Public procurement notice: Contract Notice
Published: 2020-12-02
Buyer: Belfast Harbour Commissioners
Country: UK
Contract type: Supplies
Procedure: Negotiated procedure
CPV classification: 48000000 | 48430000 | 48441000 | 48442000 | 48443000
Estimated value: 1500000 GBP
Submission deadline: 2020-12-23
Award criteria: The most economic tender

Technical requirements: This procurement relates to the supply of a best of breed IT solution incorporating core accounting, procurement, project accounting, budgeting, forecasting, fixed assets and inventory functionality to BHC with the option of including expenses functionality and Maximo as an optional system integration. The service should include full project life cycle [Design > Build > Test > Train > Data Migration > Release] as well as post go live support and maintenance.
Belfast Harbour Commissioners (BHC) best estimate of the anticipated potential value of the contract, based on the full potential duration of the contract and all options available, ranges between GBP 750 000 — GBP 1 500 000. The estimated total value provided  below therefore represents the upper limit of this range.
The aim of this project is to replace ageing server and desktop applications with the latest digital web technologies providing for real time data and enterprise wide integration. The aim is to replace the current accounting system (Perito); the procurement system (Eproc); the fixed assets register (FMIS); manual inventory processing and manual reporting. Consideration will be given to inclusion of an expenses functionality as an optional requirement to replace the current web expenses system as part of an integrated solution, however, at very least the successful bidder will be required to integrate its solution to the current tool (web expenses). Included in the scope is various ‘integrations’ to shipping system [PMIS], property system (TRAMPS), Marina system (Harbour Assist) and the HR/Payroll system. It is also a requirement that the solution has embedded BI/Analytics capability. The system should provide for mobile capability also. Bidders should note that BHC is open to looking at both ‘On Premise’ and ‘Cloud’ solutions and consideration will be given to these deployment models and the relevant security & other non-functional considerations based on full tender responses.
The new IT solution is anticipated to operate over web-based technologies. The application modules BHC is seeking to acquire and implement include:
Any contract entered into by BHC will be for an initial 5 year period. BHC shall have the option, acting at its discretion, to extend the contract on an annual basis on 5 (five) subsequent occasions of 12 (twelve) months each time, up to a maximum total period of 10 (ten) years.
The costs of responding to this notice and participation in the process shall be borne by each bidder. All discussions and correspondence will be deemed strictly subject to contract until a formal contract is entered into.
BHC reserves the right to require bonds, deposits, guarantees or other forms of undertaking or security to ensure proper contractual performance.
Subject to the status and involvement of the parties, BHC may require the parties to commit to joint and several liability in respect of the contract. Alternatively, BHC may require the lead operator to take total responsibility or a consortium to form a legal entity before entering into any contract.
The conditions applicable to the contract are set out in the Pre-Qualification Questionnaire and tender documents.
This process is being conducted competitively in accordance with the Utilities Contracts Regulations 2016 (as amended). The procedure to be followed for this procurement is the negotiated procedure with a prior call for competition (Regulation 47). Bidders who wish to participate in this procurement are required to provide details of their contact point, together with an email address and telephone number upon downloading the tender documents. Bidders who fail to provide their details to BHC or register in this manner will not receive any clarifications or updated information provided by BHC during the tender process.
All tender submissions and related documents must be submitted via email to tendersfc@belfast-harbour.co.uk. Only tender submissions and related documents submitted via email to tendersfc@belfast-harbour.co.uk will be considered by BHC for the award of the contract.
The costs of responding to this notice and participation in the process (including any and all negotiations) will be borne by each bidder. All discussions and correspondence will be deemed strictly subject to contract until a formal contract is entered into. The formal contract shall not be binding until it has been signed and dated by the duly authorized representatives of both parties.
Subject to a sufficient number of satisfactory responses being received, a maximum of the top 4 ranked bidders will be invited to negotiate following the selection stage of this process, provided that BHC, acting at its discretion, reserves the right to invite less than 4 bidders to negotiate. Where there is a tie for fourth place, all bidders in fourth place will be invited to negotiate. For the purposes of this exercise, a tie for fourth place is deemed to occur where two or more bidders have identical scores.
BHC will incorporate a minimum 10 calendar day standstill period at the point information on the award of contract is communicated to all bidders. The standstill period provides time for unsuccessful bidders to challenge the award decision before the contract is entered into. The Utilities Contracts Regulations 2016 (as amended) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (Northern Ireland).

Eligibility requirements: As specified in the Pre-Qualification Questionnaire

Award value: 1500000