EGTI2501 Enterprise Resource Planning (ERP) Platform and associated implementation partner support services (Project Prime)

{
  "buyer": {
    "id": "GB-COH-NI033250",
    "name": "ENERGIA GROUP NI HOLDINGS LIMITED"
  },
  "date": "2025-04-09T09:34:35+01:00",
  "id": "013835-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-04ff48",
  "parties": [
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      "additionalIdentifiers": [
        {
          "id": "PDPH-4346-JGHQ",
          "scheme": "GB-PPON"
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      ],
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Belfast",
        "postalCode": "BT9 5NF",
        "region": "UKN06",
        "streetAddress": "Greenwood House, 64 Newforge Lane"
      },
      "contactPoint": {
        "email": "procurement@energiagroup.com"
      },
      "details": {
        "classifications": [
          {
            "description": "Private utility",
            "id": "privateUtility",
            "scheme": "UK_CA_TYPE"
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          {
            "description": "Northern Irish devolved regulations apply",
            "id": "GB-NIR",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS"
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      },
      "id": "GB-COH-NI033250",
      "identifier": {
        "id": "NI033250",
        "scheme": "GB-COH"
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      "name": "ENERGIA GROUP NI HOLDINGS LIMITED",
      "roles": [
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  "tender": {
    "aboveThreshold": true,
    "amendments": [
      {
        "description": "The overview of requirement has been updated.",
        "id": "013835-2025"
      }
    ],
    "awardPeriod": {
      "endDate": "2025-10-31T23:59:59Z"
    },
    "description": "PROJECT OVERVIEW \nThe Supplier is responsible for the management and integrity of their enterprise and Associated/Connected person(s) by ensuring they can fully deliver the Requirement and have submitted a bona fide competitive tender response.\nAs part of Energia\u0027s Financial Systems Strategy a review of its financial systems has been undertaken with a decision to replace our core financial system SAP ECC6. \nThe procurement will encompass a systems Solution, implementation partner and support services. \nOur core financial system is SAP ECC6 (Financial Management) which runs our day-to-day financial operations and is supported by Process Director (Invoice workflows) and SRM (PO management) in order to manage the full Procure to Pay process.\nSAP currently integrates with over 12 business systems with critical systems not limited to Maximo (Asset and inventory Management) C2M (Customer Billing) and Endur (Market Data) which will be maintained.  \nOur objective is to simplify our systems landscape by procuring a fully integrated ERP, SaaS platform (via single sign on) (\"the System\") which the group can deploy through modular based implementations.  \nThe system should encompass the below functionality with the ability to \"add on\" additional modules / functionality such as planning and sustainability reporting, when required in a phased manner.  \nThe implementation of the modules will be prioritised based on our business needs at implementation phase and based on the implementation strategy agreed with the vendor. \n1.\tFinancial Management - we require a system solution for the recording and reporting of all financial transactions to include group consolidation.  Reporting should have drill down capability to source data across all modules with dashboarding features.\n\u2022\tGeneral Ledger\t\n\u2022\tAccounts Receivable \n\u2022\tAccounts Payable\n-\tSupplier Portal\n-\tRequisitioning, Purchase ordering and Receipting \n\u2022\tFixed Assets\n\u2022\tCash Management\n\u2022\tGroup Consolidation \n\u2022\tReporting across all ledgers \n2.\tExpense Management - will be utilised for employee expense claim submissions and should have seamless transactions with the General ledger. \n3.\tInventory Management - Partial deployment of inventory management may be required to ensure financial transactions relating to stock are captured. \n-\tIntegration with core stock system \n-\tStock Price master data\n-\tStock Valuations \n4.\tVendor and Contract Management - Will be the source to store and maintain contractual documents and assist with managing key performance indicators (KPIs) and other contractual obligations. It should provide a systematic approach to contract management, reporting capability and statistics to be readily visible and accessible.  \n\u2022\tInternal and external facing system\n\u2022\tStoring of key contracts \n\u2022\tWorkflow and notifications to internal and external parties \n\u2022\tKPI Reporting \n\u2022\tAudit Controls \n5.\tGeneral - The system should have enhanced Data-tagging capabilities, workflow of approvals and ability for users to easily create their own reports and dashboards as well as appropriate auditable administrative processes and in-built segregation of duties within roles across all modules and are also considered a must have for the application.\nIn addition, we require an experienced partner for SAAS Systems Implementation and ongoing support to assist Energia in the configuration and deployment of the solution. They should be on the list of \"preferred partners\" for the technology being deployed with a proven track record of delivery a project of this scale. They should be experienced with dealing with multiple stakeholders from across a range of functions to support the internal team on key decisions or issues as they arise. \nTheir experience should enable them to provide insights to any transformational opportunities not identified by the internal project team while ensuring the system is set up as a \"best in class\" tool for finance.  \nDocumentation of the system processes and associated training is a key requirement for full delivery of the project\nOngoing support services will also be required by the supplier over the lifetime of the contract, acting as the link between Energia and System Provider to include:\n\u2022\tHelpdesk availability\n\u2022\tProblem Management Processes\n\u2022\tMaintaining technical documentation for Energia use\n\u2022\tManage the Release Management Process including testing.\nThe above is for information purposes only to provide background information to the project. Scoring is based on the information required in Part 4, Annex 3, with emphasis on the Vendors experience in the below areas. \n\u2022\tDelivery, Implementation and Support of a Multi Module SaaS System including financial management, expense management, vendor and contract management and inventory \n\u2022\tDevelopment of system integrations and best practices around two-way integration between systems which support market system interfaces for critical business processes  \n\u2022\tSupport the development of a Finance Data Model in line with system solution and guidance on Data Migration cycles.  Support on Complex Data Mapping and guide on data archiving and storage solution options to support the data migration cycles. \n\u2022\t Demonstrate understanding of full consolidation of accounts to include complex cashflow treatments in line with accounting standards (IFRS \u0026 GAAP)\nFull functional and non-functional requirements will be provided at the CFP stage.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "documentType": "biddingDocuments",
        "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document",
        "id": "A-555",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-555"
      },
      {
        "datePublished": "2025-04-09T09:34:35+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "013835-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/013835-2025"
      }
    ],
    "expressionOfInterestDeadline": "2025-05-06T12:00:00+01:00",
    "id": "EGTI2501",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Enterprise resource planning software package",
            "id": "48451000",
            "scheme": "CPV"
          },
          {
            "description": "Financial information systems",
            "id": "48812000",
            "scheme": "CPV"
          },
          {
            "description": "IT services: consulting, software development, Internet and support",
            "id": "72000000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKN"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "name": "Technical",
              "numbers": [
                {
                  "number": 75,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Legal",
              "numbers": [
                {
                  "number": 5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Cost",
              "numbers": [
                {
                  "number": 20,
                  "weight": "percentageExact"
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              ],
              "type": "cost"
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        },
        "contractPeriod": {
          "endDate": "2030-12-31T23:59:59Z",
          "maxExtentDate": "2033-12-31T23:59:59Z",
          "startDate": "2026-01-01T00:00:00Z"
        },
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "The contract will be awarded for an initial contract period of 5 years with an option to extend for a further 3 years subject to annual review."
        },
        "secondStage": {
          "maximumCandidates": 5,
          "minimumCandidates": 1
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "Those Suppliers that submit a complete and compliant response, will have their response assessed against the criteria stated in Annex 3 - COP Assessment and Supplier Response. The Supplier must commit in their response that they are able to meet the criteria.\nEnergia will use Stage 2 to confirm that neither the Supplier, nor any related persons within its corporate group, associate persons relied on to meet the COP or sub-contractors are listed on the Cabinet Office debarment list. If any such entities are on the debarment list, Energia will consider its obligations under the Act.\nIt is envisaged that Energia will shortlist up to 5 Suppliers to the CFP stage. However, this will be at Energia\u0027s discretion and should the quality of the responses suggest a greater competition then Energia may shortlist more than the number stated above.\nSuppliers must note that there is a requirement to achieve a minimum score of 60% of the score available for Stage One - Item 4, Supplier Experience.\nAny Supplier who fails to achieve the minimum scoring requirements will not be eligible for further consideration and therefore will not move to the next stage of the procurement process.",
              "forReduction": true
            }
          ]
        },
        "status": "active",
        "value": {
