Description of the contract
Advert for CODA Dream Finance System Maintenance and Support Contract
Higher Education Funding Council for Wales (HEFCW) T07HE/2016/17
The Higher Education Funding Council for Wales (HEFCW) is the public body that sits between universities and the Welsh Government. We regulate fee levels at higher education (HE) providers, ensure a framework is in place for assessing the quality of higher education and scrutinise the performance of universities.
We distribute resources for higher education teaching and research, and help to deliver Welsh Government priorities for higher education for the wider benefit of society and the economy. You can find out more about our work at www.hefcw.ac.uk.
HEFCW implemented CODA Dream in June 2005 and since then it has been developed with its current consultants to meet ongoing business needs. As well as CODA Dream, HEFCW uses DreamView, Task Centre, Crystal Reports and a web-based system to create an integrated system for its day to day processing and reporting requirements.
The finance team processes approximately 2,000 documents for payment per year usually paid by BACS comprising of payments to suppliers and HEIs as well as payroll related payments.
HEFCW uses an electronic form for grant payment to HEIs which can be profiled over a period of time. These profiles are held within Dream but only transferred to purchase ledger when they become due for payment.
HEFCW uses an automated purchase order system allowing ordering and authorising to be completed outside of the finance department through the use of a web-based system called WebAcumen. The authorisation process is integrated with budget and contract values.
The reporting systems are used to produce regular monthly and/or quarterly management information and budget information on a cash as well as accruals basis. The system holds multiple annual budgets for financial (April to March) as well as academic (August to July) years.
HEFCW is seeking to appoint consultants to provide maintenance and support services and licences for its CODA Dream finance system and associated products. Support will be mainly in the form of remote support with on-site visits being kept to a minimum. The finance operational team of three is supported by an in-house IT team of three who have built up significant knowledge of the system and associated products.
As this is a well established system and both finance and IT staff have developed reasonable levels of knowledge, HEFCW does not anticipate support levels required to be high.
HEFCW’s requirement can be split into two parts:
(1) the annual renewal of the following licences:
- Unit 4 CODA Dream licence-this is required for HEFCW to receive upgrades and updates.
- Unit 4 CODA DreamView licence – this is used to link the Dream database to Microsoft Excel spreadsheets
(2) Support and consultancy and the provision of associated software licences necessary to enable HEFCW to continue its day to day activities.
Prospective tenderers can bid for sections (1) or (2) or both parts.
The existing contract will end on 26 June 2017. It is likely that the new contract will commence before this date to allow for any information gathering and hand over period and will be for a period of three years, with the option to extend annually for a further two years (i.e. up to a maximum of five years in total).
If you wish to discuss any aspect of this advert please contact Lynne Gittens initially by email at lynne.gittens@hefcw.ac.uk
If you wish to tender, please follow the instructions below to access the tender documents on etenderwales. The tender must be returned by the closing date and time stipulated in the tender documents which is Noon Thursday 6 April 2017. If you have any queries in regard to the tender requirements please contact Karen Wolliner on Karen.Wolliner@hefcw.ac.uk.
Instructions for accessing the eTenderwales portal:
HEFCW will be conducting this procurement exercise through the etenderwales portal https://etenderwales.bravosolution.co.uk. Tender documents and other information must be downloaded from and returned through this
portal. If you require any further assistance, the BravoSolution helpdesk is available on:
Email: help@bravosolution.co.uk Phone: 0800 368 4850 / Fax: 020 7060 0480
The specific details of the online tender are:
Main Project code 35769 – ITT 60796).
E-TENDER ACCESS INFORMATION:
- Go to https://etenderwales.bravosolution.co.uk
- The first person from your Organisation to use the Platform will be required to register on behalf of the Organisation.
- Registration involves accepting a User Agreement, and providing basic information about your Organisation and about the
User performing - The User who performs the Registration becomes the Super User for the Organisation.
- On registering on the Platform the Super User will select a Username and will receive a password.
- The Password will be sent by e-mail to the email address that was specified in the User Details section of the Registration
page.
- In order to log-in to the Platform please enter your Username and Password.
- Note: If you forget your Password then visit the homepage and click “Forgot your password?”
- Registration should only be performed once for each Organisation.
- If you think that someone in your Organisation may have already registered on this Platform then you must not register
again.
- Please contact the person who Registered (i.e. the Super User) in order to arrange access to the Platform.
- Contact the Helpdesk immediately if you are unable to contact the Super User (for example if they have left your
Organisation).
- Note: If your Organisation is already registered on the Platform then you must not make any additional registration. Please
contact the Helpdesk access to the Platform.
- Tenders must be uploaded to the BravoSolution portal by Noon Thursday 6 April 2017
HOW TO FIND THE ITT:
- Once logged in you must click on ‘ITT’s Open to all Suppliers’
- Click on the title to access summary details of the contract. If you are still interested in submitting a tender, click the
‘Express an Interest button’. move the ITT from the ‘Open to all Suppliers’ area to the ‘My ITT’s’ on the home page.
- You will then see the full details of the tender along with any relevant
documents in the ‘Attachments’ - Should you have any questions on the ITT, please use the ‘Messages’ area to contact the buyer directly.
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