Provision of a Commercial Off-The-Shelf (COTS) Automated Invoice Data Capture and Processing Solution

Electricity Supply Board ( ESB )

Electricity Supply Board (ESB) seeks to procure a commercial off-the-shelf software system to facilitate an Automated Invoice Data Capture and Processing Solution. The solution must be hosted on ESB premise, and provide secure access for ESB users. The solution should be capable of managing scanned or imported PDF (or other electronic formats) invoices and other documents (e.g. credit notes) to be processed via OCR (Optical Character Recognition) technology and posted to the relevant processing module of our Enterprise Financial Management System (SAP).

Deadline

The time limit for receipt of tenders was 2017-03-27. The procurement was published on 2017-02-23.

Suppliers

The following suppliers are mentioned in award decisions or other procurement documents:

Who? What? Where?
Procurement history
Date Document
2017-02-23 Contract notice
2019-05-15 Contract award notice
Contract notice (2017-02-23)
Object
Scope of the procurement
Title: IT services: consulting, software development, Internet and support
Reference number: SSCON2636A
Short description:
Electricity Supply Board (ESB) seeks to procure a commercial off-the-shelf software system to facilitate an Automated Invoice Data Capture and Processing Solution. The solution must be hosted on ESB premise, and provide secure access for ESB users. The solution should be capable of managing scanned or imported PDF (or other electronic formats) invoices and other documents (e.g. credit notes) to be processed via OCR (Optical Character Recognition) technology and posted to the relevant processing module of our Enterprise Financial Management System (SAP).
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Notice metadata
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Services
Regulation: European Union, with participation of GPA countries
Common procurement vocabulary (CPV)
Code: IT services: consulting, software development, Internet and support 📦
Additional CPV: Data services 📦
Place of performance
NUTS region: South-East 🏙️

Procedure
Procedure type: Negotiated procedure
Type of bid: Submission for all lots
Award criteria
The most economic tender

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Utilities entity
Awarding authority name: Electricity Supply Board ( ESB )
Postal address: 2 Gateway, East Wall Road
Postal code: 3
Postal town: Dublin
Contact
Internet address: http://www.esb.ie 🌏
E-mail: kevin.young@esb.ie 📧
Phone: +353 17027726 📞
URL for documents: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=109001&B=ETENDERS_SIMPLE 🌏
URL for participation: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=109001&B=ETENDERS_SIMPLE 🌏

Reference
Dates
Date dispatched: 2017-02-23 📅
Submission deadline: 2017-03-27 📅
Publication date: 2017-02-25 📅
Identifiers
Notice number: 2017/S 040-073511
OJ-S issue: 40
Additional information
Please consult the associated documentation, which contains full instructions regarding the submission of tenders and is available to download from http://www.etenders.gov.ie/ using RFT ID 114749.

Object
Scope of the procurement
Short description:
Background
Electricity Supply Board (ESB) receives on average 80 000 invoices per annum of which only 15 % are electronic. The other 85 % of invoices are input manually into SAP. As such, ESB wish to procure and implement a solution to automatically process invoices to reduce the amount of manual intervention required. The successful provider will already have delivered a similar solution to industries to the scale and requirements that are being sought by ESB.
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Requirement
ESB is inviting expressions of interest from COTS (Commercial off the shelf) solution providers to provide, implement and support an automated data capture solution capable of managing scanned or imported PDF (or other electronic formats) invoices and other documents (e.g. credit notes) to be processed via OCR (Optical Character Recognition) technology and posted to the relevant processing module of our Enterprise Financial Management System (SAP).
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In Scope:
— Provision of a COTS solution with a proven record in organizations of a similar type and scale to ESB;
— Implementation services to configure the solution to ESB specific requirements;
— Support services;
— The solution must be capable of providing a secure means of extracting PDF files from inbound emails;
— Integration with the relevant ESB systems (e.g. SAP — Financial Management, Microsoft Outlook — email, Easysoft — document storage);
— The solution must be hosted on ESB premise; and
— The solution should have the required associated workflow (e.g. Workflow can arise due to a mismatch of Invoice and PO).
Out of Scope
— Hardware and data storage ;and
— Managed services.
Please note, if the principal contractor is not the supplier of the product — ESB retains the right to have annual license and maintenance contract directly with the product owner.
A full appreciation of the ESB company can be viewed at the following internet address: — http://www.esb.ie
Duration: 36 months
Description of options:
ESB retains the option of extending the contract up to 2 years by mutual consent.
Additional information:
Please consult the associated documentation, which contains full instructions regarding the submission of tenders and is available to download from http://www.etenders.gov.ie/ using RFT ID 114749.
Place of performance
Main site or place of performance: Waterford City.

