Procurement of Enterprise Resource Planning (ERP) Solution

Tender description

The Authority is looking to procure an Enterprise Resource Planning (ERP) solution. The current ERP is used by staff and managers across all areas of the Authority to pay invoices, raise debts, procure supplies, and manage staff. In addition, there are over 40 links with other internal and external systems which involve inbound and outbound data including benefits payments, foster carer payments and Housing rents. Lot 1: The Authority is looking to procure an Enterprise Resource Planning (ERP) solution. The current ERP is used by staff and managers across all areas of the Authority to pay invoices, raise debts, procure supplies, and manage staff. In addition, there are over 40 links with other internal and external systems which involve inbound and outbound data including benefits payments, foster carer payments and Housing rents. The ERP solution will need to facilitate the complex data flows to maintain business continuity. Services that required are Finance (Accounts Payable, Accounts Receivable, General Ledger, Cash Management and Budgeting), Payroll, Human Resources, eProcurement and Contracts, Recruitment and Training and Development. In addition to the system implementation and ongoing support, it will be necessary for the Supplier to help the Authority review, change and embed new working practices and processes that take full advantage of the new opportunities that a new modern system will provide. e.g., automated workflows, access via mobile devices or chat-bots for HR advice etc. System functionality will include, but is not limited to: • Disaster recovery process • User Access controls • GDPR compliant • Locally configurable • Software as a Service (SaaS) • Managed Service • Support/ticket process • Regular upgrades • Statutory upgrades • Security patching • Future Developments • Project management • Technical implementation/Config • Testing • Data migration • Process Change and redesign • Change and adoption management • System user guides • Documentation • Stationery (cheques, statements, invoices, POs, payslips etc) • General Ledger (GL), • Creditors (AP), • Debtors Management (AR) • Sundry Debt Invoicing • Enterprise Cash Receipting • Cash Management (CM) • Revenue budget monitoring • Capital budget monitoring • Grant & Ringfenced (HRA/DSG etc) Budget monitoring • Forecasting • Forecast / scenario (including payroll) modelling • Multi legal Entities (HCC, HCAL, KWL) • Self-service reporting • Project Budgeting/Costing and people management • Fixed Asset Register • Asset Management accounting • Mobile access/apps • Capital / Ringfenced (HRA/DSG) financial capability • Pay modelling aligned with Organisation Structures in HR/payroll • Budget setting/modelling • Chart of Accounts review • Automated bank reconciliations (income & expenditure) • Process re-engineering • RO/RA completion • Review of current excel/manual systems onto the new system • Performance planning • Talent management • Payroll • 3rd party deductions • BACS Bureau 3rd part payments (academies x XX) • Pensions • Online learning platform • Learning and development • Appraisals/Performance Management • Employee Relations • Document Management personal files • Manager/employee Self Service • Recruitment & Onboarding • Joiners, leavers and movers • Time and attendance • Expenses • Catalogue Inventory • Contract Management • Sourcing/Quotes • Supplier performance • Self-service requisition’s • PO approval workflow • Procurement policy management/enforcement • 3-way matching and reconciliation to AP • e-procurement • Business Analytics • Statutory reporting • Standard monthly reports • Year End processes • Trend analysis • Dynamic graphical dashboards • Financial planning and modelling (what if) Additional information: This is a staged procurement process. Organisations responding to the Call for Competition will be invited to submit a Supplier Selection Questionnaire (SSQ). Thereafter, a maximum of 6 suppliers will be invited to submit a tender (ITT Stage). The Authority may then either select a preferred bidder or alternatively enter into negotiation with one or more Suppliers who have submitted an ITT.