Provision of Corporate Grants Management System

Quantity or scope

Dublin City Council proposes to award a contract for 3 years, for the provision of aCorporate Grant Management System. Dublin City Council reserves the right toextend this term for a period of up to one year, with a maximum of two suchextensions on the same terms and conditions, subject to the ContractingAuthorities obligations at law. Initially, this system will cater for the grantmanagement requirements of the community grants, arts grants, sports grants,local agenda 21 grants and LEO grants sections. In future, it is envisaged that theGrant Management System will be extended to cater for additional types of grantrequirements.The system must allow applicants to register, apply for grants, provide keyinformation/documentation electronically, view case status/history. The systemmust allow grant assessors to assess and approve of grant awards. The systemshould cater for requesting staged payments and organising payments.The Grants Management system must support internal day-to-day managementof the community grants, arts grants, sports grants, local agenda 21 grants andLEO grants schemes. The Corporate Grants Management system must providean interface to the corporate Oracle Financial Management System to enableautomated production of grant payments .The Corporate Grants Managementsystem may include an interface to the national GMIS system to update details ofLEO Grants applied for and granted. The Corporate Grants Management systemmust have the ability to produce standard and ad-hoc reports, using DCCcorporate reporting tools. The corporate Grants Management System should havethe ability to link to the corporate GIS, to enable the mapping of grant applicationsand payments across the Dublin area.400 000

Additional information

1. Dublin City Council is subject to the provisions of the Freedom of Information Act (FOI) 1997, 2003. If you consider that any of the information supplied by you is either commercially sensitive or confidential in nature, this should be highlighted and the reasons for the sensitivity specified. In such cases, the relevant material, will in response to the FOI request; be examined in the light of the exemptions provided for in the Acts.

2. It will be a condition for the award of any contract by Dublin City Council that the successful Tenderer and all sub-contractors (if applicable) produce a valid Tax Clearance Certificate from the Revenue Commissioners in compliance with Circular (43) 2006 (or as amended) and that the certificate will be maintained for the duration of the contract and will be on a 12 month basis. In the case of a non-resident Tenderer, a statement of suitability from the Revenue Commissioners will be required.

3. Suppliers must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications.

4. Please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for reference purposes only, to which the words ‘or equivalent’ will always be appended.

5. Please note also that all information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. Dublin City Council will not accept responsibility for information relayed (or not relayed) via third parties.

6. The contract is primarily for use by the IS Department, but may also be extended for use by other divisions of Dublin City Council as requirements arise.

7. Emailed/faxed/late tenders will not be accepted. Tenderers are asked to include a return address on the packaging.

8. Tenders may be submitted in English or in the Irish language.

9. Please note that OJEU contracts are covered by the Government Procurement Agreement (GPA).

10. Appeals procedure: The body to whom appeals should be addressed is — The High Court, Four Courts, Inns Quay, Dublin 7.

11. All queries regarding this tender must be emailed to isdept@dublincity.ie for the attention of Eileen Dennan. Queries must be in question format and must be submitted by email. Responses will be circulated to those candidates/tenderers that have registered an interest in this notice on the Irish Government procurement opportunities portal www.etenders.gov.ie. The details of the party making the query will not be disclosed when circulating the response. All queries must be submitted by 12 noon on 24.2.2016 to enable issue of responses to all interested parties.

12. Please note that where documents are made available in both PDF and Word format, in the event that there is any discrepancy between the documents, the PDF version will take precedence.