Reseller and Implementer Services for Microsoft Dynamics 365 Business Central Finance Management System

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 procurement seeks a supplier to provide, implement, and support a Microsoft Dynamics 365 Business Central Finance Management System (FMS). The contract duration is for an initial term of 5 years, with potential extensions of up to 2 years. The estimated value for the services over the full potential term is €785,000 (excluding VAT).

The scope of services includes:

• System Provision: Acting as a reseller for Microsoft Dynamics 365 Business Central.
• Implementation:
• Configuring and deploying the FMS to meet Co-operative Housing Ireland's (CHI) specific requirements.
• Delivering out-of-the-box features as outlined in Appendix 7 – Tab A. Standard Requirements.
• Implementing all specified "Red Line Requirements."
• Developing a detailed implementation timeline and delivery model.
• Managing data migration from existing systems.
• Support and Maintenance:
• Providing ongoing support for the implemented FMS.
• Ensuring the system is cloud-hosted and meets ISO27001 standards.
• Facilitating reporting capabilities, including the ability to select rounding to nearest €1000 for summarised reporting.
• Generating alerts 90, 60, and 30 days before specific dates (e.g., loan interest payments).
• Maintaining master "static" information for loan numbers with lookup facilities.
• Supporting SEPA, ISO 20022, and the recording of payment lifecycle statuses.
• Generating bank-compatible SEPA or ISO 20022 files or API submissions.
• Implementing segregation-of-duties rules.
• Specific Functional Requirements:
• Managing 390 nominal codes, with a plan to reduce this number using dimensions.
• Generating General Ledger code lists showing account number and description, sortable by account segments.
• Tracking fixed assets, including asset number and description.
• Processing approximately 47,000 transactions between 2009 and 2018 (historical context).
• Importing bank statements into the FMS, with an estimated 528 statements annually (44 accounts x 12 months).
• Managing supplier records, including account number, payment date, name, and address.
• Identifying payments made more than 30 days (or individual supplier term) after invoice.
• Allocating expenditure to configurable ageing bands, including current, 1–30 days, and older periods, with totals reconciling to the general ledger.
• Omitting debtors with no transactions in the last 18 months from reports, unless outstanding balances exist.
• Suspending supplier accounts with no activity for the previous 18 months.
• Handling manager escalations for unapproved invoices after 5 days.
• Calculating interest and principal payments over 3, 6, or 12 monthly bases.

3. Background & buyer context

Co-operative Housing Ireland (CHI) is procuring a new Finance Management System (FMS) based on Microsoft Dynamics 365 Business Central. This retender follows a previous procurement (CHI/0002/2026). The initiative aligns with a broader strategy to modernise financial operations and improve efficiency within the organisation. The procurement is conducted under an open procedure, indicating a desire to attract a wide range of potential suppliers. CHI aims to encourage participation from Small and Medium Enterprises (SMEs) and encourages larger enterprises to include SMEs in their proposals.

4. Eligibility & selection criteria

• Turnover requirement: Minimum average annual turnover of €1,500,000 for the most recent financial year. If the company was established within the last 12 months, this requirement is adjusted pro rata.
• Insurance:
• Employer’s Liability: €12.7m any one claim or series of claims arising out of a single occurrence.
• Public Liability: €6.5m any one claim or series of claims arising out of a single occurrence.
• Product Liability: Indemnity limits up to €1m.
• Professional Liability: €1,000,000.
• Cyber Liability: €1,000,000.
• Certifications: Microsoft Business Partner (Business Applications - Small and Midsize Business Management or equivalent).
• Past experience: Evidence of two (2) successfully delivered Microsoft Dynamics 365 Business Central Finance Management System contracts of comparable value, scope, nature, and complexity, completed within the last three (3) years. At least one contract must have been with an Approved Housing Body (AHB), local authority (LA), government department, registered charity, or equivalent social housing/community housing body.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: The system must be a fully (EEA located) Cloud hosted solution.

5. Award criteria & scoring

The contract will be awarded on the basis of the most economically advantageous tender (MEAT). The total weighting for Price is 60%. The specific scoring for Price is not detailed in the provided text, but it is the highest weighted criterion.

6. Submission requirements

• Method statement / response document: Tenderers must complete the European Single Procurement Document (ESPD). Tenderers must also complete sections in the Tender Response Document as specified (e.g., Part A.6 for Accreditation/Certification, Part A.9 for Standard Functionality, Part A.10 for Red Line Requirements).
• CVs: Not specified for this tender.
• Pricing schedule: All Tenderers must complete the Pricing Schedule at Appendix 2. Prices must be all-inclusive, in Euro, and exclusive of VAT. VAT rate(s) should be indicated separately.
• Case studies: Evidence of two (2) successfully delivered Microsoft Dynamics 365 Business Central Finance Management System contracts within the last three (3) years, with at least one with an AHB, LA, government department, registered charity, or equivalent.
• Declarations:
• European Single Procurement Document (ESPD).
• Tenderer’s Statement (Appendix 3), signed and scanned.
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via email to [email protected].

7. Key dates & process

8. Contract terms that matter

• Term: 5 years, with an option to extend for periods up to 2 years (maximum of five extensions).
• Payment terms: Not specified beyond general reference to Appendix 5 (Contract).
• Key SLAs/KPIs: Not detailed in the provided text.
• Liquidated damages or penalty regimes: Not specified.
• Termination clauses: Not detailed.
• IP ownership: Not specified.
• Sub-contracting rules: The successful Tenderer must designate a single entity as the Prime Contractor responsible for the Contract, irrespective of subcontracting. Subcontractors must submit a separate ESPD if the Tenderer relies on their capacity.
• Parent-company guarantee or bond requirements: Not specified.

9. Risks, red flags & unusuals

• Retender: This is a retender, suggesting potential issues with the previous procurement or incumbent.
• Tight Clarification Deadline: The clarification deadline (16th September 2026) is before the RFT issue date (27th September 2026), which is an anomaly. This is likely a typo in the provided text and should be verified against the actual tender documents.
• Email Submission: Submission via email only ([email protected]) is less common for large public tenders and may present logistical challenges or risks of missed submissions if not managed carefully.
• Price Weighting: The high weighting of 60% for Price suggests a strong emphasis on cost in the award decision.
• Specific Experience: The requirement for one of the two reference contracts to be with an AHB, LA, government department, registered charity, or equivalent social housing/community housing body narrows the pool of eligible experienced bidders.

10. SME fit assessment

This tender is structured to be accessible to SMEs, with encouragement for larger enterprises to include SMEs in their proposals. A credible bidder would likely be a Microsoft Dynamics 365 Business Central reseller and implementation partner with a proven track record in finance management systems. The turnover requirement of €1.5m suggests a business of moderate size. The specific experience requirement with social housing or charity sectors is a key differentiator. Consortiums or subcontracting are permitted, allowing smaller firms to partner to meet requirements. The bid preparation effort would be moderate, involving detailed responses to functional requirements, experience validation, and pricing. The high price weighting may favour larger, more cost-efficient providers, but a well-structured SME proposal focusing on value and specific sector experience could be competitive.

11. Where to dig deeper

• Source RFT filename: Request For Tender - Finance Management System.docx
• eTenders CFT ID: Not specified in the provided text.
• Contact email or clarification portal: Messaging facility on www.etenders.gov.ie
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Contract