Finance System Tender

Belfast Harbour Commissioners (BHC) carried out a tender process for the supply of a best of breed IT solution incorporating core accounting, procurement, project accounting, budgeting, forecasting, fixed assets and inventory functionality with the option of including expenses functionality and Maximo as an optional system integration. The service will include full project life cycle Design > Build > Test > Train > Data Migration > Release as well as post go live support and maintenance.

Belfast Harbour Estate

Following conclusion of the tender process, BHC has now entered into a contract with the successful bidder. The aim of this project is to replace ageing server and desktop applications with the latest digital web technologies providing for real time data and enterprise wide integration. The aim is to replace the current accounting system (Perito); the procurement system (Eproc); the fixed assets register (FMIS); manual inventory processing and manual reporting. Consideration will be given to inclusion of an expenses functionality as an optional requirement to replace the current web expenses system as part of an integrated solution, however, at very least the successful bidder will be required to integrate its solution to the current tool (web expenses). Included in the scope is various ‘integrations’ to shipping system [PMIS], property system (TRAMPS), Marina system (Harbour Assist) and the HR/Payroll system. It is also a requirement that the solution has embedded BI/

Analytics capability. The system should provide for mobile capability also. BHC considered both ‘On Premise’ and ‘Cloud’ solutions and consideration was given to these deployment models and the relevant security & other non-functional considerations based on full tender responses.

The new IT solution is anticipated to operate over web-based technologies. The application modules BHC is seeking to acquire and implement include:

— job authorisations workflow;

— project accounting/job costing;

— procurement;

— accounts payable;

— accounts receivable;

— fixed asset management;

— cash management;

— budgeting and forecasting;

— general ledger accounting and close management;

— financial and management reporting;

— system integrations;

— stock/inventory; and

— expenses (optional).

The scope of work required by BHC involves the successful bidder providing:

• a ‘best of breed’ accounting and procurement IT solution that is fully integrated and web-based,

• all necessary training and assistance to BHC to implement the new system,

• on-going support and maintenance of the system for the duration of the contract.

The contract entered into by BHC has an initial 5 year period. Following that 5 year period, BHC has the option, acting at its discretion, to extend the contract on an annual basis on 5 (five) subsequent occasions for 12 (twelve) months each time, up to a maximum total period of 10 (ten) years.

Finance System Tender

BHC incorporated a minimum 10 calendar day standstill period at the point information on the award of contract was communicated to all bidders. The standstill period provided time for unsuccessful bidders to challenge the award decision before the contract was entered into. The Utilities Contracts Regulations 2016 (as amended) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (Northern Ireland).