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.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
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.1.5) Estimated total value
Value excluding VAT: £600,000
two.1.6) Information about lots
This contract is divided into lots: No
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.2.6) Estimated value
Value excluding VAT: £600,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 April 2023
End date
31 March 2028
This contract is subject to renewal
Yes
Description of renewals
Up to 5 (five) annual renewals
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
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 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
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.2.2) Time limit for receipt of tenders or requests to participate
Date
28 July 2022
Local time
12:00pm
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
Tender must be valid until: 24 January 2023
four.2.7) Conditions for opening of tenders
Date
28 July 2022
Local time
12:00pm
Place
Davison House
Information about authorised persons and opening procedure
Andy Wyatt and Louise Laraway, Worthing Homes. Open electronic postbox and record details
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
NOTE: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site at https://www.mytenders.co.uk/Search/Search_Switch.aspx?ID=226638.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.mytenders.co.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
(MT Ref:226638)
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