Dynamics 365 Finance & Operations Property Management Add-on/Integration

Concepts

• pontypridd
• software package
• inventory management
• customer relation management
• property management
• manage invoices
• 365
• management
• finance
• managements

Location

Pontypridd

Description

TfW is looking to onboard a property management add on which can be implemented alongside Dynamics 365 to deliver all property managements functions currently carried out by a 3rd Party provider. This will ensure complete control of end-to-end processes compared to previous years of outsourcing services. TfW are looking to procure the services of a company who can support the implementation and maintenance of the add-on and align its functions to integrate our operational to finance processes with the current TfW D365 F&O instance (environments).

Total Quantity or Scope

Full details of the requirement available in the tender documentation. TfW are looking for an experienced Microsoft approved add on partner to implement a Property Management add-on alongside their Dynamics 365 F&O system that meets the following requirements: Operational Requirements Solution must have: Add and manage tenant records Ability to raise core invoices Ability to review historic data per property to include tenant payment history, passed events and lease details Ability to handle renewal information. Ad hoc Billing availability, for example ability for on-off charges and manual inputs. Manage events for rent reviews and lease expiries and break options. Payment capabilities for headlease rents and other charges. Ability to view a summary of terms and conditions per agreement and tenant. Portfolio growth ability over time. Visibility to view property / unit / lease history and tenant information. Task functionality to notify surveyors of required tasks. Track overdue and time critical events to ensure they are monitored, this can be managed through a task highlight on the dashboard and a notification sent out to the surveyor. Must have clear and fully integrated interface with Dynamics 365 Finance and Operations. Recurrence cycle of each contract. Manual and Automated capabilities need to be available for billing. Ability to charge tenant for dilapidations. Upload capability for statutory inspection results or energy performance certificates. One stop Tennant view with an overview of key details, events, lease terms and relevant supplier links. Provisions made for 15 – 20 operational users. Be a Microsoft approved add-on partner. Solution should have: Station breakdown structure/floor plans with detail needs to be available as live data. Mobile /Tablet app or availability to view and update while on site, offline functionality would be desirable. Finance Requirements Solution must have: Ability to interface with TfW’s Dynamics F&O system to produce core accounting reports such as Aged Debtors, Revenue recognition, etc. Interlink easily with treasury function to ensure streamlines approach to cash collection. Accounting to Project ledger & General Ledger – impacts financial statements. Automated and Manual invoice capabilities. Ability to handle consolidated invoices. Direct Debit capabilities. Deposit record keeping. Dunning letter and chasing capabilities. Must support IFRS, and specifically IFRS 16. Manage invoices, calculate revenue, expenses. Matching rent collections to the accounts receivable invoices. Financial Dimensions Core finance – Accounts receivable, accounts payables recharges, etc. Support credit control. (credit limits and credit holds) Accounting Standards Compliance. Interest rates and Charges for Late payments. Provisions made for 5 – 10 finance team users. Support and interface to ensure bank reconciliation. Testing and Implementation of the Real Estate Management module. Data migration from current system into new module. Security roles to be tested and implemented. Azure Dev Ops (ADO) processes for deployment. Upgrades to be in line with Microsoft release waves and schedules. The ability to archive data in line with the TfW retention policy. The supplier would need to complete the implementation / testing / staff training of the Property Management function ready for handover to TfW by 1st April 2025 at the latest. The successful supplier will build and implement a system that satisfies the following non-functional requirements (please see ITT Volume 3 for full detailed non-functional scope) . eTender Wales reference: project_57382 and itt_113362.

Renewal Options

Option to extend for up to two periods of 12 months each.

Award Criteria

CPV Codes

• 48000000 - Software package and information systems
• 48100000 - Industry specific software package
• 48430000 - Inventory management software package
• 48440000 - Financial analysis and accounting software package
• 48445000 - Customer Relation Management software package
• 48900000 - Miscellaneous software package and computer systems
• 72000000 - IT services: consulting, software development, Internet and support
• 72200000 - Software programming and consultancy services
• 72210000 - Programming services of packaged software products
• 72212100 - Industry specific software development services
• 72212451 - Enterprise resource planning software development services
• 72227000 - Software integration consultancy services
• 72254000 - Software testing
• 72261000 - Software support services
• 72263000 - Software implementation services
• 72265000 - Software configuration services
• 72267000 - Software maintenance and repair services
• 72267100 - Maintenance of information technology software

Indicators

• Bids should cover the whole contract.
• This is a recurring contract.
• Renewals are available.
• Performance considerations apply.
• Professional qualifications are sought.
• Award on basis of price.

Other Information

Full tender documentation can be accessed via the eTender Wales sourcing platform at: etenderwales.bravosolution.co.uk Please use project code project_57382 and ITT code itt_113362 to access the tender documentation and register to for this opportunity. 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=144916 Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are: As per the tender documentation (WA Ref:144916)