Legal, economic, financial and technical information
Conditions for participation
Suitability to pursue the professional activity:
As stated in procurement documents available to download from http://www.etenders.gov.ie/ using RFT ID 114749.
Economic and financial standing:
As stated in procurement documents available to download from http://www.etenders.gov.ie/ using RFT ID 114749.
Minimum level(s) of standards:
As stated in procurement documents available to download from http://www.etenders.gov.ie/ using RFT ID 114749.
Technical and professional ability:
As stated in procurement documents available to download from http://www.etenders.gov.ie/ using RFT ID 114749.
List and brief description of rules and criteria:
As stated in procurement documents available to download from http://www.etenders.gov.ie/ using RFT ID 114749.
Contract execution
Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
As stated in procurement documents available to download from http://www.etenders.gov.ie/ using RFT ID 114749.
Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
As stated in procurement documents available to download from http://www.etenders.gov.ie/ using RFT ID 114749.

Procedure
Time of receipt of tenders: 12:00
Languages in which tenders or requests to participate may be submitted: English 🗣️
Tender validity period: 12 months

Contracting authority
Identity
National registration number: N/a
Contact
Contact point: Kevin Young
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/377 🌏
Documents URL: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=109001&B=ETENDERS_SIMPLE 🌏

Reference
Additional information
1) Interested parties must register their interest on the eTenders web site (http://www.etenders.gov.ie/) in order to be included on the mailing list for clarifications. All information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (http://www.etenders.gov.ie/) only. Registration is free of charge. The contracting entity will not accept responsibility for information relayed (or not relayed) via third parties.
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2) This is the sole call for competition for this service.
3) The contracting entity will not be responsible for any costs, charges or expenses incurred by candidates or tenderers.
4) Contract award will be subject to the approval of the competent authorities.
5) It will be a condition of award that candidates are tax compliant.
6) If for any reason it is not possible to admit to the framework agreement one or more of the tenderers invited following the conclusion of this competitive process, or having awarded a contract under the framework agreement, the contracting entity reserves the right to invite the next highest scoring tenderer to join the framework agreement and/or deliver the contract as appropriate to the circumstances pertaining to the framework.
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7) At its absolute discretion, the contracting entity may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time.
8) 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.
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9) Without prejudice to the principle of equal treatment, the contracting entity is not obliged to engage in a clarification process in respect of questionnaires with missing or incomplete information. Therefore, candidates are advised to ensure that they return fully completed questionnaires in order to avoid the risk of elimination from the competition.
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Complementary information
Review body
Name: Chief Registrar
Postal address: Four Courts, Inns Quay
Postal town: Dublin
Postal code: 7
Country: Ireland 🇮🇪
Phone: +353 18886000 📞
Internet address: http://www.courts.ie 🌏
Information about review deadlines:
The Contracting Entity will not conclude this framework agreement / contract until after the expiry of the standstill period which commences on the day following the date of notification of concerned tenderers. Review procedures are available in the High Court to a person who has or has had an interest in obtaining the framework agreement / contract and alleges that he or she has been harmed or is at risk of being harmed by an infringement of the law in relation to that framework agreement /contract.
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Body responsible for mediation procedures
Name: ESB Legal Services
Postal address: 2 Gateway, East Wall Road
Postal code: 3
Source: OJS 2017/S 040-073511 (2017-02-23)
Contract award notice (2019-05-15)
Object
Notice metadata
Document type: Contract award notice
Place of performance
NUTS region: South-East 🏙️

