Tender for Finance and Procurement Systems Upgrade or Replacement

We expect a system with improved functionality across all processes, which will be able to adapt with the business as it grows.

United Kingdom-Luton: Financial systems software package

2019/S 141-348386

Contract notice – utilities

Supplies

Legal Basis:

Directive 2014/25/EU

Section I: Contracting entity

I.1)Name and addresses

London Luton Airport Operations Limited
London Luton Airport, Navigation House, Airport way
Luton
LU3 9LY
United Kingdom
Telephone: +44 1582405100
E-mail: terry.gittins@ltn.aero
NUTS code: UKH21

Internet address(es):Main address: http://www.in-tend.co.uk/

Address of the buyer profile: http://www.london-luton.co.uk

I.2)Information about joint procurement

I.3)Communication

Access to the procurement documents is restricted. Further information can be obtained at: https://in-tendhost.co.uk/llaol

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/llaol

Tenders or requests to participate must be submitted to the abovementioned address

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: https://in-tendhost.co.uk/llaol

I.6)Main activity

Airport-related activities

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

L19038-T-TG Finance and procurement systems upgrade or replacement

Reference number: L19038-T-TG

II.1.2)Main CPV code

48442000

II.1.3)Type of contract

Supplies

II.1.4)Short description:

The objective of this project is to procure and implement an upgraded or replacement finance and procurement systems, which addresses the reasons for change, identified above. As well as this, we expect a system with improved functionality across all processes, which will be able to adapt with the business as it grows to avoid having to make further upgrade/replacement for the foreseeable future. Key to this are the following principles. The system must be user orientated The system must be flexible The system should be highly configurable but should avoid customisation. Tender The tender is split into two discrete lots covering the two main systems to be upgraded or replaced with contract term to last a minimum of 5 years from full commencement of the service provision, plus 2 possible 1 year extensions.

Lot 1 Finance system

Lot 2 Procurement system estimated contract start Q4 2019.

II.1.5)Estimated total value

Value excluding VAT: 1 900 000.00 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:

LOT 1 Finance system

Lot No: LOT 1

II.2.2)Additional CPV code(s)

48442000

II.2.3)Place of performance

NUTS code: UKH21

Main site or place of performance:

London Luton Airport

II.2.4)Description of the procurement:

LLA is seeking a fully integrated solution for the finance systems with the focus on controls within the system to provide compliance with processes and to minimise the risks of misstatement whilst maintain a user orientated interface. Lot 1 and Lot 2 are expected to be fully integrated via the LLA Enterprise Service Bus ESB. See Technical requirement, to ensure that supplier master data held within the finance system and contract master data held within the procurement system is shared in real time and that there is a bi-directional transfer of for transactional information e.g. costs by contracts, purchase orders etc. Requirements The following elements are the key requirements for the finance system. Please see the functional requirements document for more detail of the processes and transactions expected to be included;

1) General ledger Enterprise structure. Company, cost centre, profit centre, projects Chart of accounts Journal posting Trial balance Balance sheet Profit and loss Cash flow Cashbook and banking Accounts receivable Accounts payable VAT accounting and returns including digital submission to HMRC CIS accounting and returns including digital submission to HMRC Project costs;

2) Purchase order. Optional: can also be supplied as part of Lot 2 Raising of purchase orders authorisation workflows Receipting of purchase orders 3 way matching order, receipt, invoice;

3) Contract billing Calculation and creation of invoicing based on contracts and relevant inputs Calculation and creation of invoicing based on meter readings Deferral, Accrual of turnover Contract management and master data;

4) Fixed assets Management of fixed assets master data Useful economic lives Depreciation calculation and recording Fixed asset transactions additions, disposals, transfers, amendments;

5) Systems Administration and General User management Audit functionality down to a transactional level Reporting Dashboards standard systems reports customisable reports excel exports

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

Value excluding VAT: 1 600 000.00 GBP

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:

After the first 5 years there will be 2 optional 1 year extensions

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

There is an option to award individual lots or a combination of Lots depending on which option best suits London Luton airport. Bidders may offer up to 3 different systems or solutions, each would require its own separate bid.

