SFPA/T&S/2014 - Provision of a Travel and Subsistence Software Package to the SFPA

The Authority invites tenders from suitable potential suppliers for the replacement / upgrade of an electronic system for the refund of travel and subsistence (T&S) expenses to staff. The new system will be required to be an easy to use self-service browser based system and allow users to submit, approve and process domestic as well as foreign T&S claims based on SFPA and standard public service procedures. There will also be a need to: • Facilitate fuel refunds that follow a specific calculation; • Ability to process approximately 100 claimants and approvers; • Ability to generate regular payments of T&S electronically with automatic remittance generation; • Ability to facilitate remote access for staff working off-site via Citrix; • Ability to interface with the SFPA accounting system (currently Sage Line 50); • Have a high degree of in-built security and ability to tailor to SFPA and Department security requirements and have the flexibility to tailor the system to our specific requirements; • Maintain an adequate audit trail i.e. it should not be possible to delete or amend any audit information; • Retain historical transaction data; • Preferred on site (SFPA) system server and data storage; • Preferred purchase of software rather than a once-off charge; • Multi currency refunds based on Department of Finance procedures with automated update facility; • Recharge indicator for refundable costs; • System should be able to integrate credit card imports; • Allow for cost centre and project costing; • Allow for budget allocation and control; • Allow for electronic receipt attachment. Approved travel officers enter claims onto the current T&S system electronically. The claims are then submitted to the claimant’s supervisor for approval and then forwarded to the Finance Department for validation and processing. A full requirements document expanding on the scope and technical requirements of this contract can be found in Appendix 1 to the RFT doc

Supplies

25/11/2014 17:00:00

48000000-8  Software package and information systems
48400000-2  Business transaction and personal business software package
48900000-7  Miscellaneous software package and computer systems