Financial Management System

Concepts

• business transaction and personal business
• derby
• derby city council
• length management organisation
• financial management system
• length management organization
• management accounts
• council's arm's length management organisation
• council's arm's length management organization
• derby homes limited

Location

Derby:

Description

Derby City Council (the Council) is undertaking this procurement (on behalf of the Council, Derby Homes Limited (the Council's Arm's Length Management Organisation), and schools within the Derby City Council's boundaries to establish a contract for a Financial Management System

Total Quantity or Scope

Derby City Council (the Council) is undertaking this procurement (on behalf of the Council, Derby Homes Limited (the Council's Arm's Length Management Organization), and schools within the Derby City Council's boundaries to establish a contract for a Financial Management System which delivers the following functions: Budget setting and forecasting, Management Accounts and statement of accounts, Capital Accounting, Procurement to Pay, Accounts Receivable and Recovery, Cash Management, and Reporting The procurement process adopted by the Council is a Competitive Procedure with Negotiation in accordance with Regulation 29 of the Public Contracts Regulations 2015. In brief, the process will be as follows. Organisations can make an Expression of Interest (EOI) to become Bidders. All organisations that make an EOI will have access to and submit a response to the Invitation to Submit Initial Tender (ISIT) documents. An examination will be made to establish the completeness of submitted ISIT Bids. The Council reserves the right to disqualify any Bid which is incomplete. Complete ISIT Bids will initially be evaluated to ensure that all the stated essential qualifying criteria will be met. All Bids which meet the essential qualifying criteria will be evaluated in full against the award criteria - this is explained in further detail on the following pages A maximum of 4 shortlisted Bidders, those which scored highest for their ISIT Bids, will be invited to receive a final specification and Invitation to Submit Final Tenders (ISFT) with a period of negotiation, and submit a response An examination will be made to establish the completeness of submitted Bids. The Council reserves the right to disqualify any Bid which is incomplete Complete Bids will be evaluated in full against the award criteria A standstill period will be followed after intention to award to the highest scoring Bid. The initial contract period is 5 years; the contract is estimated to commence January 2022 and expire December 2026. There will be an option to extend the contract by a further period or periods of up to 5 years subject to satisfactory performance and business needs. The maximum contract period is 10 years. There is a maximum budget of £1,500,000 for the costs associated with initial deployment of the solution, this includes: licenses; interfaces; implementation partner costs; data extraction and loading of data from the current solution; and £180,000 per annum for the first five years of the contract for operating costs including, but not limited to, the associated infrastructure to host the service (whether Council hosted or otherwise); support and maintenance; and any required upgrades. Please note, suppliers wishing to express interest and obtain the documentation, must do so by 23:59 on 09/08/2021. It is recommended that you express an interest and obtain the documentation well before this time to allow sufficient time to prepare and submit a comprehensive response. The deadline for returns is 10:00 on 19/08/2021. Please visit the Council's e-tendering system https://www.eastmidstenders.org where you can express interest and obtain the documents. Please note we will only accept expressions of interest through the e-tendering system. Please search for TD1769. Additional information: Conditions relating to environmental and social requirements of the contracting authority may be included in this contract. Please refer to the Procurement Documents

Renewal Options

The contract will be replaced on expiry i.e. a replacement notice would be published in an estimated 60 to 120 months time.

CPV Codes

• 48400000 - Business transaction and personal business software package
• 72212400 - Business transaction and personal business software development services

Indicators

• Variant bids may be considered.
• This is a recurring contract.
• Options are available.
• Renewals are available.
• Professional qualifications are sought.

Other Information

** PREVIEW NOTICE, please check Find a Tender for full details. ** This tender is being managed electronically. Please go to www.sourcederbyshire.co.uk and look for the contract advert under 'live contracts' section, select the relevant contract notice. Select the 'apply online' link in the bottom right hand corner of the contract notice. This will transfer you to the Council's e-tendering system at https://www.eastmidstenders.org where you can express interest and obtain the documents. To access the tender documentation and to be able to submit your response, you must first register your organisation on EastMids Tenders (unless you have done this previously). Please note we will only accept expressions of interest/tender returns through the East Mids Tenders e-tendering system. To register: On the opportunities portal home page (https://www.eastmidstenders.org) there is an option to 'Register' link in the top right hand corner of the screen, click this to begin the registration process, which is step by step where you need to enter your details and your own company's' details. Further information can be found in the user guide 'how to do business on the portal' which can be found in the 'Help' section at the top right of the homepage. Once you have received the 2 system generated emails confirming your user name and password you can search for new opportunities from the supplier home page. To search: On the opportunities portal home page (https://www.eastmidstenders.org), click on 'view opportunities'. On the 'Find Opportunities' page you can narrow your search. The 'Organisation' field allows the organisation you are searching on to be chosen. Click the arrow to bring a drop down menu displaying the various organisations. Select 'Derby City Council', then click on the 'Update' button to return the results. This will then return all the opportunities that are applicable to Derby City Council. You can narrow the search further using the 'keyword' option. To view the further details of the opportunity, click the corresponding contract title and click on the login and register interest button and login to the East Mids tenders system to start the tender process. The East Mids tenders system is a very secure site and is simple to use. However, if this is the first time you will be using the system for submitting documents you should read the comprehensive Pro-contract reference guides which will provide the guidance required by clicking the 'Help' icon that is located on the home page on the top right of the East Mids tenders system. Once you have registered your interest, the tender information will be moved to, and can be found on, the 'My Opportunities' page on the East Mids tenders page once you are logged in. You will be able to view and download the documents for completion, along with instructions on how to make a submission.