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Summary

OCID:: ocds-kuma6s-144916
Published by:: Transport for Wales
Authority ID:: AA50685
Publication date:: 01 October 2024
Deadline date:: 30 October 2024
Notice type:: 02 Contract Notice
Has documents:: No
Has SPD:: No
Has Carbon Reduction Plan:: No

Abstract

TfW is looking to onboard a property management add on which can be implemented alongside Dynamics 365 to deliver all property managements functions currently carried out by a 3rd Party provider. This will ensure complete control of end-to-end processes compared to previous years of outsourcing services. TfW are looking to procure the services of a company who can support the implementation and maintenance of the add-on and align its functions to integrate our operational to finance processes with the current TfW D365 F&O instance (environments). CPV: 48000000, 48000000, 48100000, 48430000, 48440000, 48445000, 48900000, 72000000, 72200000, 72210000, 72212100, 72212451, 72227000, 72254000, 72261000, 72263000, 72265000, 72267000, 72267100.

Full notice text

Contract notice

Section I: Contracting authority

I.1) Name and addresses

Transport for Wales

3 Llys Cadwyn, Taff Street

Pontypridd

CF37 4TH

Telephone: +44 2921673434

E-mail: procurement@tfw.wales

NUTS: UKL

Internet address(es)

Main address: http://tfw.wales

Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA50685

I.2) Joint procurement

The contract is awarded by a central purchasing body

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

https://etenderwales.bravosolution.co.uk

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be sent electronically to:

https://etenderwales.bravosolution.co.uk

I.4) Type of the contracting authority

Body governed by public law

I.5) Main activity

Other: Public transport

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Dynamics 365 Finance & Operations Property Management Add-on/Integration

Reference number: C001069.00

II.1.2) Main CPV code

48000000

II.1.3) Type of contract

Supplies

II.1.4) Short description

II.1.5) Estimated total value

Value excluding VAT: 300 000.00 GBP

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

48000000

48100000

48430000

48440000

48445000

48900000

72000000

72200000

72210000

72212100

72212451

72227000

72254000

72261000

72263000

72265000

72267000

72267100

II.2.3) Place of performance

NUTS code:

UKL

II.2.4) Description of the procurement

Full details of the requirement available in the tender documentation.

TfW are looking for an experienced Microsoft approved add on partner to implement a Property Management add-on alongside their Dynamics 365 F&O system that meets the following requirements:

Operational Requirements

Solution must have:

Add and manage tenant records

Ability to raise core invoices

Ability to review historic data per property to include tenant payment history, passed events and lease details

Ability to handle renewal information.

Ad hoc Billing availability, for example ability for on-off charges and manual inputs.

Manage events for rent reviews and lease expiries and break options.

Payment capabilities for headlease rents and other charges.

Ability to view a summary of terms and conditions per agreement and tenant.

Portfolio growth ability over time.

Visibility to view property / unit / lease history and tenant information.

Task functionality to notify surveyors of required tasks.

Track overdue and time critical events to ensure they are monitored, this can be managed through a task highlight on the dashboard and a notification sent out to the surveyor.

Must have clear and fully integrated interface with Dynamics 365 Finance and Operations.

Recurrence cycle of each contract.

Manual and Automated capabilities need to be available for billing.

Ability to charge tenant for dilapidations.

Upload capability for statutory inspection results or energy performance certificates.

One stop Tennant view with an overview of key details, events, lease terms and relevant supplier links.

Provisions made for 15 – 20 operational users.

Be a Microsoft approved add-on partner.

Solution should have:

Station breakdown structure/floor plans with detail needs to be available as live data.

Mobile /Tablet app or availability to view and update while on site, offline functionality would be desirable.

Finance Requirements

Solution must have:

Ability to interface with TfW’s Dynamics F&O system to produce core accounting reports such as Aged Debtors, Revenue recognition, etc.

Interlink easily with treasury function to ensure streamlines approach to cash collection.

Accounting to Project ledger & General Ledger – impacts financial statements.

Automated and Manual invoice capabilities.

Ability to handle consolidated invoices.

Direct Debit capabilities.

Deposit record keeping.

Dunning letter and chasing capabilities.

Must support IFRS, and specifically IFRS 16.

Manage invoices, calculate revenue, expenses.

Matching rent collections to the accounts receivable invoices.

Financial Dimensions

Core finance – Accounts receivable, accounts payables recharges, etc.

Support credit control. (credit limits and credit holds)

Accounting Standards Compliance.

Interest rates and Charges for Late payments.

Provisions made for 5 – 10 finance team users.

Support and interface to ensure bank reconciliation.

Testing and Implementation of the Real Estate Management module.

Data migration from current system into new module.

Security roles to be tested and implemented.

Azure Dev Ops (ADO) processes for deployment.

Upgrades to be in line with Microsoft release waves and schedules.

The ability to archive data in line with the TfW retention policy.

The supplier would need to complete the implementation / testing / staff training of the Property Management function ready for handover to TfW by 1st April 2025 at the latest.

The successful supplier will build and implement a system that satisfies the following non-functional requirements (please see ITT Volume 3 for full detailed non-functional scope)

eTender Wales reference: project_57382 and itt_113362.

II.2.5) Award criteria

Criteria below:

Quality criterion: Property Management Accountancy System / Weighting: 10%

Quality criterion: Functional Requirements / Weighting: 20%

Quality criterion: Timelines / Weighting: 10%

Quality criterion: Delivery Approach / Weighting: 5%

Quality criterion: Support / Weighting: 10%

Quality criterion: Alignment with Wellbeing of Future Generations Act Objectives / Weighting: 10%

Price / Weighting: 35

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 36

This contract is subject to renewal: Yes

Description of renewals:

Option to extend for up to two periods of 12 months each.

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: No

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

As per the tender documentation.

III.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents

III.2) Conditions related to the contract

III.2.2) Contract performance conditions

As per the tender documentation

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 30/10/2024

Local time: 12:00

IV.2.4) Languages in which tenders or requests to participate may be submitted

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of tender)

IV.2.7) Conditions for opening of tenders

Date: 30/10/2024

Local time: 15:00

Place:

Will be opened electronically through eTender Wales platform.

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: Yes

Estimated timing for further notices to be published:

A new procurement shall not take place until the initial term and potentially the optional extensions. this will be a three year initial term with the option to extend for up to two periods of 12 months each.

VI.2) Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.3) Additional information

Full tender documentation can be accessed via the eTender Wales sourcing platform at: etenderwales.bravosolution.co.uk

Please use project code project_57382 and ITT code itt_113362 to access the tender documentation and register to for this opportunity.

NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at http://www.sell2wales.gov.wales/search/search_switch.aspx?ID=144916

Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are: