Tender to Supply Financial Management System
A high quality, user-friendly Financial Management System is essential to the successful operation of the organisation.
United Kingdom-Peterborough: Financial analysis and accounting software package
Section I: Contracting authority
I.1)Name and addresses
Fairline House, Nene Valley Business Park, Oundle
Contact person: Louise Johnston
Telephone: +44 1832864422
NUTS code: UKH11Internet address(es):Main address: www.unitedlearning.org.uk
Address of the buyer profile: http://tender.unitedlearning.org.uk/
I.4)Type of the contracting authority
Section II: Object
Financial Management System.
II.1.2)Main CPV code
II.1.3)Type of contract
United Church Schools Trust, and its subsidiary, United Learning Trust (ULT) is an educational charity that manages operation of a group of Independent Schools and state sector Academies based in the UK. The Trust currently leads operations from a Central Office, managing 13 independent schools and 43 state sector academies, employing 7 311 members of staff, serving approximately 37 000 students. The Trust will continue to grow over the term of this contract.
A high quality, user-friendly Financial Management System is essential to the successful operation of the organisation. The Trust is seeking a supplier to provide an FMS product and associated services to meets the Trust’s needs.
A detailed FMS Specification is available that identifies our functional, technical and service requirements to inform proposals. In addition to this, we invite all prospective bidders to attend a Bidders’ Day. Obtain documents and event details via contact details provided within this Notice.
II.1.5)Estimated total value
II.1.6)Information about lots
II.2.3)Place of performance
The Central Office is in Peterborough, UK. Users also include staff at the Trust’s 54 schools located across the country, see website for locations. Grouped training will be delivered regionally.
II.2.4)Description of the procurement:
The Trust’s requirement is to provide and implement a full-featured Financial Management System (FMS) capable of being hosted on the public cloud, with functions including: General Ledger, Budget Management, Cash Management, Accounts Payable, Accounts Receivable, Fixed Assets, Expenses, and Data Analysis and Reporting.
The Supplier is also expected to provide a service to the Trust for implementation and support of the FMS that includes: Project Management, Migration (the incumbent product is PS Financials, centrally hosted), Configuration Support, Integration with Third Party Software (including but not limited to iSAMS, a browser based student information system), Bespoke Customisation (as needed), Training, Ongoing Support, and Documentation (e.g. technical, service, training).
The Trust currently comprises 13 independent schools, 43 state sector academies and a Central Office function. The Trust will continue to grow its number of schools and therefore users of the Financial Management System over the term of the contract.
The user base for the FMS currently includes 40 Central Office Accountants (full access, frequent use), 250 School Finance Officers (restricted access, occasional use) and 1 700 other users (very restricted web only access, rare users e.g. for purchasing and expenses). Concurrent use is estimated at 130 full/restricted users and 200 web users.
A detailed FMS Specification is provided that identifies the Trust’s functional, technical and service requirements to inform your proposals. In addition to this, we invite all prospective bidders to attend a Bidders’ Day presentation. Obtain documents and event details via contact details provided within this Notice.
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Contract term is 3 years, renewable annually thereafter for up to 7 additional years. The Trust will review the contract at the end of year 3 and at the end of each subsequent year (for up to 7 additional years) to agree renewals. The maximum contract term is 10 years.
II.2.9)Information about the limits on the number of candidates to be invited
Selection criteria as per the Pre-Qualifying Questionnaire (PQQ). Obtain PQQ and supplementary tender documentation via the contact provided within this Notice.
II.2.10)Information about variants
II.2.11)Information about options
II.2.13)Information about European Union funds
The Estimated Contract Value indicated within this notice has been derived on the assumption that the costs associated with this contract will include project start up/migration, annual licence/support and ad hoc requests for third party integration and/or bespoke product development over the maximum 10 year contract term.
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
Selection criteria as stated in the procurement documents.
III.1.2)Economic and financial standing
III.1.3)Technical and professional ability
III.2.3)Information about staff responsible for the performance of the contract
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.2.3)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:
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Section VI: Complementary information
VI.1)Information about recurrence
The deadline for return of the Pre-Qualifying Questionnaire and associated appendices is 29.2.2016.
We expect to invite the short-list to tender on 14.3.2016 at which point the Invitation to Tender (ITT) will be made available.
Clarification interviews with the short-list will be arranged in early May 2016. Currently planned for 4th — 6th May, 2016. Exact dates to be confirmed in ITT.
The Preferred Bidder announcement will follow Trustee’s approvals process and is expected for mid May 2016. Exact dates to be confirmed in ITT.
VI.5)Date of dispatch of this notice: