Provision & Implementation of a SaaS Finance Management System

Concepts

• newport
• information technology
• newport city council
• implementation of a saas finance management system
• financial systems
• asset management
• collaborative planning budget management
• financial management system
• collaborative planning budget management and modelling
• standalone systems

Location

Monmouthshire and Newport:

Description

Newport City Council’s current main financial (accounting) system is Oracle Financials R12 EBS which was implemented in 1996 and last upgraded in April 2013. The system consists of the following modules: - General Ledger, - Accounts Payables, - Purchasing & iProcurement - Discoverer Plus, a transactional reporting tool. The Council also has the following standalone financial systems: - Accounts Receivables, - Asset Management - Collaborative Planning Budget Management and Modelling (BMS). The Council wishes to replace the aforementioned Oracle and standalone systems with a fully integrated SaaS financial management system that goes 'Live' no later than the end of October 2022.

Total Quantity or Scope

Newport City Council wishes to procure a fully integrated SaaS financial management system as a single administration module with a consistent look and feel where the successful contractor will host and maintain the servers, databases, and the code that makes up the application; patch upgrade and maintain the system; and provide cloned environments for test and training purposes. The SaaS financial management system must as a minimum have: - fully integrated modules with full drill to details within and across modules - self-service processes for users via multiple devices and portals for external customers to improve efficiency and increase automation - intuitive and configurable dashboards, enquiries and reporting functionality to encourage and enhance user engagement and it must also be able: - to reduce/remove bespoke programming and reliance on IT - to automate processes/functionality, improving efficiency and reducing manual requirements - to meet HMRCs Making Tax Digital requirements - provide archiving functionality without reliance on IT - provide real time reporting for all data sources, for all data types and for all data levels plus drills to transactional data (across and between modules) - provide flexible, user driven Management reporting to meet in house and external government requirements i.e. RO's , RA's - have integrated document scanning linked to automated functionalities It is essential that the system has the following financial management modules and functionality as a minimum: - General Ledger - Full interactive and reportable Budgeting, planning, forecasting and monitoring module (BMFP) with extensive cohesive reporting capabilities and online analysis provided against multiple hierarchical structures - Purchasing including a link to external marketplaces and the ability to provide a complete Procure to Pay Solution - Accounts Payable e-invoicing and integrated invoice scanning for automated invoice processing and match to PO - Accounts Receivables including Debt Management and Debt Recovery - Payments & Bank Reconciliation - Asset Management - Supplier portal - Transactional reporting tools - OCR scanning solution

Renewal Options

The subscription contract has an extension of up to 3 years as from October 2029 being extended on an annual basis subject to review. The duration stated in 11.2.7 includes the 3 year extension period.

CPV Codes

• 72000000 - IT services: consulting, software development, Internet and support
• 72263000 - Software implementation services
• 72210000 - Programming services of packaged software products
• 72267100 - Maintenance of information technology software

Indicators

• This is a one-off contract (no recurrence)
• Renewals are available.
• Staff qualifications are relevant.

Other Information

** PREVIEW NOTICE, please check Find a Tender for full details. ** Tor register your company on the etenderwales portal (this is only required once) - Browse to the eSourcing Portal: www.etenderwales.bravosolution.co.uk - Click the “Suppliers register here” link - Agree to the terms and conditions and click “continue” - Enter your correct business and user details - Note the username you chose and click “Save” when complete - You will shortly receive an email with your unique password (please keep this secure) 2. Express an Interest in the Project - Login to the portal with the username/password - Click the “PQQs Open to All Suppliers” link. (These are Pre-Qualification Questionnaires open to any registered supplier) - Click on the relevant PQQ (pqq_33106) available from 12th May 2021 to access the content. - Click the “Express Interest” button in the “Actions” box on the page. - This will move the PQQ into your “My PQQs” page. (This is a secure area reserved for your projects only) - Click on the PQQ code to access the content 3. Responding to the tender - You can now choose to “Create Response” or “Decline to Respond” (please give a reason if declining) - You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification - Note the deadline for completion, then follow the onscreen instructions to complete the PQQ. - There may be a mixture of online & offline actions for you to perform (there is detailed online help available) If you require any further assistance use the online help, or the BravoSolution help desk is available Mon – Fri (8am – 6pm) on: - email: help@bravosolution.co.uk - Phone: 0800 368 4850 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=110229 (WA Ref:110229)