This opportunity was cancelled

The buyer cancelled this opportunity, for example because they no longer have the budget. They may publish an updated version later.
The Careers and Enterprise company

CEC Systems Review

8 Incomplete applications

7 SME, 1 large

14 Completed applications

14 SME, 0 large

Important dates

Published
Wednesday 25 November 2020
Deadline for asking questions
Wednesday 2 December 2020 at 11:59pm GMT
Closing date for applications
Wednesday 9 December 2020 at 11:59pm GMT

Overview

Summary of the work
Develop integrations, workflows, dashboards, portals, low code forms and form builder with Single Sign On and data sharing enabled across our HR, finance (including accounting) and procurement systems with the aim of making processes more efficient taking into account the relatively small size of our organisation (<250 staff).
Latest start date
Monday 4 January 2021
Expected contract length
Location
London
Organisation the work is for
The Careers and Enterprise company
Budget range

About the work

Why the work is being done
CEC currently uses different Finance (NetSuite), HR (Sage HR), Procurement (Delta -BIP) and Payroll (3rd party supplier) systems.
These systems are not integrated, and some are complex to use for an SME our size (<250 staff).
The current contracts have varying end dates from August 2021
Problem to be solved
As there is a crossover between the data held on each system, we would like to identify and build integrations, dashboards, workflows, forms with the aim of making processes more efficient, in a cost-effective and proportionate way.
Who the users are and what they need to do
The systems are used by finance (including accounting), procurement and HR colleagues in order to administer their respective functions.
Early market engagement
Any work that’s already been done
Existing team
The successful supplier will work with an IT Project Manager and colleagues who carry out finance, HR and payroll processes.
Current phase
Discovery

Work setup

Address where the work will take place
The team is located in 2-7 Clerkenwell Green, Farringdon, London EC1R 0DE. The team all work mostly remotely now due to the Covid pandemic.
Working arrangements
Mostly remote working during periods of lockdown but may need to come into the office post lockdown
Security clearance

Additional information

Additional terms and conditions

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Essential skills and experience
  • Recent experience of integrating finance, payroll, procurement and HR systems in small organisations (<250 staff)
  • Can communicate effectively to engage the various stakeholders and users of the system in order to elicit the necessary information
  • Must be able to complete the work by 26 March 2021
  • Must provide a SaaS model
  • Must provide ALL fixed, recurring (including support and hosting) and resource (costs) for planning purposes
  • Provide training and support with user adoption
Nice-to-have skills and experience
Previous experience of working with SMEs (< 250)

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • technical solution suitable for an SME our size
  • approach and methodology
  • value for money
  • how the approach or solution meets user needs
Cultural fit criteria
  • Ability to work collaboratively with the project manager and team sharing knowledge and experience to ensure effective outcome
  • Ability to take responsibility for work, resolving problems and being able to adapt quickly to any agreed changes
  • Ability to work with Government, including stakeholders with low technical expertise
Payment approach
Fixed price
Additional assessment methods
Evaluation weighting

