Scope
Description
PROJECT OVERVIEW
The Supplier is responsible for the management and integrity of their enterprise and Associated/Connected person(s) by ensuring they can fully deliver the Requirement and have submitted a bona fide competitive tender response. As part of Energia's Financial Systems Strategy a review of its financial systems has been undertaken with a decision to replace our core financial system SAP ECC6. The procurement will encompass a systems Solution, implementation partner and support services. Our core financial system is SAP ECC6 (Financial Management) which runs our day-today financial operations and is supported by Process Director (Invoice workflows) and SRM (PO management) in order to manage the full Procure to Pay process. SAP currently integrates with over 12 business systems with critical systems not limited to Maximo (Asset and inventory Management) C2M (Customer Billing) and Endur (Market Data) which will be maintained. Our objective is to simplify our systems landscape by procuring a fully integrated ERP, SaaS platform (via single sign on) ("the System") which the group can deploy through modular based implementations. The system should encompass the below functionality with the ability to "add on" additional modules / functionality such as planning and sustainability reporting, when required in a phased manner. The implementation of the modules will be prioritised based on our business needs at implementation phase and based on the implementation strategy agreed with the vendor.
1. Financial Management - we require a system solution for the recording and reporting of all financial transactions to include group consolidation. Reporting should have drill down
capability to source data across all modules with dashboarding features.
• General Ledger
• Accounts Receivable
Accounts Payable
- Supplier Portal
- Requisitioning, Purchase ordering and Receipting
• Fixed Assets
• Cash Management
• Group Consolidation
• Reporting across all ledgers
2. Expense Management - will be utilised for employee expense claim submissions and should have seamless transactions with the General ledger.
3. Inventory Management - Partial deployment of inventory management may be required to ensure financial transactions relating to stock are captured.
- Integration with core stock system
- Stock Price master data
- Stock Valuations
4. Vendor and Contract Management - Will be the source to store and maintain contractual documents and assist with managing key performance indicators (KPIs) and other contractual obligations. It should provide a systematic approach to contract management, reporting capability and statistics to be readily visible and accessible.
• Internal and external facing system
• Storing of key contracts
• Workflow and notifications to internal and external parties
• KPI Reporting
• Audit Controls
5. General - The system should have enhanced Data-tagging capabilities, workflow of approvals and ability for users to easily create their own reports and dashboards as well as appropriate auditable administrative processes and in-built segregation of duties within roles across all modules and are also considered a must have for the application.
In addition, we require an experienced partner for SAAS Systems Implementation and ongoing support to assist Energia in the configuration and deployment of the solution. They should be on the list of "preferred partners" for the technology being deployed with a proven track record of delivery a project of this scale. They should be experienced with dealing with multiple stakeholders from across a range of functions to support the internal team on key decisions or issues as they arise. Their experience should enable them to provide insights to any transformational opportunities not identified by the internal project team while ensuring the system is set up as a "best in class" tool for finance.
Documentation of the system processes and associated training is a key requirement for full delivery of the project. Ongoing support services will also be required by the supplier over the lifetime of the contract, acting as the link between Energia and System Provider to include:
• Helpdesk availability
• Problem Management Processes
• Maintaining technical documentation for Energia use
• Manage the Release Management Process including testing.
The above is for information purposes only to provide background information to the project. Scoring is based on the information required in Part 4, Annex 3, with emphasis on the Vendors experience in the below areas.
• Delivery, Implementation and Support of a Multi Module SaaS System including financial management, expense management, vendor and contract management and inventory
• Development of system integrations and best practices around two-way integration between systems which support market system interfaces for critical business processes
• Support the development of a Finance Data Model in line with system solution and guidance on Data Migration cycles. Support on Complex Data Mapping and guide on data archiving and storage solution options to support the data migration cycles.
• Demonstrate understanding of full consolidation of accounts to include complex cashflow treatments in line with accounting standards (IFRS & GAAP)
Full functional and non-functional requirements will be provided at the CFP stage.
Total value (estimated)
£7,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
1 January 2026 to 31 December 2030
Possible extension to 31 December 2033
8 years
Description of possible extension: The contract will be awarded for an initial contract period of 5 years with an option to extend for a further 3 years subject to annual review.
Contract 1. License Agreement Platform Provider
Supplier
Contract value
- £3,276,655 excluding VAT
- £3,931,986 including VAT
Above the relevant threshold
Award decision date
10 February 2026
Date assessment summaries were sent to tenderers
10 February 2026
Standstill period
- End: 19 February 2026
- 8 working days
Earliest date the contract will be signed
31 March 2026
Contract dates (estimated)
- 1 April 2026 to 31 March 2031
- Possible extension to 31 March 2034
- 8 years
Description of possible extension:
There is an option to extend the contract by a further 36 months subject to annual review.
Main procurement category
Services
Options
The right to additional purchases while the contract is valid.
POTENTIAL FUTURE MODULES
The awarded Contract will include the facility to incorporate additional modules at Energia Group's discretion. These modules may originate as requirements from within Energia Group's business or may arise from market changes. The Supplier will be asked to provide details on their solution modules to allow Energia Group to understand the added value they can offer.
Proposed pricing for future additional modules will be subject to Energia Group's agreement. It is acknowledged that pricing will be in accordance with functional requirements, implementation etc but Energia Group reserves the right to benchmark any proposed pricing to ensure we are receiving value for money. It will be at Energia Group's discretion whether any future modules are availed of.
For guidance purposes, optional modules Energia Group may consider implementing at some stage of the contract may include but not be limited to:
Electronic Tendering (eTendering) Module
An electronic tendering module will facilitate the process of managing an invitation to tender (procurement opportunities) process in a systematic approach. This module should be linked to the Vendor and Contract Management Module. At a high level, the electronic tendering module would be capable of:
Publication of notices to Find a Tender Service and/or the Official Journal of European Union and invitation to tender documents.
