Section one: Contracting authority
one.1) Name and addresses
Newport City Council
Civic Centre
Newport
NP20 4UR
Telephone
+44 1633656656
Country
United Kingdom
NUTS code
UKL21 - Monmouthshire and Newport
Internet address(es)
Main address
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0273
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://etenderwales.bravosolution.co.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://etenderwales.bravosolution.co.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
https://etenderwales.bravosolution.co.uk/
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Provision & Implementation of a SaaS Finance Management System
Reference number
NCC-2021-005
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
Newport City Council’s current main financial (accounting) system is Oracle Financials R12 EBS which was implemented in 1996 and last upgraded in April 2013. The system consists of the following modules:
- General Ledger,
- Accounts Payables,
- Purchasing & iProcurement
- Discoverer Plus, a transactional reporting tool.
The Council also has the following standalone financial systems:
- Accounts Receivables,
- Asset Management
- Collaborative Planning Budget Management and Modelling (BMS).
The Council wishes to replace the aforementioned Oracle and standalone systems with a fully integrated SaaS financial management system that goes 'Live' no later than the end of October 2022.
two.1.5) Estimated total value
Value excluding VAT: £3,300,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 72263000 - Software implementation services
- 72210000 - Programming services of packaged software products
- 72267100 - Maintenance of information technology software
two.2.3) Place of performance
NUTS codes
- UKL21 - Monmouthshire and Newport
two.2.4) Description of the procurement
Newport City Council wishes to procure a fully integrated SaaS financial management system as a single administration module with a consistent look and feel where the successful contractor will host and maintain the servers, databases, and the code that makes up the application; patch upgrade and maintain the system; and provide cloned environments for test and training purposes.
The SaaS financial management system must as a minimum have:
- fully integrated modules with full drill to details within and across modules
- self-service processes for users via multiple devices and portals for external customers to improve efficiency and increase automation
- intuitive and configurable dashboards, enquiries and reporting functionality to encourage and enhance user engagement
and it must also be able:
- to reduce/remove bespoke programming and reliance on IT
- to automate processes/functionality, improving efficiency and reducing manual requirements
- to meet HMRCs Making Tax Digital requirements
- provide archiving functionality without reliance on IT
- provide real time reporting for all data sources, for all data types and for all data levels plus drills to transactional data (across and between modules)
- provide flexible, user driven Management reporting to meet in house and external government requirements i.e. RO's , RA's
- have integrated document scanning linked to automated functionalities
It is essential that the system has the following financial management modules and functionality as a minimum:
- General Ledger
- Full interactive and reportable Budgeting, planning, forecasting and monitoring module (BMFP) with extensive cohesive reporting capabilities and online analysis provided against multiple hierarchical structures
- Purchasing including a link to external marketplaces and the ability to provide a complete Procure to Pay Solution
- Accounts Payable e-invoicing and integrated invoice scanning for automated invoice processing and match to PO
- Accounts Receivables including Debt Management and Debt Recovery
- Payments & Bank Reconciliation
- Asset Management
- Supplier portal
- Transactional reporting tools
- OCR scanning solution
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £3,300,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
132
This contract is subject to renewal
Yes
Description of renewals
The subscription contract has an extension of up to 3 years as from October 2029 being extended on an annual basis subject to review. The duration stated in 11.2.7 includes the 3 year extension period.
two.2.9) Information about the limits on the number of candidates to be invited
Maximum number: 5
two.2.10) Information about variants
Variants will be accepted: No
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
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
14 June 2021
Local time
4:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
30 June 2021
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
Tor register your company on the etenderwales portal (this is only required once)
- Browse to the eSourcing Portal: www.etenderwales.bravosolution.co.uk
- Click the “Suppliers register here” link
- Agree to the terms and conditions and click “continue”
- Enter your correct business and user details
- Note the username you chose and click “Save” when complete
- You will shortly receive an email with your unique password (please keep this secure)
2. Express an Interest in the Project
- Login to the portal with the username/password
- Click the “PQQs Open to All Suppliers” link. (These are Pre-Qualification Questionnaires open to any registered supplier)
- Click on the relevant PQQ (pqq_33106) available from 12th May 2021 to access the content.
- Click the “Express Interest” button in the “Actions” box on the page.
- This will move the PQQ into your “My PQQs” page. (This is a secure area reserved for your projects only)
- Click on the PQQ code to access the content
3. Responding to the tender
- You can now choose to “Create Response” or “Decline to Respond” (please give a reason if declining)
- You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification
- Note the deadline for completion, then follow the onscreen instructions to complete the PQQ.
- There may be a mixture of online & offline actions for you to perform (there is detailed online help available)
If you require any further assistance use the online help, or the BravoSolution help desk is available Mon – Fri (8am – 6pm) on:
- email: help@bravosolution.co.uk
- Phone: 0800 368 4850
NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=110229
(WA Ref:110229)
six.4) Procedures for review
six.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
Telephone
+44 2079477501
Country
United Kingdom