Tender for Cloud Based Finance and P2P System

Tender for Cloud Based Finance and P2P System

To provide a fully managed implementation of a tried, tested and proof of concept Cloud based finance and P2P system.

United Kingdom-Selkirk: Software package and information systems

2019/S 198-481437

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Scottish Borders Housing Association
South Bridge House, Whinfield Road
United Kingdom
Contact person: David Loudon
Telephone: +44 7903174083
E-mail: david.loudon@dtl-creative.co.uk
NUTS code: UKM91
I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at: www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.publiccontractsscotland.gov.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: www.publiccontractsscotland.gov.uk

I.4)Type of the contracting authority

Other type: Housing Association

I.5)Main activity

Housing and community amenities

Section II: Object

II.1)Scope of the procurement


The Supply and Implementation of a Cloud Based Finance and Purchase to Pay (P2P) System

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

To provide a fully managed implementation of a tried, tested and proof of concept Cloud based finance and P2P system which is accessible from office based desktops and laptops, but also mobile devices.

II.1.5)Estimated total value

Value excluding VAT: 230 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKM91
Main site or place of performance:


II.2.4)Description of the procurement:

SBHA are seeking a cloud based finance and P2P system, comprising of the following:

— fully managed implementation of a new system,

— provide a future proofed set of technologies for the association,

— provide a management information and reporting system,

— provide integration with the Northgate Housing Management System and other systems as specified in the specification of requirements.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 70
Price – Weighting: 30
II.2.6)Estimated value

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

Duration in months: 84
This contract is subject to renewal: yes
Description of renewals:

SBHA wish the option of extending the contract (based on satisfactory performance of the supplier and solution) for a further 2 years in 12-month increments.

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

Envisaged minimum number: 5

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

List and brief description of conditions:

ESPD Q 4A.1 and 4A1.1 Standard Requirement as set out.

ESPD Q 4A.2 To be completed if applicable.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

ESPD Q 4B1.1 Provision of general turnover for 2016, 2017 and 2018 ESPD Q 4B2.1 provision of specific turnover for 2016, 2017 and 2018 ESPD Q 4B.4 liquidity ratio to be provided.

ESPD Q 4B.5.1. a, b and 5.2.

— professional risk indemnity: 1 000 000 GBP,

— employer’s compulsory liability: 5 000 000 GBP,

— public liability: 1 000 000 GBP.

ESPD Q 4B.6 Confirmation of Experian Account.

Minimum level(s) of standards possibly required:

Experian Score of 70 and above.

Turnover for 3 years both general and where appropriate specific.

Confirm have or will commit to having Insurances as set out above and in the ESPD.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

ESPD Q 4C1.2 3 Relevant examples of supplies and services in last 3 years

Minimum level(s) of standards possibly required:

Supply and implementation of proposed system in a Housing Association environment or equivalent is mandatory.

Supply and implementation of a proposed system in a Scottish Housing Association or equivalent is desirable.

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.1.1)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: yes
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: 11/11/2019
Local time: 12:00

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

Date: 15/11/2019

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

Duration in months: 12 (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:

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland website at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=598723

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

A subcontract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

SBHA are a responsible provider of social Housing in the Scottish Borders, with a desire to measure and monitor its social and economic impact. Please be aware that we will be looking to the consideration of how our successful supplier can assist us in contributing to our goals and objectives as set out in the specification of requirements.

(SC Ref:598723)

VI.4)Procedures for review

VI.4.1)Review body

Scottish Borders Housing Association
South Bridge House, Whinfield Road
United Kingdom
Telephone: +44 1750724444
Fax: +44 1750724445Internet address: http://www.sbha.org.uk
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: