Scope
Reference
EGTI2501
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-to-day 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.
Main procurement category
Services
CPV classifications
- 48451000 - Enterprise resource planning software package
- 48812000 - Financial information systems
- 72000000 - IT services: consulting, software development, Internet and support
Contract locations
- UKN - Northern Ireland
Submission
Submission type
Requests to participate
Deadline for requests to participate
6 May 2025, 12:00pm
Submission address and any special instructions
https://procurement.energiagroup.com/
Please fully read the attached Conditions of Participation document and embedded Annexes. Any Supplier wishing to be set up on the Procurement Portal (Project Fusion) to submit a Response must email Procurement@Energiagroup.com , with the following details:
Supplier Company Name:
Supplier Address:
Primary Contact Name:
Primary Contact Email Address:
Primary Contact Telephone Number:
Secondary Contact Name:
Secondary Contact Email Address:
Secondary Contact Telephone Number:
Suppliers must advise Energia Group of any updated contact details during the procurement process. On receipt of an e-mail notifying Energia Group that a Supplier wishes to submit a Response, Energia Group will issue access and log-in details to the electronic portal which is to be used for the submission of Responses. Note that e-mails must be no bigger than 20MB in size - any messages bigger than this will be rejected by Energia Group's e-mail infrastructure. Responses submitted by email will not be accepted.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Suppliers to be invited to tender
1 to 5 suppliers
Selection criteria:
Those Suppliers that submit a complete and compliant response, will have their response assessed against the criteria stated in Annex 3 - COP Assessment and Supplier Response. The Supplier must commit in their response that they are able to meet the criteria.Energia will use Stage 2 to confirm that neither the Supplier, nor any related persons within its corporate group, associate persons relied on to meet the COP or sub-contractors are listed on the Cabinet Office debarment list. If any such entities are on the debarment list, Energia will consider its obligations under the Act.It is envisaged that Energia will shortlist up to 5 Suppliers to the CFP stage. However, this will be at Energia's discretion and should the quality of the responses suggest a greater competition then Energia may shortlist more than the number stated above.Suppliers must note that there is a requirement to achieve a minimum score of 60% of the score available for Stage One - Item 4, Supplier Experience.Any Supplier who fails to achieve the minimum scoring requirements will not be eligible for further consideration and therefore will not move to the next stage of the procurement process.
Award decision date (estimated)
31 October 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Technical | Quality | 75% |
| Cost | Cost | 20% |
| Legal | Quality | 5% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Special regime
Utilities
Competitive flexible procedure description
STAGE 1 - COMPLETENESS / COMPLIANCE CHECK
Responses will be subjected to a check to ensure that the Supplier has provided a complete and compliant response to all questions and requirements requested. Failure to submit a complete/compliant response may result in the Supplier being excluded from the process.
STAGE 2 - CONDITIONS OF PARTICIPATION
Those Suppliers that submit a complete and compliant response, will have their response assessed against the criteria stated in Annex 3 - COP Assessment and Supplier Response. The Supplier must commit in their response that they are able to meet the criteria.
Energia will use Stage 2 to confirm that neither the Supplier, nor any related persons within its corporate group, associate persons relied on to meet the COP or sub-contractors are listed on the Cabinet Office debarment list. If any such entities are on the debarment list, Energia will consider its obligations under the Act.
It is envisaged that Energia will shortlist up to 5 Suppliers to the CFP stage. However, this will be at Energia's discretion and should the quality of the responses suggest a greater competition then Energia may shortlist more than the number stated above.
Suppliers must note that there is a requirement to achieve a minimum score of 60% of the score available for Stage One - Item 4, Supplier Experience.
Any Supplier who fails to achieve the minimum scoring requirements will not be eligible for further consideration and therefore will not move to the next stage of the procurement process.
STAGE 3 - INVITATION TO SUBMIT INITIAL TENDERS SUBMISSIONS
Shortlisted Suppliers will receive an invitation to tender from Energia requesting them to submit an initial tender response. The initial tender response will be assessed for the purpose to reduce the number of Suppliers invited to participate in dialogue/negotiation and/or inform the content/agenda for dialogue/negotiations.
This stage will include
1. repeating the process outlined in Stage 2 to comply with the Act debarment list obligations.
2. an assessment of the initial tenders against the criteria outlined in Annex 3 - COP Assessment and Supplier Response.
3. following assessment of the initial tenders, Suppliers will be selected to participate in the negotiation/dialogue stage as set out below in stage 4.
4. once the assessment is concluded, Suppliers will be notified in whether they have been invited to participate in Stage 4.
Energia reserve the right to award the contract to the preferred supplier based on the assessment of their initial tender without undertaking any negotiation or dialogue which may have been intended to be part of the process at the start of the CFP.
STAGE 4 - INVITATION TO PARTICIPATE IN DIALOGUE/ TO NEGOTIATE
Shortlisted Suppliers will receive an invitation from Energia to participate in dialogue/negotiate meetings. This invitation will describe how the dialogue/negotiation will be conducted, including the location and proposed dates for the relevant meetings.
This stage will include
1. providing any new information made available to Suppliers
2. any relevant stages within the process
3. conclusion around the closure of the dialogue and/or negotiations.
STAGE 5 - INVITATION TO SUBMIT FINAL TENDERS
Final tenders will be submitted as per the below timetable.
Energia will confirm that neither the Supplier, nor any related persons within its corporate group, associate persons relied on to meet the COP or sub-contractors are listed on the Cabinet Office debarment list. If any such entities are on the debarment list, Energia will consider its obligations under the Act.
A clarification demonstration may also form part of this stage of the process before a preferred supplier is selected.
The contract will be awarded to the Supplier that submits to Energia the MAT. A maximum of 100 marks will be available in the scoring of submissions. Where a Suppliers scores below an unacceptable score in any criteria, Energia will reserve the right to consider the Suppliers response as non-compliant and they may be removed from the procurement process.
Once the assessment is concluded, Suppliers that submitted a final tender will be notified of the tender outcome and Energia will publish the Contract Notice on the CDP. This will commence the mandatory standstill period.
STAGE 6 - PREFERRED SUPPLIER STAGE
This stage will commence once a preferred supplier has been identified, approved and if the mandatory standstill period has ended without interruption. This stage will allow for clarification or confirmation of commitments made during the process. Post tender negotiations with the preferred Supplier can commence during this stage if required.
Documents
Associated tender documents
1. Tender Ref EGTI2502 Project Prime Conditions of Participation April 2025.docx
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