Implementation and Support of an Integrated Financial Management System and Related Services

Higher Education Authority

The HEA intends to identify and select the most economically advantageous software for its financial management system requirements.
The system to be implemented will enable the organisation to:
• carry out the accounting system functions including nominal ledger processing, procurement and purchasing, accounts payable, processing T&S claims, grants payable, accounts receivable, fixed assets, reporting and budgeting, and bank/treasury management;
• support current and future integration to other systems within the HEA such as grant management, grant allocation and payroll systems;
• provide customisable workflow functions to manage grant payment approval or systems outside HEA e.g. outsourced payroll provider;
• provide customised reports and in certain cases dynamic reporting;
• the contracted supplier will be required to provide in house training and support for users;
• the contracted supplier will be required to provide ongoing system updates and maintenance.

Deadline

The time limit for receipt of tenders was 2020-08-17. The procurement was published on 2020-07-16.

Suppliers

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

• Sysco Software Solutions

Who?

• Higher Education Authority

What?

Where?

• Eastern and Midland › Dublin

Procurement history

Date	Document
2020-07-16	Contract notice
2021-07-08	Contract award notice

Contract notice (2020-07-16)
Object
Scope of the procurement
Title: Systems support services
Reference number: 2020/01
Short description:

The HEA intends to identify and select the most economically advantageous software for its financial management system requirements. The system to be implemented will enable the organisation to: • carry out the accounting system functions including nominal ledger processing, procurement and purchasing, accounts payable, processing T&S claims, grants payable, accounts receivable, fixed assets, reporting and budgeting, and bank/treasury management; • support current and future integration to other systems within the HEA such as grant management, grant allocation and payroll systems; • provide customisable workflow functions to manage grant payment approval or systems outside HEA e.g. outsourced payroll provider; • provide customised reports and in certain cases dynamic reporting; • the contracted supplier will be required to provide in house training and support for users; • the contracted supplier will be required to provide ongoing system updates and maintenance.

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: Systems support services 📦
Additional CPV: Software package and information systems 📦
Place of performance
NUTS region: Dublin 🏙️

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

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: National or federal Agency/Office
Awarding authority name: Higher Education Authority
Postal address: 3 Shelbourne Buildings, Shelbourne Road
Postal town: Dublin 4
Contact
Internet address: http://www.hea.ie 🌏
E-mail: procurement@hea.ie 📧
URL for documents: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=170664&B=ETENDERS_SIMPLE 🌏
URL for participation: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=170664&B=ETENDERS_SIMPLE 🌏

Reference
Dates
Date dispatched: 2020-07-16 📅
Submission deadline: 2020-08-17 📅
Publication date: 2020-07-21 📅
Identifiers
Notice number: 2020/S 139-342224
OJ-S issue: 139
Additional information

1) Interested parties must register their interest on the eTenders web site (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 (www.etenders.gov.ie) only. Registration is free of charge. The contracting authority will not accept responsibility for information relayed (or not relayed) via third parties; 2) This is the sole call for competition for this contract/framework; 3) The contracting authority 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 the successful tenderer is and remains tax compliant; 6) At its absolute discretion, the contracting authority may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time; 7) Without prejudice to the principle of equal treatment, the contracting authority is not obliged to engage in a clarification process in respect of the procurement documents with missing or incomplete information. Therefore, respondents are advised to ensure that they return completed documentation in order to avoid the risk of elimination from the competition.

Object
Scope of the procurement
Short description:

The HEA intends to identify and select the most economically advantageous software for its financial management system requirements.

The system to be implemented will enable the organisation to:

• carry out the accounting system functions including nominal ledger processing, procurement and purchasing, accounts payable, processing T&S claims, grants payable, accounts receivable, fixed assets, reporting and budgeting, and bank/treasury management;

• support current and future integration to other systems within the HEA such as grant management, grant allocation and payroll systems;

• provide customisable workflow functions to manage grant payment approval or systems outside HEA e.g. outsourced payroll provider;

• provide customised reports and in certain cases dynamic reporting;

• the contracted supplier will be required to provide…

… in house training and support for users;

… ongoing system updates and maintenance.

Estimated total value: 1 500 000 EUR 💰
Short description:

Estimated value excluding VAT: 1 500 000 EUR 💰
Duration: 180 months
Place of performance
Main site or place of performance: Dublin.