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:

LOT 2 – Procurement system

Lot No: LOT 2

II.2.2)Additional CPV code(s)

48490000

II.2.3)Place of performance

NUTS code: UKH21

Main site or place of performance:

London Luton Airport

II.2.4)Description of the procurement:

LLA is seeking an electronic solution either hosted by the supplier or provided as Software as a Service to run procurement exercises for London Luton Airport and hold contract subsequent management information. This should include but not be limited to tender exercises to be run using one of the various procedures described in The Utilities Contract Regulations 2016, or where tender exercises which are not caught by the Regulations, Requests for Quotations RFQs or further competitions run under existing frameworks. It is our policy that all tenders or quotations over a value of £8k are run electronically. Currently there are approximately 200 tenders or quotations run annually on the existing tendering system, which also holds contract details for all contracts. It is our desire to increase the use of the system for contract management purposes. Solutions should offer the following facilities. The ability to run tenders which are open advertised and restricted. Be able to link to a Finance system where purchase orders can only be raised against a contract that is live and has sufficient remaining unspent contract value to cover the purchase order. Upload and hold a wide variety of documents types in a document library. Enable suppliers to be invited to RfT via a simple, straight forward and easy to use registration process. Allow buyers to build documentation from standard questions stored on the system, or access and update standard documentation, or to upload documentation including tender documents and issue them to the suppliers. Provide a help facility helpdesk for suppliers to ensure they can respond to tenders, access documents etc. Allow suppliers to communicate securely with buyers during the tender to raise clarification questions, and for the buyer to be able to easily respond to some or all suppliers without breaching confidentiality between suppliers. Enable suppliers to complete PQQs or ITTs online, entering information directly into the system or enables the PQQ or ITT to be downloaded and completed by the applicant or tendering organisation and uploaded back into the system. Create and publish advertisements and contract notices in the Official Journal of the European Union OJEU as necessary but have the facility also for such adverts notices to be posted on a third party’s system and not compulsorily within the proposed solution’s system. Provide a locked box facility where tenders cannot be accessed until the deadline has passed. Provide secure access to the system 24 hours a day, 7 days a week with appropriate back-up or contingency planning in the event of system failure. Open and log tenders received and generate a list that details PQQ or tender returns by internal contract/tender reference number supplied together with those that accessed documents but may not have returned them. The ability for records maintained within the system to be exported. Ability to store arbitrary documents associated with contract management e.g. notes of meetings, formal contract reviews etc. Automatic trigger for updating out of date documents, e.g. insurance certificates, DRB checks etc. Ability to hold contract variation documents. Ability to import the tender and contract information including all associated documents and correspondence records) from the existing tendering system In Tend, maintaining references and structure, should we change systems. Ability to publish a summary list of contracts, including title, reference, supplier, value, start date, end date, term, service area, POC The contract register to the internet, and which allow people to express interest in the contracts when they come up for retender. The solution must be priced on the basis of unlimited tendering exercises and at least 50 buyer side users Must be able to Transfer Tenders and Quotations to Contracts seamlessly with minimal human click activities

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

Value excluding VAT: 300 000.00 GBP

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:

This is a 5 year contract with 2 optional 1 year extensions

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: yes

Description of options:

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:

See Tender for details

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.1.4)Objective rules and criteria for participation

List and brief description of rules and criteria:

See Tender for details

III.1.5)Information about reserved contracts

III.1.6)Deposits and guarantees required:

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

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

III.2)Conditions related to the contract

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

Open 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: no

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: 10/09/2019

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

IV.2.7)Conditions for opening of tenders

Date: 10/09/2019

Local time: 00:00

Place:

London Luton Airport Procurement Offices

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes

Estimated timing for further notices to be published:

7 years

VI.2)Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.3)Additional information:

VI.4)Procedures for review

VI.4.1)Review body

The Legal Team
Navigation House, Airport Way
Luton
LU2 9LY
United Kingdom

VI.4.2)Body responsible for mediation procedures

The Legal Team
Navigation House, Airport Way
Luton
LU2 9LY
United Kingdom

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

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

VI.5)Date of dispatch of this notice:

19/07/2019