Provision of Finance Software

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The Irish Museum of Modern Art (IMMA) seeks a contractor for the implementation and maintenance of a finance software system. The system will support IMMA's financial operations, including general ledger, debtors and creditors ledgers, and associated reporting. The software may require moderate customisation to meet IMMA's specific needs.

• General Ledger: Implementation of a general ledger system.
• Debtors and Creditors Ledgers: Management of sales and purchase invoices.
• Reporting: Generation of management accounts and financial reports.
• Project Codes: Use of project codes with sub-analysis codes.
• Journal Functionality: Includes a correction facility and Excel upload template.
• VAT Recovery: Partial VAT recovery functionality.
• Bank Reconciliation: Import and reconciliation of bank statements.
• Credit Card Reconciliation: Import and reconciliation of credit card statements.
• Excel Integration: Budget uploads and report exports.
• Sales Invoices: Generation of approximately 600 invoices annually.
• Purchase Invoices: Processing of approximately 5,000 invoices annually using OCR recognition software.
• Approval Process: Segregated approval process for purchases.
• Employee Expenses: Processing and approval functionality.
• User Base: System to support four registered users.

3. Background & buyer context

The procurement of a new finance software system by IMMA is driven by the need to enhance financial management and reporting capabilities. IMMA, a single-entity company limited by guarantee, does not currently use multi-currency, procurement control, fixed asset registers, or inventory control within its finance software. The strategic aim is to streamline financial processes and improve efficiency, aligning with IMMA's operational goals. The incumbent system's limitations necessitate this upgrade to better support financial operations and reporting.

4. Eligibility & selection criteria

• Turnover requirement: not specified for this tender.
• Insurance: not specified for this tender.
• Certifications: not specified for this tender.
• Past experience: not specified for this tender.
• Personnel: not specified for this tender.
• Geographic / facility constraints: not specified for this tender.

5. Award criteria & scoring

The price/quality split follows the MEAT (Most Economically Advantageous Tender) principle. Specific scoring thresholds are not disclosed.

6. Submission requirements

• Method statement / response document: not specified.
• CVs: not specified.
• Pricing schedule: not specified.
• Case studies: not specified.
• Declarations: not specified.
• Mandatory site visit: not specified.
• Submission portal: eTenders, specific format rules not stated.

7. Key dates & process

8. Contract terms that matter

The contract terms, including term and extension structure, payment terms, key SLAs/KPIs, liquidated damages, termination clauses, IP ownership, sub-contracting rules, and parent-company guarantee or bond requirements, are not specified in the provided documents.

9. Risks, red flags & unusuals

The tender documents do not specify any atypical clauses or concerns. However, the lack of detailed eligibility criteria and award scoring may indicate a broad scope for interpretation, potentially favouring incumbents familiar with IMMA's operations. The absence of specified contract terms and conditions could pose risks related to project execution and compliance.

10. SME fit assessment

This tender appears open to small and medium-sized enterprises (SMEs) with expertise in finance software implementation and maintenance. The absence of specific turnover or certification requirements suggests accessibility for smaller firms. Consortium or sub-contracting arrangements are not mentioned, implying a direct bid approach. Bid preparation effort is likely moderate, given the need for a tailored software solution. The lack of detailed incumbent information suggests a potentially open competition, although familiarity with IMMA's existing systems may be advantageous.

11. Where to dig deeper

• Source RFT filename(s): not specified.
• eTenders CFT ID: not specified.
• Contact email or clarification portal: not specified.
• Important attachments: not specified.