Finance System Tender – Belfast

Finance System Tender – Belfast

Supply of a best of breed IT solution incorporating core accounting, procurement, project accounting.

United Kingdom-Belfast: Financial systems software package

2020/S 235-581562

Contract notice – utilities

Supplies

Legal Basis:

Directive 2014/25/EU

Section I: Contracting entity

I.1)Name and addresses

Official name: Belfast Harbour Commissioners
Postal address: Harbour Office, Corporation Square
Town: Belfast
NUTS code: UKN06 Belfast
Postal code: BT1 3AL
Country: United Kingdom
E-mail: IStenders@belfast-harbour.co.uk
Internet address(es):
Main address: www.belfast-harbour.co.uk

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.belfast-harbour.co.uk/corporate/corporate-tender
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the following address:
Official name: Belfast Harbour Commissioners
Town: Belfast
Country: United Kingdom
E-mail: tendersfc@belfast-harbour.co.uk
NUTS code: UKN06 Belfast
Internet address(es):
Main address: http://www.belfast-harbour.co.uk

I.6)Main activity

Port-related activities

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Finance System Tender

 

II.1.2)Main CPV code

48442000 Financial systems software package

II.1.3)Type of contract

Supplies

II.1.4)Short description:

 

This procurement relates to the supply of a best of breed IT solution incorporating core accounting, procurement, project accounting, budgeting, forecasting, fixed assets and inventory functionality to BHC with the option of including expenses functionality and Maximo as an optional system integration. The service should include full project life cycle [Design > Build > Test > Train > Data Migration > Release] as well as post go live support and maintenance.

Belfast Harbour Commissioners (BHC) best estimate of the anticipated potential value of the contract, based on the full potential duration of the contract and all options available, ranges between GBP 750 000 — GBP 1 500 000. The estimated total value provided below therefore represents the upper limit of this range.

 

II.1.5)Estimated total value

Value excluding VAT: 1 500 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description

II.2.2)Additional CPV code(s)

48000000 Software package and information systems
72212440 Financial analysis and accounting software development services
72212441 Financial analysis software development services
72212442 Financial systems software development services
48441000 Financial analysis software package
48442000 Financial systems software package
48812000 Financial information systems
48443000 Accounting software package
48444000 Accounting system
72212443 Accounting software development services
72212490 Procurement software development services
48490000 Procurement software package
72212430 Inventory management software development services
48430000 Inventory management software package
72265000 Software configuration services
72266000 Software consultancy services
72600000 Computer support and consultancy services
72261000 Software support services
72253200 Systems support services
50324100 System maintenance services
48931000 Training software package
72254000 Software testing
48451000 Enterprise resource planning software package

II.2.3)Place of performance

NUTS code: UKN06 Belfast
Main site or place of performance:

Belfast Harbour Estate.

 

II.2.4)Description of the procurement:

 

The aim of this project is to replace ageing server and desktop applications with the latest digital web technologies providing for real time data and enterprise wide integration. The aim is to replace the current accounting system (Perito); the procurement system (Eproc); the fixed assets register (FMIS); manual inventory processing and manual reporting. Consideration will be given to inclusion of an expenses functionality as an optional requirement to replace the current web expenses system as part of an integrated solution, however, at very least the successful bidder will be required to integrate its solution to the current tool (web expenses). Included in the scope is various ‘integrations’ to shipping system [PMIS], property system (TRAMPS), Marina system (Harbour Assist) and the HR/Payroll system. It is also a requirement that the solution has embedded BI/Analytics capability. The system should provide for mobile capability also. Bidders should note that BHC is open to looking at both ‘On Premise’ and ‘Cloud’ solutions and consideration will be given to these deployment models and the relevant security & other non-functional considerations based on full tender responses.

