University of Exeter has published this notice through Delta eSourcing
Notice Summary |
---|
Title: | UOE/2015/007 - Finance & Research Grant Costing System |
Notice type: | Contract Notice |
Authority: | University of Exeter |
Nature of contract: | Services |
Procedure: | Competitive Dialogue |
Short Description: | The University of Exeter is looking to procure a Finance management and Research Grant Costing System. In recent years, the University has experienced a period of unprecedented success and growth in revenues and reputation; achieving UK top 10 status and membership of the Russell Group. The University’s strategy to 2020 and beyond is to strive towards becoming a global top 100 University. To achieve the University strategy, a programme of transformation is being undertaken which will implement a new operating model and new ways of working for our staff. The systems change component of the Future Finance Project refers to much more than replacing the core finance system. This procurement forms part of the wider FF project. Finance outputs are delivered from a range of finance systems that talk to each other. Over the years these have developed incrementally and without over-arching design. As a result they are used inefficiently and inappropriately. A core objective of the Future Finance project is to simplify our technology infrastructure, procuring a finance system that can seamlessly integrate with key existing business applications. We are looking for a system to support us in the following areas: oFinance oSales to Cash •Accounts Receivable •Bank Reconciliation •Cash Management •Sales Order Processing* •Insurance Administration* •Investment Management oProcure to Pay •Accounts Payable •Purchase Order Processing* •Online Expenses* •Purchasing Card Capability* •Stock/ Inventory Management* oRecord to Report •General Ledger •Fixed Asset Management •Reports oResearch Accounting •Research Grant Management* •Project master File •Pre-Award Management •Post-Award Management oProject Accounting •Project Setup and Maintenance •Project Costing oBudget, Planning & Forecasting •Budgeting/ Planning •Forecasting oNon-Functional Requirements •Interfaces •Licences •Infrastructure •Security •Support •Authentication & Access oKey Requirements across all Work streams * Highlighted items are areas of functionality we are looking to explore as part of the dialogue phase, these elements of functionality may be included in the final solution subject to solution capabilities, integration capabilities and budget impact. We are looking to explore a fully hosted managed service & an on premise solution. We will be considering contract options for both as part of the tender process. We are looking for a Supplier who can support the University through the following project stages: Design (Workshops) Build (Functional/ Technical Specs) Testing (Unit/SIT/ UAT) Change Management Training i.e. Train the Trainer Implementation Post-implementation support (Warranty, 1st, 2nd, 3rd line support) Hosting |
Published: | 27/05/2015 10:57 |
View Full Notice
Section I: Contracting Authority
I.1)Name, Addresses and Contact Point(s):
University of Exeter
Procurement Services,, Northcote House, The Queen's Drive, Exeter, EX4 4QJ, United Kingdom
Tel. +44 1392661000, URL: www.exeter.ac.uk, URL: www.in-tendhost.co.uk/universityofexeter
Contact: www.in-tendhost.co.uk/university of exeter, Attn: Emma Raddon
Electronic Access URL: www.in-tendhost.co.uk/universityofexeter
Electronic Submission URL: www.in-tendhost.co.uk/universityofexeter
Further information can be obtained at: As Above
Specifications and additional documents: As Above
Tenders or requests to participate must be sent to: As Above
I.2)Type of the contracting authority:
Body governed by public law
I.3) Main activity:
Education
I.4) Contract award on behalf of other contracting authorities:
The contracting authority is purchasing on behalf of other contracting authorities: No
Section II: Object Of The Contract: SERVICES
II.1)Description
II.1.1)Title attributed to the contract by the contracting authority: UOE/2015/007 - Finance & Research Grant Costing System
II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES
Service Category: 7
Region Codes: UKK4 - Devon
II.1.3) Information about a public contract, a framework or a dynamic purchasing system:The notice involves a public contract
II.1.5)Short description of the contract or purchase:
Financial systems software package. IT services: consulting, software development, Internet and support. Software support services. Software package and information systems. Financial analysis and accounting software package. Business transaction and personal business software package. Financial information systems. Financial analysis software package. Systems and technical consultancy services. Software implementation services. Computer support and consultancy services. Maintenance of information technology software. System implementation planning services. Software integration consultancy services. Systems consultancy services. The University of Exeter is looking to procure a Finance management and Research Grant Costing System. In recent years, the University has experienced a period of unprecedented success and growth in revenues and reputation; achieving UK top 10 status and membership of the Russell Group. The University’s strategy to 2020 and beyond is to strive towards becoming a global top 100 University. To achieve the University strategy, a programme of transformation is being undertaken which will implement a new operating model and new ways of working for our staff. The systems change component of the Future Finance Project refers to much more than replacing the core finance system. This procurement forms part of the wider FF project. Finance outputs are delivered from a range of finance systems that talk to each other. Over the years these have developed incrementally and without over-arching design. As a result they are used inefficiently and inappropriately. A core objective of the Future Finance project is to simplify our technology infrastructure, procuring a finance system that can seamlessly integrate with key existing business applications.
