Tender For E-Invoicing Software Solution

1. Tender For E-Invoicing Software Solution Supplier Briefing Session 14 March 2013, 2pm Elliott Briggs – Category Manager Paul Quinn – Financial Services David Rickinson - ICT

2. Agenda • Introductions • Outline of requirements • Tender documentation • Timeline • How to submit a compliant Tender • How we will evaluate • Questions

3. Outline of Requirements • Sunderland City Council aims to implement an e-invoicing software solution that will provide excellent flexibility to the service and to its suppliers, that will improve both the “time taken to pay” an invoice and the customer service provided in relation to unpaid invoices. • The functionality required will involve the automatic reading and matching of invoices to POs and GRNs and processing of Form 1s with minimal manual intervention. It will also provide the capability to use workflow for invoice queries and Form 1s. • Invoice Volumes: • ITT documents include detailed Specification which includes the area:

4. Outline of Requirements • Mandatory Requirements (Pass/Fail) • Functionality Requirements • Data Capture/Scanning Requirements • Invoice Viewing and Storage • Invoice Reading • Invoice Matching • Invoice Query Resolution • Management/Reporting Requirements • Development of the E-Invoicing Process • Technical Requirements • Integration with SAP • Integration with Council’s ICT Technologies • Production and Test Systems • Security & Access permissions • Licensing Requirements • Disaster Recovery and Business Continuity • Project Management and Support Maintenance • Training

5. Tender Documentation • Instructions and Details of Contract • Instructions and Details of Contract Appendix 1 – Quality Method Statement Scoring Criteria and Weighting • Schedule 1 – Business Questionnaire • Schedule 2 – Specification • Schedule 3 – Terms and Conditions • Schedule 4 – Form of Tender • Schedule 5 – Pricing Schedule • Schedule 6 – Certificate of Non Collusion & Non Canvassing • Schedule 7 – Quality Method Statement Response • Schedule 8 – Appendix A – Application Checklist Networks • Schedule 9 – Appendix B – Application Checklist Oracle Server Hosting • Schedule 10 – Appendix C – Application Checklist Servers • Schedule 11 – Appendix D – Application Checklist SQL Server Hosting

6. Timeline

7. How to submit a compliant Tender Read fully the tender documents and ensure you return all required documentation. The Invitation to Tender contains a Checklist for Tenderers. Terms and Conditions • Must be accepted unconditionally. Any qualification will make your bid non compliant. Signatures • Where a signature is required we will accept an electronic signature, i.e. a name typed into the Signature box.

8. Business Questionnaire • All sections must be fully completed. • The Business Questionnaire requires a signature. • Each section will be evaluated as detailed in the document. • The Business Questionnaire will be reviewed before the Price/Quality evaluation is carried out. • If you do not pass any element of the business questionnaire you will not be considered further in the tender process.

9. Schedule 4 – Form of Tender • Must be completed, signed, dated and returned without any qualifications. • Any qualification will make your bid non-compliant.

10. Schedule 6 - Certificate of Non-collusion & Non-canvassing • Must be signed, dated and returned without any qualifications. • Any qualification will make your bid non-compliant.

11. Schedule 5 - Pricing Schedule • Schedule 5 – Pricing Schedule must be completed in full as detailed within the document. • You must not leave any gaps. • If an item is not applicable you should state this. • This will be used to evaluate the Price element of the bid and is worth 40% of your total score.

12. Schedule 7 – Quality Method Statement Response • Provide a detailed response to each question in the appropriate response box of Schedule 7 • Any additional documents submitted as supporting evidence should be cross referenced to the question they refer to. • Consider carefully how you can achieve the maximum marks available. (NB This is worth 60% of the overall score) • Use the Scoring Criteria and Weightings detailed in Appendix 1 – Quality Method Statement Scoring Criteria and Weighting as a guide when answering the questions and cross reference with the indicated section of Schedule 2 – Specification. • Note we can only score based on your written responses. Previous knowledge cannot be taken into consideration. • Once the tender is closed we can only seek clarification, we cannot ask for additional information.

13. Schedule 7 – Quality Method Statement Response • Please note that the Quality Method Statement Response has 5 mandatory questions. • Question 5 requires that relevant Third Party Checklists are returned. These include; • Appendix A – Application Checklist Networks • Appendix B – Application Checklist Oracle Server Hosting • Appendix C – Application Checklist Servers • Appendix D – Application Checklist SQL Server Hosting • Failure to meet the requirements of any questions in this section of the document will result in your tender not being considered any further in the process.

14. Summary • To summarise you must:- • Accept the Terms and Conditions unconditionally • Ensure all Tender Documents as indicated are returned, together with any supporting documentation, completed in full and signed unconditionally as appropriate. • Ensure all required documents are returned and updated by the required deadline. Late responses will be considered as non compliant and may not be considered any further in the evaluation process.

15. How we will evaluate • Bid Compliance - The Council will check each Tender initially to make sure it has kept to the rules of the ITT and submitted a compliant bid. • Failure to submit a compliant non qualified bid will result in your tender not being considered further in the process. • If you submit a non compliant qualified bid, at any stage, you will not proceed to the next stage in the evaluation process. • Failure to submit a compliant non qualified bid will result in your tender not being considered further in the process.

16. Evaluation Stages Stage 1 • Compliant Bid Submission as per Instructions Stage 2 • Evaluation of the Business Questionnaire Stage 3 • Evaluation of the Mandatory Requirements Quality Method Statement Response Stage 4 • Evaluation of the Quality Method Statement Response Stage 5 • Evaluation of the Price

17. Quality 60% • The quality evaluation will be based on the Tenderer’s responses to the questions in Appendix 1 – Quality Method Statement Scoring Criteria and Weighting. • Suppliers will be expected to evidence as part of the demonstration functional and technical requirements as indicated in the Appendix 1 and Schedule 2 – Specifications. • Responses will be considered by members of the Council’s evaluation team and moderated to arrive at a consensus score. • Evaluation Scores will be multiplied by the appropriate weighting to give a Weighted Score for each question. Weighted Scores are then added together to arrive at a Total Weighted Score.

18. Price 40% • The lowest compliant priced tender, as detailed in the Schedule 5 - Pricing Schedule, Total Cost of Investment, will be awarded the maximum score of 40%. Thereafter percentage scores will be awarded to other tenders based on the calculation of the tendered price against the lowest tender price. • Worked example • Lowest priced Tender £1,000 = maximum price score of 40% • Tender (A) £1,100. (£1000/£1100) x 40% = price score of 36.36%

19. Total Score The Final Evaluation Score is the Sum of the Total Quality Score from Stage 4 and the Price Score from Stage 5. The highest Final Evaluation Score will be considered by the Council as the most economically advantageous.

20. Questions • We will take questions today, any responses may be published as a public response on the portal. • If you have any questions during the tender process these must be asked through the NEPO portal • Do not leave questions until the last minute • If there is anything you are unsure about it is best to ask, if you make an assumption and that assumption is wrong you risk making your bid non compliant. • We cannot enter into discussions once the tender is closed apart from seeking clarifications.

21. Note: This presentation is for information purposes only. Please read the Tender documents fully. It is your responsibility to ensure you submit a compliant bid. Ensure all required documents are returned and updated by the required deadline. Late responses will be considered as non compliant and may not be considered any further in the evaluation process. Thank you