Section one: Contracting authority
one.1) Name and addresses
Worthing Homes Limited
Davison House, North Street
Worthing
BN11 1ER
Contact
Neville Brown
Telephone
+44 7771810621
Country
United Kingdom
NUTS code
UKJ27 - West Sussex (South West)
Internet address(es)
Main address
Buyer's address
https://www.mytenders.co.uk/search/Search_AuthProfile.aspx?ID=AA20962
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Housing and community amenities
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Supply of a Finance Management System
two.1.2) Main CPV code
- 72000000 - IT services: consulting, software development, Internet and support
two.1.3) Type of contract
Services
two.1.4) Short description
1. Supply and implementation of software covering all aspects of financial operations, including a P2P offer and Expense management
2. Provision of qualified project and technical resource to deliver the solution, including design and deployment, as well as support for data migration, testing and training
3. Support for process optimisation and supplying the required interfaces to Worthing Homes's other systems
4. Support and maintenance, including hosting of the service
5. Ongoing development of the software
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £187,000
two.2) Description
two.2.2) Additional CPV code(s)
- 72000000 - IT services: consulting, software development, Internet and support
two.2.3) Place of performance
NUTS codes
- UKJ27 - West Sussex (South West)
Main site or place of performance
Worthing, West Sussex
two.2.4) Description of the procurement
We wish to procure a Contract for the provision of a complete solution for our finance operations. The scope includes:
1. Supply and implementation of software covering all aspects of financial operations, for example;
o Case management and workflow for approvals, queries, or issue resolution
o Expenses management (workflows, approvals, payment)
o Purchase to Pay with automated links to budgets, with GRN, invoice matching, and payment
o A portal for suppliers to be registered, maintain up to date details, and ac-cess capabilities including raising queries, submitting invoices and automatic updates on payment status
o Project Accounting for capital spend and other investments
o Management accounts for report distribution
o Making Tax Digital including the ability to manage partial exemptions
o Chart of Accounts
o Accounts Payable / Receivable
o Cash management
o General Ledger
o Journals
o Creditor Management
o Bank Reconciliation
2. The successful providers will provide qualified project and technical resource to deliver the solution, including design and deployment, as well as support for data migration, testing and training.
3. Implementation includes support for process optimisation and supplying the required interfaces to our other systems, for example Civica’s Cx Housing Management System and those supporting Property Development.
4. Support and maintenance will include:
o Hosting of the system (we wish to move away from an ‘on-premises’ de-livery model).
o Implementation of system upgrades, with testing and training environments
o Ensuring continuity of access to the system, including robust and secure back-up arrangements.
o Prompt resolution of system failures or any difficulties in the operation of the system that are due to the system.
o Ensuring security of the system from data loss, malware, and virus at-tacks etc.
5. Ongoing development of the software to offer new capabilities as well as maintain alignment to regulation.
two.2.5) Award criteria
Quality criterion - Name: Functional Requirements / Weighting: 25
Quality criterion - Name: Non-Functional Requirements / Weighting: 15
Quality criterion - Name: Professional Services / Weighting: 10
Quality criterion - Name: Service and Support / Weighting: 10
Quality criterion - Name: Account Management / Weighting: 5
Quality criterion - Name: Demonstrations / Weighting: 15
Price - Weighting: 20
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
Ideally we wish to procure:
1. A ‘Commercial off the Shelf’ product
2. A solution with a single ‘look and feel’
3. A system that is easy to use
4. A system with a modern underlying ‘technical architecture’ supporting digital services
5. Web services integration capabilities
6. Integration with Microsoft’s Office365
7. Workflow capabilities to enable process development
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2022/S 022-226638
Section five. Award of contract
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
20 December 2022
five.2.2) Information about tenders
Number of tenders received: 6
Number of tenders received from SMEs: 0
Number of tenders received from tenderers from other EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 6
Number of tenders received by electronic means: 6
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Xledger
4th Floor, Tower Wharf, Cheese lane
Bristol
BS2 0JJ
Telephone
+44 1174573293
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £600,000
Total value of the contract/lot: £187,000
Section six. Complementary information
six.3) Additional information
(MT Ref:228450)
six.4) Procedures for review
six.4.1) Review body
Public Procurement Review Service
Cabinet Office
London
publicprocurementreview@cabinetoffice.gov.uk
Telephone
+44 3450103503
Country
United Kingdom
Internet address
https://www.gov.uk/government/publications/public-procurement-review-service-scope-and-remit