Scope
Description
Belfast Harbour Commissioners (BHC) is seeking requests to participate from suppliers who are interested in tendering for supply of an Enterprise Asset Management solution (and associated services) to BHC, with integration to BHC's existing finance and procurement system. The solution should include functionality to support Inventory Management, Asset Management and maintenance with integration to BHC's Oracle Fusion ERP system. With the potential to extend capabilities to additional areas in the future.
The scope of services should cover the full project life cycle, including Design > Build > Test > Train > Release, followed by post go-live support and maintenance.
Only cloud-based Software as a Service (SaaS) solutions will be considered. The solution must be hosted in a recognised cloud environment and fully managed by the successful supplier. The solution:
• must include the following core functionality:
o asset management;
o asset maintenance;
o inventory/warehouse management; and
o capability to integrate with Oracle Fusion.
• should include mobile capabilities.
• should include reporting / BI capabilities.
• should include other integration capabilities.
The solution must integrate with BHC's Oracle Fusion ERP system.
The services to be procured under this tender will be the following:
1. Systems Integration (SI) Services.
2. The Information Technology (IT) Technical Solution(s) (along with licences or cloud subscriptions)
Total value (estimated)
- £1,450,000 excluding VAT
- £1,740,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 November 2025 to 31 October 2035
- 10 years
Main procurement category
Services
CPV classifications
- 48000000 - Software package and information systems
- 72200000 - Software programming and consultancy services
Contract locations
- UKN06 - Belfast
Participation
Legal and financial capacity conditions of participation
Conditions of Participation are as stated in the Pre-Qualification Questionnaire.
Technical ability conditions of participation
Conditions of Participation are as stated in the Pre-Qualification Questionnaire.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
18 July 2025, 5:00pm
Submission type
Requests to participate
Deadline for requests to participate
25 July 2025, 12:00pm
Submission address and any special instructions
Requests to participate (i.e. completed Pre-Qualification Questionnaires) must be submitted by email to tendersfc@belfast-harbour.co.uk in accordance with the instructions specified in the Pre-Qualification Questionnaire.
The pre-qualification documents are available for unrestricted and full direct access, free of charge at https://www.belfast-harbour.co.uk/corporate/tenders
Bidders who wish to participate in this tender process will be required to provide their contact details before downloading the pre-qualification documents. Bidders who fail to provide their details to BHC or register in this manner will not receive any clarifications or updated information provided by BHC during the tender process.
Bidders are advised not to include marketing information, brochures or links to other documents within their Pre-Qualification Questionnaire responses. Emails which contain suspicious contents or links to third party servers or websites may be quarantined or rejected by the BHC email filtering systems.
It is the Bidder's responsibility to ensure that a delivery receipt is received for Pre-Qualification Questionnaire submissions. BHC does not accept any responsibility for the premature opening or mishandling of PQQ documents that are not submitted in accordance with these instructions.
Tenders may be submitted electronically
No
Languages that may be used for submission
English
Suppliers to be invited to tender
Maximum 4 suppliers
Selection criteria:
Subject to a sufficient number of compliant responses being received, BHC intends (according to the process described in the Pre-Qualification Questionnaire) to invite a maximum of the 4 highest scoring Bidders, following evaluation of PQQ responses, to the ITN stage of the process, provided that BHC, acting at its discretion, reserves the right to invite less than 4 Bidders to negotiate. Where there is a tie for 4th place, all Bidders in 4th place will be invited to negotiate. For the purposes of this exercise, a tie for 4th place is deemed to occur where two or more Bidders have identical scores.
Award decision date (estimated)
30 September 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | As per tender documentation Please note that further criterion and sub-weightings will be detailed in the ITN documentation |
Quality | 70% |
| Price | As per tender documentation Please note that further criterion and sub-weightings will be detailed in the ITN documentation |
Price | 30% |
Other information
Payment terms
Payment terms will be set out in the contract.
The contract value stated above includes all potential contract extensions. The total value therefore represents the upper end of BHC's best estimate of the total potential value of the contract.
Bidders should note that:
• BHC reserves the right to require bonds, deposits, guarantees or other forms of security to ensure proper contractual performance. The financial capacity Conditions of Participation for this tender process (as set out in the Pre-Qualification Questionnaire) also set out specific requirements in this regard.
• Subject to the status and involvement of the parties, BHC may require the parties to commit to joint and several liability in respect of the contract. Alternatively, BHC may require the lead operator to take total responsibility or a consortium to form a legal entity before entering into any contract.
Applicable trade agreements
- Government Procurement Agreement (GPA)
- Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Special regime
Utilities
Competitive flexible procedure description
It is anticipated that the tender process will proceed through the following stages:
1. Tender Notice published and pre-qualification documentation made available.
2. Pre-Qualification responses evaluated and shortlist of Bidders selected.
3. Invitation to Negotiate and associated documents issued to shortlisted Bidders.
4. Tender submissions evaluated.
5. Optional BAFO stage.
6. BAFO submissions (if requested) evaluated.
7. Issue assessment summaries and publish contract award notice
8. Standstill period
9. Contract award finalised
BHC reserves the right at any time to:
• Reject any or all responses and to cancel or withdraw from this tender process at any time;
• Award a contract without prior notice;
• Change the basis of, the procedures and timescales set out or referred to within the tender documents;
• Require a Bidder to clarify any submissions in writing and/or to provide additional information.
The costs of responding to this notice and participation in this process will be borne by each Bidder. All discussions and correspondence will be deemed strictly subject to contract until a formal contract is entered into. The formal contract shall not be binding until it has been signed and dated by the duly authorised representatives of both parties.
If at any time during the tender process or post award it comes to the attention of BHC (by whatever means) that a supplier has become 'excluded' or 'excludable' (as defined by section 57 of the Procurement Act 2023) BHC, after complying with its obligations under the Procurement Act 2023, reserves the right to exclude that supplier from the procurement process or terminate any contract awarded to that supplier.
Bidders are advised that BHC has appointed certain independent professional services firms to act on its behalf in relation to this procurement process, as named in the Pre-Qualification Questionnaire. Given these parties' prior involvement in the preparation for and/or during the procurement process, none of these parties may be part of a Bidder's team or advisors in relation to this procurement process. Bidders must not contact these parties, directly or indirectly, with a view to obtaining information in relation to this procurement process.
All requests for clarification must be submitted strictly in accordance with the clarification procedure set out in the PQQ document.
Documents
Associated tender documents
https://www.belfast-harbour.co.uk/corporate/tenders/
List of associated tender documents is provided in the Pre-Qualification Questionnaire, which is available at
https://www.belfast-harbour.co.uk/corporate/tenders
BHC EAM Programme PQQ _ Full Pack
Contracting authority
Belfast Harbour
- Public Procurement Organisation Number: PGGW-7911-WZGZ
Harbour Office, Corporation Square
Belfast
BT1 3AL
United Kingdom
Region: UKN06 - Belfast
Organisation type: Public undertaking (commercial organisation subject to public authority oversight)
Devolved regulations that apply: Northern Ireland