We are looking for a system to support us in the following areas:
oFinance
oSales to Cash
•Accounts Receivable
•Bank Reconciliation
•Cash Management
•Sales Order Processing*
•Insurance Administration*
•Investment Management
oProcure to Pay
•Accounts Payable
•Purchase Order Processing*
•Online Expenses*
•Purchasing Card Capability*
•Stock/ Inventory Management*
oRecord to Report
•General Ledger
•Fixed Asset Management
•Reports
oResearch Accounting
•Research Grant Management*
•Project master File
•Pre-Award Management
•Post-Award Management
oProject Accounting
•Project Setup and Maintenance
•Project Costing
oBudget, Planning & Forecasting
•Budgeting/ Planning
•Forecasting
oNon-Functional Requirements
•Interfaces
•Licences
•Infrastructure
•Security
•Support
•Authentication & Access
oKey Requirements across all Work streams
* Highlighted items are areas of functionality we are looking to explore as part of the dialogue phase, these elements of functionality may be included in the final solution subject to solution capabilities, integration capabilities and budget impact.
We are looking to explore a fully hosted managed service & an on premise solution. We will be considering contract options for both as part of the tender process.
We are looking for a Supplier who can support the University through the following project stages:
Design (Workshops)
Build (Functional/ Technical Specs)
Testing (Unit/SIT/ UAT)
Change Management
Training i.e. Train the Trainer
Implementation
Post-implementation support (Warranty, 1st, 2nd, 3rd line support)
Hosting
II.1.6)Common Procurement Vocabulary:
48442000 - Financial systems software package.
72000000 - IT services: consulting, software development, Internet and support.
72261000 - Software support services.
48000000 - Software package and information systems.
48440000 - Financial analysis and accounting software package.
48400000 - Business transaction and personal business software package.
48812000 - Financial information systems.
48441000 - Financial analysis software package.
72220000 - Systems and technical consultancy services.
72263000 - Software implementation services.
72600000 - Computer support and consultancy services.
72267100 - Maintenance of information technology software.
72224100 - System implementation planning services.
72227000 - Software integration consultancy services.
72246000 - Systems consultancy services.
II.1.7) Information about Government Procurement Agreement (GPA):
The contract is covered by the Government Procurement Agreement (GPA): Yes
II.1.8)Lots:
This contract is divided into lots: No
II.1.9)Information about variants:
Variants will be accepted: No
II.2)Quantity Or Scope Of The Contract
II.2.1)Total quantity or scope:
The University is establishing this agreement for a finance and research grant costing system which will be awarded to the successful bidder. Due to commence in 2016,the implementation phase must be completed by 1 August 2017. The University will then require the system to be supported for seven years up to 31 July 2024.
Estimated value excluding VAT:
Range between: 670,000 and 1,417,000
Currency: GBP
II.2.2)Options: No
II.2.3)Information about renewals:
This contract is subject to renewal: No
II.3)Duration Of The Contract Or Time-Limit For Completion
Duration in months: 102 (from the award of the contract)
Information About Lots
Section III: Legal, Economic, Financial And Technical Information
III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
A parent company guarantee, bond or other form of surety may be required from the successful bidder.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
This agreement is expected to be solely funded by the University of Exeter. All responses must be prepared in UK pounds sterling and all payments will be made in the same.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
The University reserves the right to require the group of economic operators to assume a specific legal form pursuant to Regulation 19 (6).
III.1.4)Other particular conditions:
The performance of the contract is subject to particular conditions:Yes
If Yes, description of particular conditions:
The University's terms and conditions of contract includes obligations with respect to environmental and social issues.
III.2)Conditions For Participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:
Please see the procurement documentation.
III.2.2)Economic and financial capacity
Economic and financial capacity - means of proof required:
(a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking's overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
Please see the procurement documentation.
Minimum Level(s) of standards possibly required:
Please see the procurement documentation.
III.2.3)Technical capacity
Technical capacity - means of proof required
Information and formalities necessary for evaluating if requirements are met:
Please see the procurement documentation.
Minimum Level(s) of standards possibly required:
Please see the procurement documentation.
III.2.4)Information about reserved contracts: Not Provided
III.3)Conditions Specific To Service Contracts
III.3.1)Information about a particular profession:
Execution of the service is reserved to a particular profession: No
III.3.2)Staff responsible for the execution of the service:
Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: No
Section IV: Procedure
IV.1)Type Of Procedure
IV.1.1)Type of procedure: Competitive Dialogue
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate:
Envisaged minimum number: 3 and maximum number: 5
Objective Criteria for choosing the limited number of candidates:
Please see the procurement documentation.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue: Yes
IV.2)Award Criteria
IV.2.1)Award criteria:
The most economically advantageous tender in terms of
The criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction:
An electronic auction will be used: No
IV.3)Administrative Information
IV.3.1)File reference number attributed by the contracting authority: UOE/2015/007
IV.3.2)Previous publication(s) concerning the same contract: No
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document:
Date: 29/06/2015
Time-limit for receipt of requests for documents or for accessing documents: 12:00
Payable documents: No
IV.3.4)Time-limit for receipt of tenders or requests to participate
Date: 29/06/2015
Time: 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates: Not Provided
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up: English
Section VI: Complementary Information
VI.1)This Is A Recurrent Procurement: No
VI.2)Information about European Union funds:
The contract is related to a project and/or programme financed by European Union funds: No
VI.3)Additional Information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
In addition to the secured funds, it is possible that a further amount of £180,000 currently secured for hardware, may be available should an offsite hosted service be selected instead. For the avoidance of any doubt, where a solution includes hosted services the value of the contract should not exceed £1,880,000 including VAT.
The University’s service requirements will be further detailed in the ITPD. These service requirements will be explored during the dialogue stage and any contract let as a result of this tender process will also allow the University to utilise additional integrated functionality contained within the successful solution using a set structure of modular add-ons as laid out within the contract documentation. For the avoidance of doubt this means that the University reserves the right to access modules within the system which may not have formed part of its minimum service requirements for this procurement process. The University anticipates that any such draw down will require additional consultancy support and reserves the right to obtain these services from the successful bidder or to procure an alternative provider as it considers appropriate in the circumstances. The consultancy support for the exploitation of additional integrated functionality is excluded from the University’s project budget but will require pricing as set out in the ITPD.
The University shall not liable for any costs (including any third party costs fees or expenses) incurred by those expressing an interest in, participating in any dialogue phase or tendering for this contract opportunity.
Bidders are advised that all communications, including PQQ response, tender submissions and any supporting documentation must be written in English and must be priced in UK pounds sterling.
Nothing in this procurement process is intended to form any express or implied contractual relationship between the parties unless and until the award of a contract is concluded. Any contract entered into by the University as a consequence of this procurement will be considered to be a contract governed by English law and subject to the exclusive jurisdiction of the Courts of England and Wales.
The University reserves the right to terminate this procurement process (whether in whole or in part) or to vary the process at any time prior to the conclusion of the award of contract without liability.
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=142892706
GO-2015527-PRO-6632058 TKR-2015527-PRO-6632057
VI.4)Procedures For Appeal
VI.4.1)Body responsible for appeal procedures:
University of Exeter
Procurement Services, Finance Services, Northcote House, The Queen's Drive, Exeter, EX44QJ, United Kingdom
Tel. +44 1392661000, Email: procurement@exeter.ac.uk, URL: http://www.exeter.ac.uk/finance/procurement/
VI.4.2)Lodging of appeals: Not Provided
VI.4.3)Service from which information about the lodging of appeals may be obtained:
Not Provided
VI.5) Date Of Dispatch Of This Notice: 27/05/2015
ANNEX A
View any Notice Addenda
View Award Notice
Section I: Contracting Authority
I.1) Name, Addresses and Contact Point(s):
University of Exeter
Procurement Services,, Northcote House, The Queen's Drive, Exeter, EX4 4QJ, United Kingdom
Tel. +44 1392661000, Email: procurement@exeter.ac.uk
Contact: www.in-tendhost.co.uk/university of exeter
Main Address: https://www.exeter.ac.uk, Address of the buyer profile: http://www.in-tendhost.co.uk/universityofexeter
NUTS Code: UKK4
I.2) Joint procurement:
The contract involves joint procurement: No
In the case of joint procurement involving different countries, state applicable national procurement law: Not Provided
The contract is awarded by a central purchasing body: No
I.4)Type of the contracting authority:
Body governed by public law
I.5) Main activity:
Education
Section II: Object Of The Contract
II.1) Scope of the procurement
II.1.1) Title: UOE/2015/007 - Finance & Research Grant Costing System
Reference number: Not Provided
II.1.2) Main CPV code:
48442000 - Financial systems software package.
II.1.3) Type of contract: SERVICES
II.1.4) Short description: We are looking for a system to support us in the following areas:
oFinance
oSales to Cash
oProcure to Pay
oRecord to Report
oResearch Accounting
oProject Accounting
oBudget, Planning & Forecasting
oNon-Functional Requirements
oKey Requirements across all Work streams
We are looking to explore a fully hosted managed service & an on premise solution. We will be considering contract options for both as part of the tender process.
We are looking for a Supplier who can support the University through the following project stages:
Design (Workshops)
Build (Functional/ Technical Specs)
Testing (Unit/SIT/ UAT)
Change Management
Training i.e. Train the Trainer
Implementation
Post-implementation support (Warranty, 1st, 2nd, 3rd line support)
Hosting
II.1.6) Information about lots
This contract is divided into lots: No
II.1.7) Total value of the procurement (excluding VAT)
Value: 1,322,573
Currency:GBP
II.2) Description
II.2.1) Title: Not Provided
Lot No: Not Provided
II.2.2) Additional CPV code(s):
Not Provided
II.2.3) Place of performance
Nuts code:
UKK4 - Devon
Main site or place of performance:
Devon
II.2.4) Description of the procurement: We are looking for a system to support us in the following areas:
oFinance
oSales to Cash
oProcure to Pay
oRecord to Report
oResearch Accounting
oProject Accounting
oBudget, Planning & Forecasting
oNon-Functional Requirements
oKey Requirements across all Work streams
We are looking to explore a fully hosted managed service & an on premise solution. We will be considering contract options for both as part of the tender process.