Technical competence

30%

Cultural fit

10%

Price

60%

Questions asked by suppliers

1. Can you please provide clarity regarding the SaaS Model requirement
By the SaaS model requirement, we want the Supplier to cater for the entire offering including implementation, hosting, support, maintenance and ongoing development.
2. Please can you advise on the budget for this project?
We would like the market to determine this i.e. based on the feed back Suppliers provide in response to this opportunity.
Please note we are an SME of < 100.
3. Further clarification
In addition to exploring the option of integrating the current systems, CEC is open to exploring new system solutions.
This could come in the form of:
a) One supplier with a fully integrated solution
b) Multiple suppliers meeting part of the functionality (e.g. finance and accounting system, HR system, procurement, etc.) that have proven integration capability.
4. Please can you advise on the budget for this project?
We would like the market to determine this i.e. based on the feedback Suppliers provide in response to this opportunity. Please note we are an SME of < 100
5. Do the CEC run any other technologies such as Microsoft and/or Google for communications? If so please let us know which versions you run on i.e. Windows 10, Office 365 etc?
Dropbox, Survey Monkey, iHasco, Asana, Slack, Mailchimp, Office Suite (office 365), Google Docs, Zoom, Windows
6. Are the processes mapped out to show current "as-is" and do they show integration opportunities, workflows, dashboard requirements etc?
Most of our processes are standard and should be fulfilled by very good off-the-shelf solutions. Our main objective is to improve usability, user experience and make processes more efficient. The objective also includes building integrations, workflows and dashboards between our Finance (including accounting), HR, procurement and operations systems. Whilst we have commenced an internal exercise to identify where these various processes integrate, these are not uncommon and would be re-validated with the winning Supplier during onboarding and discovery process
7. Please can you clarify the scope of this work. The title "CEC Systems Review" suggests the output you're expecting is: requirements, solution design, plan and budget. However it seems from the description and the maximum time available that implementation is also required.
The scope of work as explained in the description and further clarification involves implementation of either a fully integrated solution or multiple suppliers meeting part of the functionlity (e.g. finance system, HR system etc.) that have proven integration capability. Most of our processes are standard and should be fulfilled by very good off-the-shelf solutions.
8. With reference to the skills and experience criteria "Must provide ALL fixed, recurring (including support and hosting) and resource (costs) for planning purposes".
Please can you confirm that you would like suppliers to provide costs as part of their skills and experience response?
We would like Suppliers to provide complete costs in their proposal. The provided costs would be scored once with the appropriate weighting.
9. Can you please quantify the main requirements?
How many data interfaces do you expect will be required?
How many data entry forms do you expect will be required?
How many dashboards do you expect will be required?
How many workflows do you expect to be required?
How many users will there be of the new functionality?
Users of new functinality:
We are an SME of <100 staff.

How many data interfaces, entry forms, dashboards, workflows:
We are open to identifying these fully within the discovery phase with the winning supplier. Most of our processes are standard and should be fulfilled by very good off-the-shelf solutions. Integrated requirements between HR, finance and procurement are also broadly generic e.g. supplier invoice to payment, contract creation to spend compliance, benefit to payroll etc.
10. Are we expected to provide a budgetary cost at this stage or just confirm that we can provide fixed costs? If we need to provide costs within this response is there any additional information that can be provided at this stage?
Budgetary costs would suffice for now subject to further clarification after the initial shortlisting stage. We expect the budgetary costs to be broadly accurate but understand there might be a slight variation following further clarification in the next stage.
11. Please clarify why 26th March 2021 is the deadline for completion ?
We are looking to have a solution in place by the start of the 21/22 financial year. However, depending on the approach proposed, we are open to discussing the timelines.
12. Please could you define what success looks like at the end of the project and the main goal you are looking to achieve?
CEC would like to make its internal finance, HR, procurement, and strategic operation processes more efficient, intuitive, integrated and user friendly. The integrated systems could come in the form of:
a) One supplier with a fully integrated solution suitable for an SME our size (<100)
b) Multiple suppliers meeting part of the functionality (e.g. finance and accounting system, HR system, procurement system, etc.) that have proven integration capability
Successful delivery means smooth implementation of either of these options enabling the Operations team to work in a more integrated way, better customer service, accurate reporting and delivery of value for money.
13. Is the primary pain point the ability to view the data easily in one place or the ability to enter the data easily in one place?
One of the pain points is to view data easily in one place however data may be entered via multiple systems (e.g. finance, HR, procurement, operations) if the solution comes in the form of multiple solutions with proven integration capability or data may be entered via one system if the solution comes in the form of one fully integrated solution.
14. Will end users include staff outside the departments mentioned?
End users are all internal and distributed across our finance and accounting, HR, procurement, operations and senior leadership teams.
15. Can you clarify what you mean by "low code forms"? Who will be creating forms and for what sort of information?
This is best illustrated by an example:
Instead of having three different forms for contract management (procurement), finance, and HR during the onboarding process of a new supplier, a single comprehensive form can be built to capture all these requirements. We expect to be able to edit the form fields, questions, data validation etc by dragging and dropping fields (with little pre-set or no coding involved).
16. How much in-house maintenance do you expect to be able to perform on a custom-built solution? Do you have in-house IT and/or developers?
CEC is a small company and we do not currently have a dedicated in-house IT team. We are open to different ways of resourcing ongoing maintenance and development – either through training the existing team or external support. Please include in your proposal the ongoing resource requirement and annual cost.
17. Does any of your data need to be reported externally, e.g. to board members or outside stakeholders?
We are funded by the Department for Education and we have a wide range of senior internal and external stakeholders who receive regular and ad hoc data reports if and when requested.