EGTI2501 Enterprise Resource Planning (ERP) Platform and associated implementation partner support services (Project Prime)

PROJECT OVERVIEW The Supplier is responsible for the management and integrity of their enterprise and Associated/Connected person(s) by ensuring they can fully deliver the Requirement and have submitted a bona fide competitive tender response. As part of Energia's Financial Systems Strategy a review of its financial systems has been undertaken with a decision to replace our core financial system SAP ECC6. The procurement will encompass a systems Solution, implementation partner and support services. Our core financial system is SAP ECC6 (Financial Management) which runs our day-today financial operations and is supported by Process Director (Invoice workflows) and SRM (PO management) in order to manage the full Procure to Pay process. SAP currently integrates with over 12 business systems with critical systems not limited to Maximo (Asset and inventory Management) C2M (Customer Billing) and Endur (Market Data) which will be maintained. Our objective is to simplify our systems landscape by procuring a fully integrated ERP, SaaS platform (via single sign on) ("the System") which the group can deploy through modular based implementations. The system should encompass the below functionality with the ability to "add on" additional modules / functionality such as planning and sustainability reporting, when required in a phased manner. The implementation of the modules will be prioritised based on our business needs at implementation phase and based on the implementation strategy agreed with the vendor. 1. Financial Management - we require a system solution for the recording and reporting of all financial transactions to include group consolidation. Reporting should have drill down capability to source data across all modules with dashboarding features. • General Ledger • Accounts Receivable Accounts Payable - Supplier Portal - Requisitioning, Purchase ordering and Receipting • Fixed Assets • Cash Management • Group Consolidation • Reporting across all ledgers 2. Expense Management - will be utilised for employee expense claim submissions and should have seamless transactions with the General ledger. 3. Inventory Management - Partial deployment of inventory management may be required to ensure financial transactions relating to stock are captured. - Integration with core stock system - Stock Price master data - Stock Valuations 4. Vendor and Contract Management - Will be the source to store and maintain contractual documents and assist with managing key performance indicators (KPIs) and other contractual obligations. It should provide a systematic approach to contract management, reporting capability and statistics to be readily visible and accessible. • Internal and external facing system • Storing of key contracts • Workflow and notifications to internal and external parties • KPI Reporting • Audit Controls 5. General - The system should have enhanced Data-tagging capabilities, workflow of approvals and ability for users to easily create their own reports and dashboards as well as appropriate auditable administrative processes and in-built segregation of duties within roles across all modules and are also considered a must have for the application. In addition, we require an experienced partner for SAAS Systems Implementation and ongoing support to assist Energia in the configuration and deployment of the solution. They should be on the list of "preferred partners" for the technology being deployed with a proven track record of delivery a project of this scale. They should be experienced with dealing with multiple stakeholders from across a range of functions to support the internal team on key decisions or issues as they arise. Their experience should enable them to provide insights to any transformational opportunities not identified by the internal project team while ensuring the system is set up as a "best in class" tool for finance. Documentation of the system processes and associated training is a key requirement for full delivery of the project. Ongoing support services will also be required by the supplier over the lifetime of the contract, acting as the link between Energia and System Provider to include: • Helpdesk availability • Problem Management Processes • Maintaining technical documentation for Energia use • Manage the Release Management Process including testing. The above is for information purposes only to provide background information to the project. Scoring is based on the information required in Part 4, Annex 3, with emphasis on the Vendors experience in the below areas. • Delivery, Implementation and Support of a Multi Module SaaS System including financial management, expense management, vendor and contract management and inventory • Development of system integrations and best practices around two-way integration between systems which support market system interfaces for critical business processes • Support the development of a Finance Data Model in line with system solution and guidance on Data Migration cycles. Support on Complex Data Mapping and guide on data archiving and storage solution options to support the data migration cycles. • Demonstrate understanding of full consolidation of accounts to include complex cashflow treatments in line with accounting standards (IFRS & GAAP) Full functional and non-functional requirements will be provided at the CFP stage. Total value (estimated) £7,000,000 including VAT Above the relevant threshold Contract dates (estimated) 1 January 2026 to 31 December 2030 Possible extension to 31 December 2033 8 years Description of possible extension: The contract will be awarded for an initial contract period of 5 years with an option to extend for a further 3 years subject to annual review.