Procedure
Type of bid: Not applicable
Award criteria
Lowest price

Contracting authority
Identity
Awarding authority name: Electricity Supply Board (ESB)
Postal town: Dublin 3

Reference
Dates
Date dispatched: 2019-05-15 📅
Publication date: 2019-05-17 📅
Identifiers
Notice number: 2019/S 095-230893
Refers to notice: 2017/S 040-073511
OJ-S issue: 95

Object
Scope of the procurement
Short description:
Background:
Electricity Supply Board (ESB) receives on average 80,000 invoices per annum of which only 15 % are electronic. The other 85 % of invoices are inputted manually into SAP. As such, ESB wish to procure and implement a solution to automatically process invoices to reduce the amount of manual intervention required. The successful provider will already have delivered a similar solution to industries to the scale and requirements that are being sought by ESB.
Show more
Requirement:
In scope:
— provision of a COTS solution with a proven record in organizations of a similar type and scale to ESB,
— implementation services to configure the solution to ESB specific requirements,
— support services,
— the solution must be capable of providing a secure means of extracting PDF files from inbound emails,
— integration with the relevant ESB systems (e.g. SAP — Financial Management, Microsoft Outlook — email, Easysoft — document storage),
— the solution must be hosted on ESB premise, and
— the solution should have the required associated workflow (e.g. Workflow can arise due to a mismatch of Invoice and PO).
Out of scope:
— hardware and data storage, and
— managed services.
A full appreciation of the ESB company can be viewed at the following internet address: http://www.esb.ie

Award of contract
Date of contract conclusion: 2018-05-01 📅
Name: Cogent Consulting UK Ltd
National registration number: 05638981
Postal address: 3 Perth House, Corby Gate Business Park, Priors Haw Road
Postal town: Corby
Postal code: NN17 5JG
Country: United Kingdom 🇬🇧
E-mail: ian.mcbeath@cogentconsulting.co.uk 📧
Internet address: http://www.cogentconsulting.co.uk 🌏

Reference
Additional information
1) Interested parties must register their interest on the eTenders website (http://www.etenders.gov.ie/) in order to be included on the mailing list for clarifications. All information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (http://www.etenders.gov.ie/) only. Registration is free of charge. The Contracting Entity will not accept responsibility for information relayed (or not relayed) via third parties;
Show more
2) This is the sole call for competition for this service;
3) The Contracting Entity will not be responsible for any costs, charges or expenses incurred by candidates or tenderers;
4) Contract award will be subject to the approval of the competent authorities;
5) It will be a condition of award that candidates are tax compliant;
6) If for any reason it is not possible to admit to the Framework Agreement 1 or more of the tenderers invited following the conclusion of this competitive process, or having awarded a contract under the Framework Agreement, the Contracting Entity reserves the right to invite the next highest scoring tenderer to join the Framework Agreement and/or deliver the contract as appropriate to the circumstances pertaining to the framework;
Show more
7) At its absolute discretion, the Contracting Entity may elect to terminate this procurement process, the Framework Agreement or any contract awarded under the Framework Agreement at any time;
8) 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;
Show more
9) Without prejudice to the principle of equal treatment, the Contracting Entity is not obliged to engage in a clarification process in respect of questionnaires with missing or incomplete information. Therefore, candidates are advised to ensure that they return fully completed questionnaires in order to avoid the risk of elimination from the competition.
Show more

Complementary information
Review body
Postal address: Four Courts, Inns Quay, Dublin 7
Information about review deadlines:
The Contracting Entity will not conclude this Framework Agreement/contract until after the expiry of the standstill period which commences on the day following the date of notification of concerned tenderers. Review procedures are available in the High Court to a person who has or has had an interest in obtaining the Framework Agreement/contract and alleges that he or she has been harmed or is at risk of being harmed by an infringement of the law in relation to that Framework Agreement/contract.
Show more
Source: OJS 2019/S 095-230893 (2019-05-15)
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