Request for Tenders for the provision of 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 contract involves the provision, implementation, and ongoing support of a Finance Management System (FMS) based on Microsoft Dynamics 365 Business Central. The contractor will be responsible for delivering a comprehensive solution that meets the operational needs of Co-operative Housing Ireland (CHI).

Key activities include:

• System Provisioning: Supply of Microsoft Dynamics 365 Business Central software tailored for finance management.
• Implementation: Installation and configuration of the system to align with CHI’s financial workflows.
• Training: Conduct training sessions for CHI staff to ensure effective use of the system.
• Support Services: Provide ongoing technical support and system maintenance throughout the contract term.
• Integration: Ensure seamless integration with existing systems and data migration from legacy systems.
• Reporting: Develop customized reporting tools to meet specific financial reporting requirements.
• Compliance: Ensure that the system adheres to relevant regulatory and compliance standards.

The contractor must demonstrate experience in similar projects, particularly in the housing or finance sectors, and must be able to provide evidence of successful implementations of comparable scale and complexity.

3. Background & buyer context

This tender is being issued as part of Co-operative Housing Ireland's initiative to modernize its financial management processes. The procurement aligns with CHI's strategic goals to enhance operational efficiency and improve financial reporting capabilities. The organization has historically relied on outdated systems that do not meet current operational demands. The decision to procure a new Finance Management System is driven by the need for improved data management, reporting accuracy, and compliance with evolving financial regulations.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €1,500,000 for the most recent financial year.
• Insurance:
• Employer’s Liability: €12.7m any one claim.
• Public Liability: €6.5m any one claim.
• Product Liability: €1,000,000.
• Professional Indemnity: €1,000,000.
• Cyber Liability: €1,000,000.
• Certifications: Not specified for this tender.
• Past experience: Bidders must demonstrate experience in a minimum of 3 comparable projects within the last 5 years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must provide documentation to demonstrate compliance with these requirements.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the best balance of price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, with a maximum of 20 pages.
• CVs: Include CVs for key personnel, limited to 2 pages each.
• Pricing schedule: Complete the pricing template provided in Appendix 2.
• Case studies: Provide 3 case studies of similar projects, with values ranging from €100,000 to €500,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via email to [email protected] in PDF format.

7. Key dates & process

8. Contract terms that matter

The contract will have a term of 5 years, with the possibility of extending for up to 2 additional years. Key terms include:

• Payment terms: Payments will be made within 30 days of receipt of invoice.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: The contract may be terminated for non-compliance or failure to meet service levels.
• IP ownership: All intellectual property developed during the contract will remain with CHI.
• Sub-contracting rules: Sub-contracting is permitted but must be disclosed in the tender submission.

9. Risks, red flags & unusuals

Potential risks associated with this tender include:

• The turnover requirement of €1,500,000 may limit participation to larger firms, potentially excluding capable SMEs.
• The absence of specified SLAs/KPIs may lead to ambiguity in performance expectations.
• The lack of a mandatory site visit could hinder bidders' understanding of CHI's operational environment, impacting proposal quality.

10. SME fit assessment

This tender is suitable for medium-sized enterprises with experience in finance management systems, particularly those familiar with Microsoft Dynamics 365.

• Credible bidders: Firms with a minimum turnover of €1,500,000 and relevant project experience.
• Consortium/sub-contracting: Allowed, enabling smaller firms to collaborate with larger entities.
• Indicative bid-prep effort: Approximately 10-15 days, considering documentation and proposal preparation.
• Pwin signal: The presence of a defined turnover threshold may indicate a competitive landscape, but the absence of an incumbent may provide opportunities for new entrants.

11. Where to dig deeper

• Source RFT filename: Request For Tender - Finance Management System.docx
• eTenders CFT ID: Not specified
• Contact email: [email protected]
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 5 — Contract Terms