Ledger, production of Annual Accounts and Budget Holder Reporting (including commitment accounting and data interrogation). An integrated e-procurement module that integrates with the supplier (creditor) database and accounts payable functions is also required.

See section VI.3 below for details of the permissible users of the Framework and instructions to access/download further information.

II.1.5)Estimated total value

Value excluding VAT: 10 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes

Tenders may be submitted for all lots

II.2)Description

II.2.1)Title:

Finance System including Purchase to Pay

Lot No: 1

II.2.2)Additional CPV code(s)

66122000

48000000

II.2.3)Place of performance

NUTS code: UKL24

II.2.4)Description of the procurement:

Lot 1 will be awarded to single supplier.

The System will be Cloud based, i.e. the infrastructure will be the responsibility of the Supplier.

PCC may, subject to the requisite approvals, proceed to call off services under this Lot 1, post the appointment of the successful supplier.

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

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

Duration in months: 48

This contract is subject to renewal: no

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

Maximum number: 3

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

II.2)Description

II.2.1)Title:

Finance System including Purchase to Pay

Lot No: 2

II.2.2)Additional CPV code(s)

66122000

48000000

II.2.3)Place of performance

NUTS code: UKL24

II.2.4)Description of the procurement:

Lot 2 will be established as a Framework with 5 suppliers. Welsh Public Bodies will be able to run a mini competition to select a Supplier.

The System will be Cloud based, i.e the infrastructure will be the responsibility of the Supplier.

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

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

Duration in months: 48

This contract is subject to renewal: no

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

Maximum number: 8

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

II.2)Description

II.2.1)Title:

Finance System including Purchase to Pay

Lot No: 3

II.2.2)Additional CPV code(s)

66122000

48000000

II.2.3)Place of performance

NUTS code: UKL24

II.2.4)Description of the procurement:

Lot 3 will be established as a Framework with 5 suppliers. Welsh Public Bodies will be able to run a mini competition to select a Supplier.

The infrastructure will be the responsibility of the Purchaser i.e. the software solution will on premise or hosted by the Purchaser.

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

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

Duration in months: 48

This contract is subject to renewal: no

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

Maximum number: 8

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

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

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

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Competitive procedure with negotiation

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement

Framework agreement with several operators

Envisaged maximum number of participants to the framework agreement: 11

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

IV.1.5)Information about negotiation

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations

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

Notice number in the OJ S: 2017/S 151-312707

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

Date: 13/10/2017

Local time: 12:00

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

Date: 13/10/2017

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:

Powys County Council (PCC) is procuring the Framework on behalf of itself Welsh Public Bodies.

Welsh Public Bodies as identified below.

No minimum volume or value of services is guaranteed. Services will be ‘called off’ on an as required basis.

Each Lot will be evaluated & awarded on a separate basis.

All tender costs and liabilities incurred by bidders shall be the sole responsibility of bidders.

PCC reserves the right to establish the Framework in whole or in part.

PCC reserves the right to annul the tendering process and not establish the Framework / award any contract.

Contract performance conditions may relate to social, economic and environmental considerations.

All documents to be priced in GBP and all payments made in GBP.

Welsh Public Bodies as defined for the purposes of this PQQ.

Pembrokeshire College.

Isle of Anglesey County Council.

Bridgend County Borough Council.

Blaenau Gwent County Borough Council.

City of Cardiff Council.

Caerphilly County Borough Council.

Carmarthenshire County Council.

Conwy County Borough Council.

Ceredigion County Council.

Denbighshire County Council.

Flintshire County Council.

Gwynedd Council.

Merthyr Tydfil County Borough Council.

Mid & West Wales Fire & Rescue Service.

Monmouthshire Council.

Neath Port Talbot County Borough Council.

Newport City Council.

Pembrokeshire County Council.

Powys County Council.

Rhondda Cynon Taf County Borough Council.

Swansea City & County Council.

Torfaen County Borough Council.

Vale of Glamorgan Council.

Note: the authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at http://www.sell2wales.gov.wales/search/search_switch.aspx?ID=70553

(WA Ref:70553).

VI.4)Procedures for review

VI.4.1)Review body

Powys County Council
County Hall
Llandrindod Wells
LD1 5LG
United Kingdom
Telephone: +44 01597826000

VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

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

VI.5)Date of dispatch of this notice:

13/09/2017