Section one: Contracting authority
one.1) Name and addresses
Transport for Wales
3 Llys Cadwyn, Taff Street
Pontypridd
CF37 4TH
Telephone
+44 2921673434
Country
United Kingdom
NUTS code
UKL - Wales
Internet address(es)
Main address
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA50685
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
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
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Other activity
Public transport
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Dynamics 365 Finance & Operations Property Management Add-on/Integration
Reference number
C001069.00
two.1.2) Main CPV code
- 48000000 - Software package and information systems
two.1.3) Type of contract
Supplies
two.1.4) Short description
TfW is looking to onboard a property management add on which can be implemented alongside Dynamics 365 to deliver all property managements functions currently carried out by a 3rd Party provider. This will ensure complete control of end-to-end processes compared to previous years of outsourcing services. TfW are looking to procure the services of a company who can support the implementation and maintenance of the add-on and align its functions to integrate our operational to finance processes with the current TfW D365 F&O instance (environments).
two.1.5) Estimated total value
Value excluding VAT: £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)
- 48000000 - Software package and information systems
- 48100000 - Industry specific software package
- 48430000 - Inventory management software package
- 48440000 - Financial analysis and accounting software package
- 48445000 - Customer Relation Management software package
- 48900000 - Miscellaneous software package and computer systems
- 72000000 - IT services: consulting, software development, Internet and support
- 72200000 - Software programming and consultancy services
- 72210000 - Programming services of packaged software products
- 72212100 - Industry specific software development services
- 72212451 - Enterprise resource planning software development services
- 72227000 - Software integration consultancy services
- 72254000 - Software testing
- 72261000 - Software support services
- 72263000 - Software implementation services
- 72265000 - Software configuration services
- 72267000 - Software maintenance and repair services
- 72267100 - Maintenance of information technology software
two.2.3) Place of performance
NUTS codes
- UKL - Wales
two.2.4) Description of the procurement
Full details of the requirement available in the tender documentation.
TfW are looking for an experienced Microsoft approved add on partner to implement a Property Management add-on alongside their Dynamics 365 F&O system that meets the following requirements:
Operational Requirements
Solution must have:
Add and manage tenant records
Ability to raise core invoices
Ability to review historic data per property to include tenant payment history, passed events and lease details
Ability to handle renewal information.
Ad hoc Billing availability, for example ability for on-off charges and manual inputs.
Manage events for rent reviews and lease expiries and break options.
Payment capabilities for headlease rents and other charges.
Ability to view a summary of terms and conditions per agreement and tenant.
Portfolio growth ability over time.
Visibility to view property / unit / lease history and tenant information.
Task functionality to notify surveyors of required tasks.
Track overdue and time critical events to ensure they are monitored, this can be managed through a task highlight on the dashboard and a notification sent out to the surveyor.
Must have clear and fully integrated interface with Dynamics 365 Finance and Operations.
Recurrence cycle of each contract.
Manual and Automated capabilities need to be available for billing.
Ability to charge tenant for dilapidations.
Upload capability for statutory inspection results or energy performance certificates.
One stop Tennant view with an overview of key details, events, lease terms and relevant supplier links.
Provisions made for 15 – 20 operational users.
Be a Microsoft approved add-on partner.
Solution should have:
Station breakdown structure/floor plans with detail needs to be available as live data.
Mobile /Tablet app or availability to view and update while on site, offline functionality would be desirable.
Finance Requirements
Solution must have:
Ability to interface with TfW’s Dynamics F&O system to produce core accounting reports such as Aged Debtors, Revenue recognition, etc.
Interlink easily with treasury function to ensure streamlines approach to cash collection.
Accounting to Project ledger & General Ledger – impacts financial statements.
Automated and Manual invoice capabilities.
Ability to handle consolidated invoices.
Direct Debit capabilities.
Deposit record keeping.
Dunning letter and chasing capabilities.
Must support IFRS, and specifically IFRS 16.
Manage invoices, calculate revenue, expenses.
Matching rent collections to the accounts receivable invoices.
Financial Dimensions
Core finance – Accounts receivable, accounts payables recharges, etc.
Support credit control. (credit limits and credit holds)
Accounting Standards Compliance.
Interest rates and Charges for Late payments.
Provisions made for 5 – 10 finance team users.
Support and interface to ensure bank reconciliation.
Testing and Implementation of the Real Estate Management module.
Data migration from current system into new module.
Security roles to be tested and implemented.
Azure Dev Ops (ADO) processes for deployment.
Upgrades to be in line with Microsoft release waves and schedules.
The ability to archive data in line with the TfW retention policy.
The supplier would need to complete the implementation / testing / staff training of the Property Management function ready for handover to TfW by 1st April 2025 at the latest.
The successful supplier will build and implement a system that satisfies the following non-functional requirements (please see ITT Volume 3 for full detailed non-functional scope)
.
eTender Wales reference: project_57382 and itt_113362.
two.2.5) Award criteria
Quality criterion - Name: Property Management Accountancy System / Weighting: 10%
Quality criterion - Name: Functional Requirements / Weighting: 20%
Quality criterion - Name: Timelines / Weighting: 10%
Quality criterion - Name: Delivery Approach / Weighting: 5%
Quality criterion - Name: Support / Weighting: 10%
Quality criterion - Name: Alignment with Wellbeing of Future Generations Act Objectives / Weighting: 10%
Price - Weighting: 35
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
Option to extend for up to two periods of 12 months each.
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.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
As per the tender documentation.
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.2.2) Contract performance conditions
As per the tender documentation
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: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
30 October 2024
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English, Welsh
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 3 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
30 October 2024
Local time
3:00pm
Place
Will be opened electronically through eTender Wales platform.
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: A new procurement shall not take place until the initial term and potentially the optional extensions. this will be a three year initial term with the option to extend for up to two periods of 12 months each.
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Full tender documentation can be accessed via the eTender Wales sourcing platform at: etenderwales.bravosolution.co.uk
Please use project code project_57382 and ITT code itt_113362 to access the tender documentation and register to for this opportunity.
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=144916
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
As per the tender documentation
(WA Ref:144916)
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