UK

Prior information notice

Information

Published

Expire date: 22/09/2023

External Reference: 2023-569339

FTS Reference: 2023-025252

Prior information notice

Prior information notice

Supplies

This notice is for prior information only

Section I: Contracting authority

I.1)

Name and addresses

Royal Berkshire Fire Authority
VAT gb 642 4620 56
Newsham Court
Reading
RG31 7SD
UK
Contact person: Shuvham Bhandari
Telephone: +44 11899384739
E-mail: bhandaris@rbfrs.co.uk
NUTS code:  UKJ1 -  Berkshire, Buckinghamshire and Oxfordshire
Internet address(es):
Main address: http://www.rbfrs.co.uk
Address of the buyer profile: https://uk.eu-supply.com/ctm/Company/CompanyInformation/Index/71935

I.3)

Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at:  
https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=72343&B=BLUELIGHT
Additional information can be obtained from
the abovementioned address:  
I.4)

Type of the contracting authority

Regional or local agency/office
I.5)

Main activity

General public services

Section II: Object

II.1)

Scope of the procurement

II.1.1)

Title

Finance Accounting System
Reference number:  1359
II.1.2)

Main CPV code

48444000  -  Accounting system
II.1.3)

Type of contract

Supplies
II.1.4)

Short description

This procurement seeks to implement a one transparent, integrated, intuitive accounting system for account payable invoice processing, raising customer invoices, making supplier BACS payments, cash management, General Ledger Journals, AP/AR Journals, raising, authorising and converting requisitions into purchase order, chat of accounts and reporting, credit control/debt chasing, budget management. The system is also used to record customer and supplier data as they are set up on the system to make and receive payments.
II.1.6)

Information about lots

This contract is divided into lots: no
II.2)

Description

II.2.2)

Additional CPV code(s)

48440000  -  Financial analysis and accounting software package
48441000  -  Financial analysis software package
48442000  -  Financial systems software package
48443000  -  Accounting software package
48451000  -  Enterprise resource planning software package
72212442  -  Financial systems software development services
72212451  -  Enterprise resource planning software development services
79210000  -  Accounting and auditing services
II.2.3)

Place of performance

NUTS code:  UKJ1 -  Berkshire, Buckinghamshire and Oxfordshire
Main site or place of performance:  
Berkshire
II.2.4)

Description of the procurement

Royal Berkshire Fire and Rescue Service requires an accounting system to facilitate following tasks: account payable invoice processing, raising customer invoices, making supplier BACS payments, cash management, General Ledger Journals, AP/AR Journals, raising, authorising and converting requisitions into purchase order, chat of accounts and reporting, credit control/debt chasing, budget management. The system is also used to record customer and supplier data as they are set up on the system to make and receive payments.
The following areas are being considered as part of the project. There will be a phased approach and not all the areas will necessarily form part of the final scope.
• Account Payable
• Account Receivable
• BACS
• Cash Management
• Database Manager
• Fixed Assets
• General Ledger
• Inventory Control
• Making Tax Digital
• Sales Order Entry
• Sales Order Processing
• Paperless
• Purchase Order Processing
• Purchase Requisitions
• Report Write
• Data Import
• Budget forecasting and modelling tools
This Prior Information Notice is to inform the market that all RBFRA/RBFRS are planning to undertake a procurement process to implement a solution that will meet the aims of the project as per the Problem Statement attached.
The Authority has also attached a draft specification and feedback questionnaire for you to provide your suggestions and input to help us refine our requirement. Could you please complete and submit the questionnaire and any feedback you have on the specification by 6th October 2023.
The Authority plans to hold a supplier engagement event to present a more detailed over of our project aim and objectives and to seek industry expertise and feedback.
The event is scheduled to take place on 18th, 19th, 21st and 22nd September 2023 starting at 10 am with supplier presentation for 15 minutes followed by a Q&A session.
Full details of the event and all associated communications shall be managed using the messaging service in the BlueLight Portal and any interested suppliers are encouraged to register on to the Portal to ensure that they are notified of any updated. Bookings of individual sessions are handled through Microsoft 365 - Bookings. The link to book individual session for market engagement day can be accessed here: https://outlook.office365.com/owa/calendar/MarketEngagementforAccountingSystem@rbfrs.co.uk/bookings/
II.3)

Estimated date of publication of contract notice:

30/11/2024

Section IV: Procedure

IV.1)

Description

IV.1.8)

Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement : yes
IV.2)

Administrative information

Section VI: Complementary information