Single Party framework agreement for the provision, implementation and support of an Enterprise Resource Planning (ERP) system together with related services for Waterways Ireland

Short description

Expressions of interest are invited from suitably qualified Applicants interested in being considered for the provision of an Enterprise Resource Planning System plus related services to the Contracting Authority. The Contracting Authority currently manages the business through individual / non-interfaced systems with a heavy reliance on MS Office products. The intention is to replace these with a new Finance, Project Management, Asset Management, and Work Force Management solution. Ideally these should be integrated as an ERP solution; however, consideration will be given to separate systems that can seamlessly integrate with each other. Delivery may be achieved by implementing this in a phased approach. The successful supplier will work with the Contracting Authority to ensure the system and processes are developed to maximise the return on investment. By transitioning to a unified system, the Contracting Authority can automate tasks, reduce reliance on manual data manipulation, and improve workflow efficiency, thereby enhancing the overall business management and reporting framework. This new system should offer robust self-serve capabilities, thereby reducing the dependency on the individual centralised functions for routine tasks. For the Contracting Authority to fully capitalise on the benefits of these recommendations, organisational change management is crucial. There will be the need for comprehensive training programmes and support mechanisms to ensure that employees are well equipped to utilise the new system. The Contracting Authority is therefore looking for service providers who can provide the following: - An off the shelf package that can satisfy the requirements listed here. - Experience gained in the design, configuration, implementation and support of similar projects. - The ability to manage the delivery of this project to an agreed timeframe with minimal disruption to the Contracting Authority, helping reduce the total cost of ownership. - Experience gained in the implementation of an ERP System. This ERP solution, should bring together the Contracting Authority’s core business functions, using a shared database to support and connect the key business activities (Project Management, Finance, Asset Management and Works Management). This will provide the Contracting Authority with a single source of accurate information and will help automate many processes, whilst providing dashboards and other reporting tools that provide digestible, real-time views of information from across the organization. The Contracting Authority’s assumption is this will be a cloud hosted solution. The Contracting Authority is agnostic as to which cloud solution partners propose using. Additional in scope functionality may be required in the final system specification or throughout the lifetime of the framework agreement.

Description of the procurement

Expressions of interest are invited from suitably qualified Applicants interested in being considered for the provision of an Enterprise Resource Planning System plus related services to the Contracting Authority. The Contracting Authority currently manages the business through individual / non-interfaced systems with a heavy reliance on MS Office products. The intention is to replace these with a new Finance, Project Management, Asset Management, and Work Force Management solution. Ideally these should be integrated as an ERP solution; however, consideration will be given to separate systems that can seamlessly integrate with each other. Delivery may be achieved by implementing this in a phased approach. The successful supplier will work with the Contracting Authority to ensure the system and processes are developed to maximise the return on investment. By transitioning to a unified system, the Contracting Authority can automate tasks, reduce reliance on manual data manipulation, and improve workflow efficiency, thereby enhancing the overall business management and reporting framework. This new system should offer robust self-serve capabilities, thereby reducing the dependency on the individual centralised functions for routine tasks. For the Contracting Authority to fully capitalise on the benefits of these recommendations, organisational change management is crucial. There will be the need for comprehensive training programmes and support mechanisms to ensure that employees are well equipped to utilise the new system. The Contracting Authority is therefore looking for service providers who can provide the following: - An off the shelf package that can satisfy the requirements listed here. - Experience gained in the design, configuration, implementation and support of similar projects. - The ability to manage the delivery of this project to an agreed timeframe with minimal disruption to the Contracting Authority, helping reduce the total cost of ownership. - Experience gained in the implementation of an ERP System. This ERP solution, should bring together the Contracting Authority’s core business functions, using a shared database to support and connect the key business activities (Project Management, Finance, Asset Management and Works Management). This will provide the Contracting Authority with a single source of accurate information and will help automate many processes, whilst providing dashboards and other reporting tools that provide digestible, real-time views of information from across the organization. The Contracting Authority’s assumption is this will be a cloud hosted solution. The Contracting Authority is agnostic as to which cloud solution partners propose using. Additional in scope functionality may be required in the final system specification or throughout the lifetime of the framework agreement.

In the case of framework agreements, provide justification for any duration exceeding 4 years

The extended duration for the framework has been selected for a number of reasons including:
(a) There will be significant learning curves and associated developmental work with a new integrated solution. This will require the investment of significant time and effort in developing knowledge, learning and familiarity for successful operation on behalf of the vendor and the Contracting Authority. .
(b) The embedded and strategic nature of the proposed ICT system amounts to a core enterprise system and to replace and transition from such a system in a shorter period would cause significant disruption to the workings of the Contracting Authority and the delivery of services.
(c) The financial cost for the Contracting Authority in designing and implementing the system will amount to a significant investment and this investment could not be optimised and the necessary return achieved if the replacement of the system and transitioning from same was required in a shorter period and would ultimately not deliver value for money on behalf of the taxpayer.

Please consult the associated documentation, which contains full instructions regarding the submission of tenders and is available to download from www.etenders.gov.ie using eTenders Resource ID – 4260253.

(1) Interested parties must associate their organisation with this competition on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications and to upload tender responses. To do this you must do the following: Log-in to the eTenders portal; Locate the competition using the Advanced Search by searching under the Contracting Authority or Resource ID. Click on the hyperlink for the competition which will bring you to the CfT Workspace. In the Show CfT Menu for the competition click on the “Expression of Interest in the drop-down menu. Complete the Association with the CfT tab. This will then provide you with a link to Tender under the Show CfT Menu where you can prepare your submission.
(2) When finalising your submission please upload your final response as a zip file as individual documents will lose their titles if uploaded individually. Also ensure that you receive a message under the status header called Submitted, as the percentage tab does not imply you have successfully submitted your response.
(3) There is a maximum upload limit of 250mb per file / 500mb per submission.
(4) Suppliers should note the following when making their submission suppliers must ensure that they give themselves sufficient time to upload & submit all required documentation before the submission deadline. Suppliers should consider the fact that upload speeds vary and that the new eTenders system operates in a different manner to the previous platform operated by EU-Supply. The submit button will be disable automatically upon the expiration of the response deadline.
(5) If you experience difficulty when uploading documents, please contact the eTenders Support Desk for technical assistance. Email irish-eproc-helpdesk@eurodym.com or Telephone: +353(0)818 001459 (09:00 – 17:00 hours).
(6) Applications submitted by any other means (including but not limited to email or post or hand delivery) will not be accepted.
(7) 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.
(8) All queries regarding this process must be submitted through the Irish Government Procurement Opportunities Portal www.etenders.gov.ie as a specific question. Responses will be circulated to those tenderers that have registered an interest in this notice on www.etenders.gov.ie. The details of the person making a query will not be disclosed when circulating the response
(9) The estimated value for the framework published is provided strictly for indicative purposes only as there is no guaranteed expenditure under the framework agreement.
(10) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates or tenderers. Contract award will be subject to the approval of the competent authorities.
(11) 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.
(12) Where applicable, 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.
(13) 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.