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Supplies - 134526-2020

19/03/2020    S56

United Kingdom-Barking: Enterprise resource planning software package

2020/S 056-134526

Prior information notice

This notice is for prior information only


Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: London Borough of Barking and Dagenham
Postal address: Town Hall Square, 1 Clockhouse Ave
Town: Barking
NUTS code: UKI52 Barking & Dagenham and Havering
Postal code: IG11 7LU
Country: United Kingdom
Telephone: +020 82153000
Internet address(es):
Main address:
Additional information can be obtained from the abovementioned address
I.4)Type of the contracting authority
Regional or local authority
I.5)Main activity
General public services

Section II: Object

II.1)Scope of the procurement

ERP Software — Market Engagement

II.1.2)Main CPV code
48451000 Enterprise resource planning software package
II.1.3)Type of contract
II.1.4)Short description:

This PIN is for market pre-engagement only and is not a call for competition. London Borough of Barking and Dagenham (LBBD) expects to run a tender for the implementation and ongoing operation of cloud hosted software to replace its existing Oracle e-Business Suite ERP system. LBBD is seeking to engage with software providers and system integrators in advance of running the competition.

LBBD are seeking a hosted software solution which provides the following functions:

1) HR,

2) payroll,

3) purchase to pay,

4) expenses,

5) sales to cash,

6) general ledger.

II.1.5)Estimated total value
II.1.6)Information about lots
This contract is divided into lots: no
II.2.2)Additional CPV code(s)
72212451 Enterprise resource planning software development services
II.2.3)Place of performance
NUTS code: UKI52 Barking & Dagenham and Havering
II.2.4)Description of the procurement:

LBBD are seeking a hosted software solution which provides the following functions:

1) HR – covering organisational structure and position administration, resource administration, absence management, performance management

2) payroll

3) purchase to pay – covering supplier master data management, requisitions (including punch out), purchase orders, product and category management, goods and service receipting (GRN), Incoming Invoices (including e-invoices and AP interfaces), payment requests, periodic payments, purchase cards, AP payments.

4) expenses

5) sales to cash – covering customer master data management, debtors invoicing, debt management and legal debt recovery, recurring invoices

6) general ledger – covering chart of accounts and coding structure master data, multi-company set-up and consolidation, bank reconciliation, asset accounting, project accounting.

The solution will also need to provide cross-functional capability in areas such as the following:

• configurable reports, enquiries and analytics,

• configurable workflows,

• configurable tasks/reminder notifications to users,

• O365 integration, including email,

• single sign-on/multi-factor authentication,

• mobile device capability for transaction entry and approval.

In addition to the above, LBBD is interested in evaluating solutions which can also provide the following functionality, although these may not be included within the initial go-live scope:

• recruitment,

• case management,

• occupational health,

• health and safety,

• learning and development,

• strategic procurement – supplier, tender and contract management.

Critically, the new solution must significantly improve the User Experience (UX) across all of these functions for employees (2 500+), line managers (430+) and budget managers (170+).

LBBD are aiming to go-live on the new solution by 1 October 2021 and seek to understand from suppliers the approach they would plan to take in order to safely deliver the initial functional scope (as defined) by that date.

Other Information

LBBD are planning to hold 2 separate events:

1) Open market session: a presentation will be given by LBBD to suppliers to give the context of the project. There will then be an opportunity for sharing ideas and asking questions.

2) Bookable appointments will be made available for organisations wishing to share ideas and information on a one-to-one basis.

LBBD invites any interested parties to submit a statement of interest in the project and company details ahead of the market engagement day. Both elements of the engagement will help to support the development of the procurement to be offered to potential suppliers.

II.2.14)Additional information
II.3)Estimated date of publication of contract notice:

Section IV: Procedure

IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes

Section VI: Complementary information

VI.3)Additional information:
VI.5)Date of dispatch of this notice: