Section one: Contracting authority
one.1) Name and addresses
Thanet District Council
Thanet District Council, Cecil Street
Margate
CT9 1XZ
Contact
Miss Gemma Paul
Telephone
+44 1843577294
Country
United Kingdom
Region code
UKJ4 - Kent
Internet address(es)
Main address
Buyer's address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://procontract.due-north.com/Advert/Index?advertId=29af23c9-d460-ed11-811b-9f38301b3091
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://procontract.due-north.com/Advert/Index?advertId=29af23c9-d460-ed11-811b-9f38301b3091
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
The Provision and Maintenance of a Financial Management System
Reference number
DN642222
two.1.2) Main CPV code
- 48440000 - Financial analysis and accounting software package
two.1.3) Type of contract
Supplies
two.1.4) Short description
Thanet District Council (TDC) is seeking to procure the implementation and ongoing support of a Financial Management System. TDC’s current system has been in place for 20 years and although workable and fully supported by the current supplier, there are enhancements to be made to comply and fit with new ways of working
TDC has the desire to move systems to the cloud which meets our digital principles and wider organisational strategies. The use of Google Workspace is also a contributing factor. There is a need for the following high level improvements:
New working practices such as self-serve functionality for both our staff and third party suppliers engaging with our Finance Team
New ways of reporting, using customised dashboards with access to all levels of data in real time. Removing the need to manipulate data outside of the system
Streamline and improve our existing processes and automate more of the functions
Increased efficiencies for the Finance Team and our budget managers
Increased business intelligence with the ability to easily manage and forecast accounts
Improved business continuity, resilience and enabling modern working through a fully cloud and browser based system
This contract opportunity is being carried out under a Restricted procurement procedure, which consists of two stages. Stage 1 is the Standard Selection Questionnaire including weighted questions, where all interested bidders are invited to participate. Submitted questionnaires will be assessed following the closing date and the Council will produce a short-list of applicants comprising the Five highest scoring bidders (where five suitable applicants can be identified). Those short-listed will be advised of the timescales and requirements of the Stage 2 procedure, which will be the Invitation to Tender (ITT) process.
The Contract is anticipated to commence in June 2023, for a duration of 5 years.
Important Information: All procurement documents are attached to the Notice for this two stage Restricted Procedure, and are available for suppliers to download from the Kent Business Portal (www.kentbusinessportal.org.uk).
Please note, only the Standard Selection Questionnaire - Restricted Procedure - Stage 1 Pre Qualification - Financial Management System document will be required to be completed according to instructions contained, at this first stage of the process.
This Stage 1 (Restricted) procurement procedure will be undertaken on the basis of a formal Standard Selection Questionnaire (SSQ). Evaluation will be on the basis of criteria and methodology as set out in the SSQ.
Any clarifications or questions must be submitted via the Message area of the Kent Business Portal by no later than 14.00hrs on 23 December 2022.
Completed Standard Selection Questionnaire documents must be submitted electronically via the Kent Business Portal by no later than 14.00hrs on 12 January 2023.
two.1.5) Estimated total value
Value excluding VAT: £695,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48440000 - Financial analysis and accounting software package
two.2.3) Place of performance
NUTS codes
- UKJ4 - Kent
two.2.4) Description of the procurement
Thanet District Council (TDC) is seeking to procure the implementation and ongoing support of a Financial Management System. TDC’s current system has been in place for 20 years and although workable and fully supported by the current supplier, there are enhancements to be made to comply and fit with new ways of working
TDC has the desire to move systems to the cloud which meets our digital principles and wider organisational strategies. The use of Google Workspace is also a contributing factor. There is a need for the following high level improvements:
New working practices such as self-serve functionality for both our staff and third party suppliers engaging with our Finance Team
New ways of reporting, using customised dashboards with access to all levels of data in real time. Removing the need to manipulate data outside of the system
Streamline and improve our existing processes and automate more of the functions
Increased efficiencies for the Finance Team and our budget managers
Increased business intelligence with the ability to easily manage and forecast accounts
Improved business continuity, resilience and enabling modern working through a fully cloud and browser based system
This contract opportunity is being carried out under a Restricted procurement procedure, which consists of two stages. Stage 1 is the Standard Selection Questionnaire including weighted questions, where all interested bidders are invited to participate. Submitted questionnaires will be assessed following the closing date and the Council will produce a short-list of applicants comprising the Five highest scoring bidders (where five suitable applicants can be identified). Those short-listed will be advised of the timescales and requirements of the Stage 2 procedure, which will be the Invitation to Tender (ITT) process.
The Contract is anticipated to commence in June 2023, for a duration of 5 years.
Important Information: All procurement documents are attached to the Notice for this two stage Restricted Procedure, and are available for suppliers to download from the Kent Business Portal (www.kentbusinessportal.org.uk).
Please note, only the Standard Selection Questionnaire - Restricted Procedure - Stage 1 Pre Qualification - Financial Management System document will be required to be completed according to instructions contained, at this first stage of the process.
This Stage 1 (Restricted) procurement procedure will be undertaken on the basis of a formal Standard Selection Questionnaire (SSQ). Evaluation will be on the basis of criteria and methodology as set out in the SSQ.
Any clarifications or questions must be submitted via the Message area of the Kent Business Portal by no later than 14.00hrs on 23 December 2022.
Completed Standard Selection Questionnaire documents must be submitted electronically via the Kent Business Portal by no later than 14.00hrs on 12 January 2023.
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: £695,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
No
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 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
12 January 2023
Local time
2:00pm
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: 3 August 2023
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
Royal Courts of Justice
London
Country
United Kingdom