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
Contract notice – utilities
Section I: Contracting entity
I.1)Name and addresses
Section II: Object
Finance System Tender
II.1.2)Main CPV code
II.1.3)Type of contract
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
II.1.6)Information about lots
II.2.2)Additional CPV code(s)
II.2.3)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;
— 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.2.7)Duration of the contract, framework agreement or dynamic purchasing system
II.2.9)Information about the limits on the number of candidates to be invited
As set out in the Pre-Qualification Questionnaire.
II.2.10)Information about variants
II.2.11)Information about 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 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.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
As specified in the Pre-Qualification Questionnaire
III.1.2)Economic and financial standing
III.1.3)Technical and professional ability
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.2.2)Contract performance conditions:
The conditions applicable to the contract are set out in the Pre-Qualification Questionnaire and tender documents.
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.8)Information about the Government Procurement Agreement (GPA)
IV.2.2)Time limit for receipt of tenders or requests to participate
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Section VI: Complementary information
VI.1)Information about recurrence
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 email@example.com. Only tender submissions and related documents submitted via email to firstname.lastname@example.org 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.
Postal code: BT1 3JY
Country: United Kingdom
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: