Enterprise Asset Management Program Procurement

{
  "buyer": {
    "id": "GB-PPON-PGGW-7911-WZGZ",
    "name": "Belfast Harbour"
  },
  "date": "2025-08-01T09:32:52+01:00",
  "id": "045038-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-05531b",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Belfast",
        "postalCode": "BT1 3AL",
        "region": "UKN06",
        "streetAddress": "Harbour Office, Corporation Square"
      },
      "contactPoint": {
        "email": "ppa.procurement@belfast-harbour.co.uk"
      },
      "details": {
        "classifications": [
          {
            "description": "Public undertaking",
            "id": "publicUndertaking",
            "scheme": "UK_CA_TYPE"
          },
          {
            "description": "Northern Irish devolved regulations apply",
            "id": "GB-NIR",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS"
          }
        ]
      },
      "id": "GB-PPON-PGGW-7911-WZGZ",
      "identifier": {
        "id": "PGGW-7911-WZGZ",
        "scheme": "GB-PPON"
      },
      "name": "Belfast Harbour",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tenderUpdate"
  ],
  "tender": {
    "aboveThreshold": true,
    "amendments": [
      {
        "description": "Please be advised that the deadline for submitting Requests to Participate has been extended to 12:00 pm on 8 August 2025.",
        "id": "045038-2025"
      }
    ],
    "awardPeriod": {
      "endDate": "2025-09-30T23:59:59+01:00"
    },
    "contractTerms": {
      "financialTerms": "Payment terms will be set out in the contract.\nThe contract value stated above includes all potential contract extensions. The total value therefore represents the upper end of BHC\u0027s best estimate of the total potential value of the contract.\nBidders should note that:\n\u2022\tBHC reserves the right to require bonds, deposits, guarantees or other forms of security to ensure proper contractual performance. The financial capacity Conditions of Participation for this tender process (as set out in the Pre-Qualification Questionnaire) also set out specific requirements in this regard.\n\u2022\tSubject 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."
    },
    "coveredBy": [
      "GPA",
      "CPTPP"
    ],
    "description": "Belfast Harbour Commissioners (BHC) is seeking requests to participate from suppliers who are interested in tendering for supply of an Enterprise Asset Management solution (and associated services) to BHC, with integration to BHC\u0027s existing finance and procurement system. The solution should include functionality to support Inventory Management, Asset Management and maintenance with integration to BHC\u0027s Oracle Fusion ERP system. With the potential to extend capabilities to additional areas in the future.\nThe scope of services should cover the full project life cycle, including Design \u003e Build \u003e Test \u003e Train \u003e Release, followed by post go-live support and maintenance.\nOnly cloud-based Software as a Service (SaaS) solutions will be considered. The solution must be hosted in a recognised cloud environment and fully managed by the successful supplier. The solution:\n\u2022\tmust include the following core functionality:\no\tasset management;\no\tasset maintenance;\no\tinventory/warehouse management; and\no\tcapability to integrate with Oracle Fusion.\n\u2022\tshould include mobile capabilities.\n\u2022\tshould include reporting / BI capabilities.\n\u2022\tshould include other integration capabilities.\nThe solution must integrate with BHC\u0027s Oracle Fusion ERP system.\nThe services to be procured under this tender will be the following:\n1.\tSystems Integration (SI) Services.\n2.\tThe Information Technology (IT) Technical Solution(s) (along with licences or cloud subscriptions)",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "description": "List of associated tender documents is provided in the Pre-Qualification Questionnaire, which is available at\nhttps://www.belfast-harbour.co.uk/corporate/tenders\nBHC EAM Programme PQQ _ Full Pack",
        "documentType": "biddingDocuments",
        "id": "L-1",
        "url": "https://www.belfast-harbour.co.uk/corporate/tenders/"
      },
      {
        "datePublished": "2025-08-01T09:32:52+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "045038-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/045038-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-07-18T17:00:00+01:00"
    },
    "expressionOfInterestDeadline": "2025-08-08T12:00:00+01:00",
    "id": "ocds-h6vhtk-05531b",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Software package and information systems",
            "id": "48000000",
            "scheme": "CPV"
          },
          {
            "description": "Software programming and consultancy services",
            "id": "72200000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKN06"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "As per tender documentation\nPlease note that further criterion and sub-weightings will be detailed in the ITN documentation",
              "name": "Quality",
              "numbers": [
                {
                  "number": 70,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "As per tender documentation\nPlease note that further criterion and sub-weightings will be detailed in the ITN documentation",
              "name": "Price",
              "numbers": [
                {
                  "number": 30,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2035-10-31T23:59:59Z",