The new IT solution is anticipated to operate over web-based technologies. The application modules BHC is seeking to acquire and implement include:

— job authorisations workflow;

— project accounting/job costing;

— procurement;

— accounts payable;

— accounts receivable;

— fixed asset management;

— cash management;

— budgeting and forecasting;

— general ledger accounting and close management;

— financial and management reporting;

— system integrations;

— stock/inventory; and

— expenses (optional).

The scope of work required by BHC involves the successful bidder providing:

• a ‘best of breed’ accounting and procurement IT solution that is fully integrated and web-based,

• all necessary training and assistance to BHC to implement the new system,

• on-going support and maintenance of the system for the duration of the contract.

 

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: 120
This contract is subject to renewal: no

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

Envisaged number of candidates: 4
Objective criteria for choosing the limited number of candidates:

As set out in the Pre-Qualification Questionnaire.

 

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

Any contract entered into by BHC will be for an initial 5 year period. BHC shall have the option, acting at its discretion, to extend the contract on an annual basis on 5 (five) subsequent occasions of 12 (twelve) months each time, up to a maximum total period of 10 (ten) years.

 

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 costs of responding to this notice and participation in the process shall be borne by each bidder. All discussions and correspondence will be deemed strictly subject to contract until a formal contract is entered into.

 

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:

As specified in the Pre-Qualification Questionnaire

 

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.1.6)Deposits and guarantees required:

BHC reserves the right to require bonds, deposits, guarantees or other forms of undertaking or security to ensure proper contractual performance.

 

III.1.7)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As set out in the tender and contract documentation.

 

III.1.8)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Subject to the status and involvement of the parties, BHC may require the parties to commit to joint and several liability in respect of the contract. Alternatively, BHC may require the lead operator to take total responsibility or a consortium to form a legal entity before entering into any contract.

 

III.2)Conditions related to the contract

III.2.2)Contract performance conditions:

The conditions applicable to the contract are set out in the Pre-Qualification Questionnaire and tender documents.

 

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Negotiated procedure with prior call for competition
IV.1.3)Information about a framework agreement or a dynamic purchasing system

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

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information

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

Date: 23/12/2020
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

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: 6 (from the date stated for receipt of tender)

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.3)Additional information:

 

This process is being conducted competitively in accordance with the Utilities Contracts Regulations 2016 (as amended). The procedure to be followed for this procurement is the negotiated procedure with a prior call for competition (Regulation 47). Bidders who wish to participate in this procurement are required to provide details of their contact point, together with an email address and telephone number upon downloading the tender documents. Bidders who fail to provide their details to BHC or register in this manner will not receive any clarifications or updated information provided by BHC during the tender process.

All tender submissions and related documents must be submitted via email to tendersfc@belfast-harbour.co.uk. Only tender submissions and related documents submitted via email to tendersfc@belfast-harbour.co.uk will be considered by BHC for the award of the contract.

The costs of responding to this notice and participation in the process (including any and all negotiations) will be borne by each bidder. All discussions and correspondence will be deemed strictly subject to contract until a formal contract is entered into. The formal contract shall not be binding until it has been signed and dated by the duly authorized representatives of both parties.

Subject to a sufficient number of satisfactory responses being received, a maximum of the top 4 ranked bidders will be invited to negotiate following the selection stage of this process, provided that BHC, acting at its discretion, reserves the right to invite less than 4 bidders to negotiate. Where there is a tie for fourth place, all bidders in fourth place will be invited to negotiate. For the purposes of this exercise, a tie for fourth place is deemed to occur where two or more bidders have identical scores.

 

VI.4)Procedures for review

VI.4.1)Review body

Official name: High Court of Justice in Northern Ireland
Town: Belfast
Postal code: BT1 3JY
Country: United Kingdom

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

BHC will incorporate a minimum 10 calendar day standstill period at the point information on the award of contract is communicated to all bidders. The standstill period provides time for unsuccessful bidders to challenge the award decision before the contract is entered into. The Utilities Contracts Regulations 2016 (as amended) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (Northern Ireland).

 

VI.5)Date of dispatch of this notice:

27/11/2020