Legal, economic, financial and technical information
Conditions for participation
Suitability to pursue the professional activity:

Please refer to the qualification questionnaire available to download from www.etenders.gov.ie using RFT ID 173121.

Contract execution
Contract performance conditions:

Please refer to the qualification questionnaire available to download from www.etenders.gov.ie using RFT ID 173121.

Procedure
Legal basis: 32014L0024
Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:

Based on the application of the criteria and rules contained in the qualification questionnaire, HEA anticipates inviting the top 5 firms to the first round of dialogues, subject to that number qualifying.

Justification for the framework agreement:

The justification for a framework longer than the standard 4 years is the complex nature of the solution in question; the consequent disruption to the day-to-day operations of HEA in acquiring and implementing any new solution and the significant costs of implementing a change of service provider without having realised the benefits of an earlier investment if a shorter period was used.

Justification for framework agreement duration over four years:

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: 0085228K
Contact
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/1176 🌏
Documents URL: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=170664&B=ETENDERS_SIMPLE 🌏

Reference
Additional information

2) This is the sole call for competition for this contract/framework;

3) The contracting authority 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 the successful tenderer is and remains tax compliant;

6) At its absolute discretion, the contracting authority may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time;

7) Without prejudice to the principle of equal treatment, the contracting authority is not obliged to engage in a clarification process in respect of the procurement documents with missing or incomplete information. Therefore, respondents are advised to ensure that they return completed documentation in order to avoid the risk of elimination from the competition.

Complementary information
Review body
Name: The High Court
Postal address: Inns Quay
Postal town: Dublin 7
Country: Ireland 🇮🇪
Phone: +353 1886000 📞
E-mail: highcourtcentraloffice@courts.ie 📧
Internet address: www.courts.ie 🌏
Source: OJS 2020/S 139-342224 (2020-07-16)

Contract award notice (2021-07-08)
Object
Scope of the procurement
Short description:

The HEA intends to identify and select the most economically advantageous software for its financial management system requirements. The system to be implemented will enable the organisation to: • carry out the accounting system functions including nominal ledger processing, procurement and purchasing, accounts payable, processing T&S claims, Grants payable, accounts receivable, fixed assets, reporting and budgeting, and bank/treasury management; • support current and future integration to other systems within the HEA such as grant management, grant allocation and payroll systems; • provide customisable workflow functions to manage grant payment approval or systems outside HEA e.g. outsourced payroll provider; • provide customised reports and in certain cases dynamic reporting; • the contracted supplier will be required to provide in house training and support for users; • the contracted supplier will be required to provide ongoing system updates and maintenance.

Total value of the procurement: 850 000 EUR 💰
Notice metadata
Document type: Contract award notice

Procedure
Type of bid: Not applicable

Contracting authority
Identity
Awarding authority type: Body governed by public law
Postal address: 3 Shelbourne Buildings
Postal code: Shelbourne Road
Contact
Phone: +353 12317100 📞

Reference
Dates
Date dispatched: 2021-07-08 📅
Publication date: 2021-07-13 📅
Identifiers
Notice number: 2021/S 133-354232
Refers to notice: 2020/S 139-342224
OJ-S issue: 133

Object
Scope of the procurement
Short description:

• carry out the accounting system functions including nominal ledger processing, procurement and purchasing, accounts payable, processing T&S claims,…

… Grants payable, accounts receivable, fixed assets, reporting and budgeting, and bank/treasury management;

… grants payable, accounts receivable, Fixed assets, reporting and budgeting, and bank/treasury management;

Procedure
Award criteria
Quality criterion (name): Fitness for purpose of the proposed solution
Quality criterion (weighting): 30
Quality criterion (name): Quality, quantity and balance of the team proposed
Delivery plan for the implementation and other requirements
Quality criterion (weighting): 10
Price (weighting): 30

Award of contract
Date of contract conclusion: 2021-07-02 📅
Name: Sysco Software Solutions
National registration number: 77046
Postal address: 23 Lower Hatch Street
Postal town: Dublin
Postal code: Dublin
Country: Ireland 🇮🇪
Phone: +353 16768900 📞
E-mail: marketing@sysco-software.com 📧
Country: Dublin 🏙️
Internet address: http://www.sysco.ie 🌏
Total value of the procurement: 850 000 EUR 💰
Information about tenders
Number of tenders received: 4

Contracting authority
Contact
Contact point: Liam Ryan

Complementary information
Review body
Postal code: D7
Source: OJS 2021/S 133-354232 (2021-07-08)

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