We are looking for a Supplier who can support the University through the following project stages:
Design (Workshops)
Build (Functional/ Technical Specs)
Testing (Unit/SIT/ UAT)
Change Management
Training i.e. Train the Trainer
Implementation
Post-implementation support (Warranty, 1st, 2nd, 3rd line support)
Hosting
II.2.5) Award criteria:
Quality criterion - Name: Technical / Weighting: 60
Cost criterion - Name: Commercial / Weighting: 40
II.2.11) Information about options
Options: No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: No
II.2.14) Additional information: Not Provided
Section IV: Procedure
IV.1) Description
IV.1.1)Type of procedure: Competitive Dialogue
IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement: No
A dynamic purchasing system was set up: No
IV.1.6) Information about electronic auction
An electronic auction has been used: No
IV.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Not Provided
IV.2.8) Information about termination of dynamic purchasing system
The notice involves the termination of the dynamic purchasing system published by the above contract notice: No
IV.2.9) Information about termination of call for competition in the form of a prior information notice
The contracting authority will not award any further contracts based on the above prior information notice: No
Section V: Award of contract
Award Of Contract (No.1)
Contract No: UOE/2015/007
Lot Number: Not Provided
Title: Not Provided
A contract/lot is awarded: Yes
V.2) Award of contract
V.2.1) Date of conclusion of the contract: 21/03/2016
V.2.2) Information about tenders
Number of tenders received: 2
Number of tenders received from SMEs: Not Provided
Number of tenders received from tenderers from other EU Member States: Not Provided
Number of tenders received from tenderers from non-EU Member States: Not Provided
Number of tenders received by electronic means: Not Provided
V.2.3) Name and address of the contractor
The contract has been awarded to a group of economic operators: No
Contractor (No.1)
Technology One Ltd
Queen Anne House, 25-27 Broadway, Maidenhead, SL6 1LY, United Kingdom
NUTS Code: UKJ4
The contractor is an SME: Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: Not Provided
Total value of the contract/lot: 1,322,573
Currency: GBP
V.2.5) Information about subcontracting
The contract is likely to be subcontracted: No
Section VI: Complementary information
VI.3) Additional information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
In addition to the secured funds, it is possible that a further amount of £180,000 currently secured for hardware, may be available should an offsite hosted service be selected instead. For the avoidance of any doubt, where a solution includes hosted services the value of the contract should not exceed £1,880,000 including VAT.
The University’s service requirements will be further detailed in the ITPD. These service requirements will be explored during the dialogue stage and any contract let as a result of this tender process will also allow the University to utilise additional integrated functionality contained within the successful solution using a set structure of modular add-ons as laid out within the contract documentation. For the avoidance of doubt this means that the University reserves the right to access modules within the system which may not have formed part of its minimum service requirements for this procurement process. The University anticipates that any such draw down will require additional consultancy support and reserves the right to obtain these services from the successful bidder or to procure an alternative provider as it considers appropriate in the circumstances. The consultancy support for the exploitation of additional integrated functionality is excluded from the University’s project budget but will require pricing as set out in the ITPD.
The University shall not liable for any costs (including any third party costs fees or expenses) incurred by those expressing an interest in, participating in any dialogue phase or tendering for this contract opportunity.
Bidders are advised that all communications, including PQQ response, tender submissions and any supporting documentation must be written in English and must be priced in UK pounds sterling.
Nothing in this procurement process is intended to form any express or implied contractual relationship between the parties unless and until the award of a contract is concluded. Any contract entered into by the University as a consequence of this procurement will be considered to be a contract governed by English law and subject to the exclusive jurisdiction of the Courts of England and Wales.
The University reserves the right to terminate this procurement process (whether in whole or in part) or to vary the process at any time prior to the conclusion of the award of contract without liability.
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=196237837
VI.4) Procedures for review
VI.4.1) Review body
University of Exeter
Procurement Services, Finance Services, Northcote House, The Queen's Drive, Exeter, EX44QJ, United Kingdom
Tel. +44 1392661000, Email: procurement@exeter.ac.uk
Internet address: http://www.exeter.ac.uk/finance/procurement/
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures: Not Provided
VI.4.4) Service from which information about the review procedure may be obtained
Not Provided
VI.5) Date of dispatch of this notice: 31/03/2016