The Provision of an Off the Shelf SaaS Programme and Project Management Information Solution

Short description

A strategic decision has been taken to implement a programme and project management information solution to support consistent management and delivery of projects across ESB. It is anticipated that the solution will provide a single solution for portfolio, programme and project data collection, project management, project control maintenance and reporting. The solution must allow for roll up of information from a single source of data entry to project, programme and portfolio levels. The proposed timeline for contract signing is Q4, 2019. The intention is to implement the solution on a phased basis from Q1 2020 onwards.
To this end, ESB intends to procure a contract to supply, implement and support a Cloud SaaS programme and project management information solution. This solution will be rolled out across the following business areas generation and trading, engineering and major projects and ESB networks.

Description of the procurement

ESB is inviting expressions of interest from applicants to provide an off the shelf SaaS programme and project management information solution.
Indicative number of users for this solution over 3 years will be approx. 400 managing approx. 1000 projects.
It is proposed that the contract will provide service options under the following headings:
Cloud software service: the provision of a reliable cloud solution. This service will include both the cloud software functionality itself as well as associated licensing requirements.
Implementation services: The provision of services which will work closely with ESB’s PMO and IT teams to configure and implement this cloud software service.
Ongoing support services: the provision of ongoing support for the cloud software relating to the implemented programme and project management information solution.
The programme and project management information solution will be required to deliver key capabilities such as:
— portfolio, programme and project management,
— demand and capacity (resource management),
— governance,
— project management framework stage gates such as the example below:
—— start,
—— initiate,
—— plan,
—— execute and control,
—— close.
— risk and issue management,
— KPI reporting,
— quality assurance and compliance,
— input and extract data to and from the product from MS Project, MS Project Server and Primavera and ability to input and extract data from other MS Office Applications,
— ability to integrate with document management solutions such as SharePoint,
— training and service support of the product including online video tutorials.
The key aspects of the solution are as follows:
— a proven solution already in service in companies of a similar size and scale to the ESB organisation,
— the proposed cloud programme and project management information solution must have seamless integration capabilities to ESB’s on premise S/4 HANA platform key modules below:
—— finance.
— the cloud software service must incorporate a data security model and be compliant with relevant statutory legislation regarding data protection and security of information.
Please note, if the principal contractor is not the supplier of the product ESB retains the right to have annual licence and maintenance contract directly with the product owner at end of contract period.
Each key service outlined above will be described in more detail in the PQQ. Please note the contract will be awarded on the basis of the most economically advantageous tender (MEAT).
The successful provider will already have delivered a similar solution to industries to the scale and requirements that are being sought by ESB.
A full appreciation of the ESB company can be viewed at the following internet address: http://www.esb.ie

Description of options

It is envisaged the term of the contract commences on the date when services commence and shall be for a period of up to 36 months with an option to extend after the initial period exercisable for a further period up to 24 months from the expiry of the initial period, for a total contract period of 60 months.

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;
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 contract one or more of the tenderers invited following the conclusion of this competitive process, or having awarded a contract, the contracting entity reserves the right to invite the next highest scoring tenderer to join the contract and/or deliver the contract as appropriate to the circumstances pertaining to said contract;
7) At its absolute discretion, the contracting entity may elect to terminate this procurement process 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;
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;
10) At Section II.2.9 we have indicated that 5 will be invited to tender, please note that the contracting entity reserves the right to invite at least 5, subject to that number qualifying.