          "startDate": "2025-11-01T00:00:00Z"
        },
        "id": "1",
        "secondStage": {
          "maximumCandidates": 4
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "Conditions of Participation are as stated in the Pre-Qualification Questionnaire.",
              "type": "economic"
            },
            {
              "description": "Conditions of Participation are as stated in the Pre-Qualification Questionnaire.",
              "type": "technical"
            },
            {
              "description": "Subject to a sufficient number of compliant responses being received, BHC intends (according to the process described in the Pre-Qualification Questionnaire) to invite a maximum of the 4 highest scoring Bidders, following evaluation of PQQ responses, to the ITN stage of the 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 4th place, all Bidders in 4th place will be invited to negotiate. For the purposes of this exercise, a tie for 4th place is deemed to occur where two or more Bidders have identical scores.",
              "forReduction": true
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "value": {
          "amount": 1450000,
          "amountGross": 1740000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "It is anticipated that the tender process will proceed through the following stages:\n1. Tender Notice published and pre-qualification documentation made available.\n2. Pre-Qualification responses evaluated and shortlist of Bidders selected.\n3. Invitation to Negotiate and associated documents issued to shortlisted Bidders.\n4. Tender submissions evaluated.\n5. Optional BAFO stage.\n6. BAFO submissions (if requested) evaluated.\n7. Issue assessment summaries and publish contract award notice\n8. Standstill period\n9. Contract award finalised\nBHC reserves the right at any time to:\n\u2022 Reject any or all responses and to cancel or withdraw from this tender process at any time;\n\u2022 Award a contract without prior notice;\n\u2022 Change the basis of, the procedures and timescales set out or referred to within the tender documents;\n\u2022 Require a Bidder to clarify any submissions in writing and/or to provide additional information.\nThe costs of responding to this notice and participation in this process 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 authorised representatives of both parties.\nIf at any time during the tender process or post award it comes to the attention of BHC (by whatever means) that a supplier has become \u0027excluded\u0027 or \u0027excludable\u0027 (as defined by section 57 of the Procurement Act 2023) BHC, after complying with its obligations under the Procurement Act 2023, reserves the right to exclude that supplier from the procurement process or terminate any contract awarded to that supplier.\nBidders are advised that BHC has appointed certain independent professional services firms to act on its behalf in relation to this procurement process, as named in the Pre-Qualification Questionnaire. Given these parties\u0027 prior involvement in the preparation for and/or during the procurement process, none of these parties may be part of a Bidder\u0027s team or advisors in relation to this procurement process. Bidders must not contact these parties, directly or indirectly, with a view to obtaining information in relation to this procurement process.\nAll requests for clarification must be submitted strictly in accordance with the clarification procedure set out in the PQQ document."
    },
    "procurementMethod": "selective",
    "procurementMethodDetails": "Competitive flexible procedure",
    "specialRegime": [
      "utilities"
    ],
    "status": "active",
    "submissionMethodDetails": "Requests to participate (i.e. completed Pre-Qualification Questionnaires) must be submitted by email to tendersfc@belfast-harbour.co.uk in accordance with the instructions specified in the Pre-Qualification Questionnaire.\nThe pre-qualification documents are available for unrestricted and full direct access, free of charge at https://www.belfast-harbour.co.uk/corporate/tenders\nBidders who wish to participate in this tender process will be required to provide their contact details before downloading the pre-qualification 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.\nBidders are advised not to include marketing information, brochures or links to other documents within their Pre-Qualification Questionnaire responses. Emails which contain suspicious contents or links to third party servers or websites may be quarantined or rejected by the BHC email filtering systems.\nIt is the Bidder\u0027s responsibility to ensure that a delivery receipt is received for Pre-Qualification Questionnaire submissions. BHC does not accept any responsibility for the premature opening or mishandling of PQQ documents that are not submitted in accordance with these instructions.\nBidders should note that the insurance requirements originally specified by BHC in the pre-qualification documents have been amended and a revised Form B has been made available at the weblink specified. Bidders must review, complete and return this updated Form B as part of their PQQ response.\"",
    "submissionTerms": {
      "electronicSubmissionPolicy": "notAllowed",
      "languages": [
        "en"
      ]
    },
    "title": "Enterprise Asset Management Program Procurement",
    "value": {
      "amount": 1450000,
      "amountGross": 1740000,
      "currency": "GBP"
    }
  }
}