Suppliers can self-register and manage documentation.
Evaluating tender responses and auditing the full process to satisfy governance obligations.
Issue and respond to clarifications, issue correspondences to individual participates.
Further detail on the eTendering system requirements is provided in the Data Room on Project Fusion.
Environmental, Social and Governance (ESG) Reporting module:
In support of our strategic focus on sustainability, transparency, and compliance with emerging ESG standards, Energia Group invites responders to the ITT to propose as an option, an ESG reporting module.
The ESG analysis and reporting module should ideally include but not be limited to, the following features.
Compliance and Voluntary Disclosures: Capability to capture, track and generate ESG disclosures in alignment with major UK, EU and global reporting frameworks such as CSRD, CSDDD, CFD, ISSB and SECR.
Customisable Reporting Templates: Enables the creation of tailored reports for different stakeholders, allowing for the export of ESG data in multiple formats to meet specific regulatory requirements and/or stakeholder expectations.
Data Collection & Validation: Support integration with Energia Group systems to allow for ESG data ingestion, allow for automated data input, validation, and verification to reduce manual entry and enhance data integrity.
Audit: Include audit trail capabilities for ESG disclosures.
CPV classifications
- 48000000 - Software package and information systems
- 72224100 - System implementation planning services
Contract locations
- UKN - Northern Ireland
Contract 2. System Implementation and Support Provider
Supplier
Contract value
- £1,630,010 excluding VAT
- £1,956,012 including VAT
Above the relevant threshold
Award decision date
10 February 2026
Date assessment summaries were sent to tenderers
10 February 2026
Standstill period
- End: 19 February 2026
- 8 working days
Earliest date the contract will be signed
31 March 2026
Contract dates (estimated)
- 1 April 2026 to 31 March 2031
- Possible extension to 31 March 2034
- 8 years
Description of possible extension:
The contract can be extended for a further 36 months subject to annual review.
Main procurement category
Services
Options
The right to additional purchases while the contract is valid.
POTENTIAL FUTURE MODULES
The awarded Contract will include the facility to incorporate additional modules at Energia Group's discretion. These modules may originate as requirements from within Energia Group's business or may arise from market changes. The Supplier will be asked to provide details on their solution modules to allow Energia Group to understand the added value they can offer.
Proposed pricing for future additional modules will be subject to Energia Group's agreement. It is acknowledged that pricing will be in accordance with functional requirements, implementation etc but Energia Group reserves the right to benchmark any proposed pricing to ensure we are receiving value for money. It will be at Energia Group's discretion whether any future modules are availed of.
For guidance purposes, optional modules Energia Group may consider implementing at some stage of the contract may include but not be limited to:
Electronic Tendering (eTendering) Module
An electronic tendering module will facilitate the process of managing an invitation to tender (procurement opportunities) process in a systematic approach. This module should be linked to the Vendor and Contract Management Module. At a high level, the electronic tendering module would be capable of:
Publication of notices to Find a Tender Service and/or the Official Journal of European Union and invitation to tender documents.
Suppliers can self-register and manage documentation.
Evaluating tender responses and auditing the full process to satisfy governance obligations.
Issue and respond to clarifications, issue correspondences to individual participates.
Further detail on the eTendering system requirements is provided in the Data Room on Project Fusion.
Environmental, Social and Governance (ESG) Reporting module:
In support of our strategic focus on sustainability, transparency, and compliance with emerging ESG standards, Energia Group invites responders to the ITT to propose as an option, an ESG reporting module.
The ESG analysis and reporting module should ideally include but not be limited to, the following features.
Compliance and Voluntary Disclosures: Capability to capture, track and generate ESG disclosures in alignment with major UK, EU and global reporting frameworks such as CSRD, CSDDD, CFD, ISSB and SECR.
Customisable Reporting Templates: Enables the creation of tailored reports for different stakeholders, allowing for the export of ESG data in multiple formats to meet specific regulatory requirements and/or stakeholder expectations.
Data Collection & Validation: Support integration with Energia Group systems to allow for ESG data ingestion, allow for automated data input, validation, and verification to reduce manual entry and enhance data integrity.
Audit: Include audit trail capabilities for ESG disclosures.
CPV classifications
- 48451000 - Enterprise resource planning software package
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKN - Northern Ireland
Submission
Submission type
Requests to participate
Procedure
Procedure type
Competitive flexible procedure
Special regime
Utilities
Suppliers
KAINOS WORKSMART LIMITED
- Companies House: NI622516
- Public Procurement Organisation Number: PJXP-4399-CRNR
4-6 Upper Crescent
Belfast
BT7 1NT
United Kingdom
Email: presales.worksmart@kainos.com
Website: http://www.kainos.com
Region: UKN06 - Belfast
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 2. System Implementation and Support Provider
WORKDAY (UK) LIMITED
- Companies House: 04162863
- Public Procurement Organisation Number: PWYC-5153-QLLR
The Kings Building 152-155 Church Street
Dublin
D07 A0TN
Ireland
Email: Tendertracker@workday.com
Website: https://www.workday.com/
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1. License Agreement Platform Provider
Contracting authority
ENERGIA GROUP NI HOLDINGS LIMITED
- Companies House: NI033250
- Public Procurement Organisation Number: PDPH-4346-JGHQ
Greenwood House, 64 Newforge Lane
Belfast
BT9 5NF
United Kingdom
Email: procurement@energiagroup.com
Region: UKN06 - Belfast
Organisation type: Private utility
Devolved regulations that apply: Northern Ireland