          "amountGross": 7000000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "STAGE 1 - COMPLETENESS / COMPLIANCE CHECK\nResponses will be subjected to a check to ensure that the Supplier has provided a complete and compliant response to all questions and requirements requested. Failure to submit a complete/compliant response may result in the Supplier being excluded from the process.\nSTAGE 2 - CONDITIONS OF PARTICIPATION\nThose Suppliers that submit a complete and compliant response, will have their response assessed against the criteria stated in Annex 3 - COP Assessment and Supplier Response. The Supplier must commit in their response that they are able to meet the criteria.\nEnergia will use Stage 2 to confirm that neither the Supplier, nor any related persons within its corporate group, associate persons relied on to meet the COP or sub-contractors are listed on the Cabinet Office debarment list. If any such entities are on the debarment list, Energia will consider its obligations under the Act.\nIt is envisaged that Energia will shortlist up to 5 Suppliers to the CFP stage. However, this will be at Energia\u0027s discretion and should the quality of the responses suggest a greater competition then Energia may shortlist more than the number stated above.\nSuppliers must note that there is a requirement to achieve a minimum score of 60% of the score available for Stage One - Item 4, Supplier Experience.\nAny Supplier who fails to achieve the minimum scoring requirements will not be eligible for further consideration and therefore will not move to the next stage of the procurement process.\nSTAGE 3 - INVITATION TO SUBMIT INITIAL TENDERS SUBMISSIONS\nShortlisted Suppliers will receive an invitation to tender from Energia requesting them to submit an initial tender response. The initial tender response will be assessed for the purpose to reduce the number of Suppliers invited to participate in dialogue/negotiation and/or inform the content/agenda for dialogue/negotiations.\nThis stage will include\n1.\trepeating the process outlined in Stage 2 to comply with the Act debarment list obligations.\n2.\tan assessment of the initial tenders against the criteria outlined in Annex 3 - COP Assessment and Supplier Response.\n3.\tfollowing assessment of the initial tenders, Suppliers will be selected to participate in the negotiation/dialogue stage as set out below in stage 4.\n4.\tonce the assessment is concluded, Suppliers will be notified in whether they have been invited to participate in Stage 4.\nEnergia reserve the right to award the contract to the preferred supplier based on the assessment of their initial tender without undertaking any negotiation or dialogue which may have been intended to be part of the process at the start of the CFP.\nSTAGE 4 - INVITATION TO PARTICIPATE IN DIALOGUE/ TO NEGOTIATE\nShortlisted Suppliers will receive an invitation from Energia to participate in dialogue/negotiate meetings. This invitation will describe how the dialogue/negotiation will be conducted, including the location and proposed dates for the relevant meetings.\nThis stage will include\n1.\tproviding any new information made available to Suppliers\n2.\tany relevant stages within the process\n3.\tconclusion around the closure of the dialogue and/or negotiations.\nSTAGE 5 - INVITATION TO SUBMIT FINAL TENDERS\nFinal tenders will be submitted as per the below timetable.\nEnergia will confirm that neither the Supplier, nor any related persons within its corporate group, associate persons relied on to meet the COP or sub-contractors are listed on the Cabinet Office debarment list. If any such entities are on the debarment list, Energia will consider its obligations under the Act.\nA clarification demonstration may also form part of this stage of the process before a preferred supplier is selected.\nThe contract will be awarded to the Supplier that submits to Energia the MAT.  A maximum of 100 marks will be available in the scoring of submissions.  Where a Suppliers scores below an unacceptable score in any criteria, Energia will reserve the right to consider the Suppliers response as non-compliant and they may be removed from the procurement process.\nOnce the assessment is concluded, Suppliers that submitted a final tender will be notified of the tender outcome and Energia will publish the Contract Notice on the CDP. This will commence the mandatory standstill period.\nSTAGE 6 - PREFERRED SUPPLIER STAGE\nThis stage will commence once a preferred supplier has been identified, approved and if the mandatory standstill period has ended without interruption. This stage will allow for clarification or confirmation of commitments made during the process. Post tender negotiations with the preferred Supplier can commence during this stage if required."
    },
    "procurementMethod": "selective",
    "procurementMethodDetails": "Competitive flexible procedure",
    "specialRegime": [
      "utilities"
    ],
    "status": "active",
    "submissionMethodDetails": "https://procurement.energiagroup.com/\nPlease fully read the attached Conditions of Participation document and embedded Annexes. Any Supplier wishing to be set up on the Procurement Portal (Project Fusion) to submit a Response must email Procurement@Energiagroup.com , with the following details:\u202f\nSupplier Company Name:\u202f\nSupplier Address:\u202f\nPrimary Contact Name:\u202f\nPrimary Contact Email Address:\u202f\nPrimary Contact Telephone Number:\u202f\nSecondary Contact Name:\u202f\nSecondary Contact Email Address:\u202f\nSecondary Contact Telephone Number:\u202f\nSuppliers must advise Energia Group of any updated contact details during the procurement process. On receipt of an e-mail notifying Energia Group that a Supplier wishes to submit a Response, Energia Group will issue access and log-in details to the electronic portal which is to be used for the submission of Responses. Note that e-mails must be no bigger than 20MB in size - any messages bigger than this will be rejected by Energia Group\u0027s e-mail infrastructure. Responses submitted by email will not be accepted.\u202f",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "title": "EGTI2501 Enterprise Resource Planning (ERP) Platform and associated implementation partner support services  (Project Prime)",
    "value": {
      "amountGross": 7000000,
      "currency": "GBP"
    }
  }
}