{
    "tag": [
        "compiled"
    ],
    "id": "ocds-kuma6s-144345-2024-11-18T13:10:59Z",
    "date": "2024-11-18T13:10:59Z",
    "ocid": "ocds-kuma6s-144345",
    "initiationType": "tender",
    "parties": [
        {
            "id": "org-32",
            "name": "Careers Wales",
            "address": {
                "streetAddress": "Unit 4 Churchill House, 17 Churchill Way,",
                "locality": "CARDIFF",
                "postalCode": "CF10 2HH"
            },
            "contactPoint": {
                "name": "Mr Paul Powell",
                "telephone": "+44 2920846578",
                "url": "http://www.careerswales.gov.wales"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "BODY_PUBLIC",
                        "description": "Body governed by public law",
                        "scheme": "TED_CA_TYPE"
                    }
                ]
            }
        },
        {
            "id": "org-52",
            "name": "Careers Wales",
            "address": {
                "streetAddress": "Unit 4 Churchill House, 17 Churchill Way,",
                "locality": "CARDIFF",
                "postalCode": "CF10 2HH"
            },
            "contactPoint": {
                "name": "Mr Paul Powell",
                "telephone": "+44 2920846578",
                "url": "http://www.careerswales.gov.wales"
            },
            "roles": [
                "buyer"
            ]
        },
        {
            "id": "org-80",
            "name": "Mobile Dynamics Limited",
            "address": {
                "streetAddress": "4Th Floor, The Anchorage, 34 Bridge Street,",
                "locality": "Reading",
                "postalCode": "RG1 2LU"
            },
            "roles": [
                "supplier"
            ]
        }
    ],
    "buyer": {
        "name": "Careers Wales",
        "id": "org-52"
    },
    "tender": {
        "id": "ocds-kuma6s-144345-tender-146112",
        "title": "Expenses Management Platform Requirements",
        "description": "Careers Wales is a public sector organisation that provides careers information, advice and guidance to people of all ages in Wales. We help our customers to make informed choices about their education, training and work options. We have a network of offices and centres across Wales, and we deliver our services through various channels, including face-to-face, telephone, webchat, email and social media.As part of our operations, we have to manage the expenses claims of our staff members, who often travel to different locations and incur various costs, such as mileage, accommodation, meals, parking, etc. Our manual systems to process these claims is inefficient, time-consuming, error-prone and costly. We are looking for a new expenses management platform that can automate and streamline our expenses processes, and provide us with better visibility and oversight of our spend.Careers Wales workforce consists of approx. 600 staff and process approx. 300 claims per month.Contract value: PS100,000 approximately, over a 3 year period, with a 1 year extension.1. Tenders for this work can be submitted in Welsh2. Tenders submitted in Welsh will not be treated less favourably than those submitted in English.3. The closing dates for the Tender will be the same for those submitted in Welsh and English4. The timetable for responding to the bids in Welsh will be the same as those submitted in English",
        "procurementMethod": "open",
        "mainProcurementCategory": "services",
        "submissionMethodDetails": "https://www.sell2wales.gov.wales",
        "tenderPeriod": {
            "endDate": "2024-10-21T12:00:00Z"
        },
        "eligibilityCriteria": "We are seeking a new expenses management platform that can provide us with the following features and functionalities:Essential RequirementsHosting: The product must be web based SaaS / Cloud hosted, with data stored in the UK/EEA locale to ensure compliance with Careers Wales data protection and security regulations. An accompanying mobile app is desirable.Accessibility:The platform should conform to the Web Content Accessibility Guidelines - WCAG 2.xUser Experience:The platform must be user friendly, and offer a web-based and mobile interface (desirable), to allow staff members to easily and conveniently upload and submit their receipts and claims, and track their status and progress. It must integrate with Azure to support Single Sign-on, and with Microsoft 365 (Outlook/Excel) to facilitate data exchange and communication.The initial stage of input should have a mechanism for highlighting errors to the employee user based on travel policy parameters (such as allowable expenses for food, total annual mileage limits and home to work journeys). It should validate and verify the claims and receipts, and check for any errors, inconsistencies, duplicates, or anomalies. It should also flag any claims that exceed the limits or thresholds, or that do not comply with the expenses policy and rules.Approval Flow:It must manage an approval flow, and allow staff members to select their line managers (or alternative line manager in case of absence) approvers, and send them notifications and reminders. It should also allow line managers to review and approve or reject the claims, and provide feedback or comments.Where possible, it should include an acknowledgement sent to the employee to state that the Manager has authorised and submitted their claim.Reporting and Analytics:It should provide dashboards or reports suite to allow staff, managers and the finance department to see the status of claims.It should allow the finance department to report, filter, sort, and export claims data (in CSV format to allow import to our payroll system) by various criteria, such as categories, periods, departments, or individuals. It should report on the types and amounts of claims, such as mileage, hotels, meals, etc. It should also identify and highlight the top spenders, and the areas of improvement or savings.Support and implementation: The provider should offer a demonstration of the product and proof of concept trial.Transparent and competitive pricing.Prompt and reliable support is essential.The provider should offer onboarding training and documentation to ensure a smooth and successful implementation and adoption.",
        "awardPeriod": {
            "endDate": "2024-11-18T00:00:00Z"
        },
        "documents": [
            {
                "id": "ocds-kuma6s-144345-document-144345-SEP491422-1",
                "title": "Questions",
                "url": "https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=SEP491422&idx=1",
                "datePublished": "2024-09-23T14:59:48Z",
                "dateModified": "2024-09-23T14:59:48Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            }
        ],
        "communication": {
            "atypicalToolUrl": "https://www.sell2wales.gov.wales"
        },
        "additionalClassifications": [
            {
                "id": "30000000",
                "description": "Office and computing machinery, equipment and supplies except furniture and software packages",
                "scheme": "CPV"
            },
            {
                "id": "48000000",
                "description": "Software package and information systems",
                "scheme": "CPV"
            },
            {
                "id": "72000000",
                "description": "IT services: consulting, software development, Internet and support",
                "scheme": "CPV"
            }
        ]
    },
    "noticetype": "S2W Notice - Website Contract Award Notice",
    "awards": [
        {
            "id": "ocds-kuma6s-144345-award-146112-59",
            "suppliers": [
                {
                    "id": "org-80",
                    "name": "Mobile Dynamics Limited"
                }
            ],
            "items": [
                {
                    "id": "ocds-kuma6s-144345-awarditem-146112-59"
                }
            ]
        }
    ],
    "contracts": [
        {
            "id": "ocds-kuma6s-144345-award-146112-59",
            "awardID": "ocds-kuma6s-144345-award-146112-59",
            "status": "active",
            "dateSigned": "2024-11-18T00:00:00Z"
        }
    ],
    "bids": {
        "statistics": [
            {
                "id": "ocds-kuma6s-144345-bidsstatistic-146112-59",
                "measure": "bids",
                "value": 6
            }
        ]
    }
}