Belgium – Software package and information systems – Financiële oplossing bestaande uit een procure-to-pay-systeem en een boekhoudsysteem

The MC-CM group is a major player in the healthcare sector in Belgium, characterized by a diverse and constantly evolving IT environment. Currently, accounting and procurement processes rely notably on Oracle eBS and Adfinity (Easi), without integration between these systems, which results in manual processing, increased risk of errors, and inefficiencies. The present contract is part of a modernization and integration initiative aimed at improving operational efficiency, data quality, and the level of automation of financial and Procure-to-Pay processes. The present public contract has for its object the provision, implementation, configuration, integration, support, and maintenance of tools intended to support accounting processes and the Procure-to-Pay (P2P) process within the MC-CM group. For the reading of the contract description, the terms integration, interfacing, and interoperability must be understood as follows:

• Integration = development, parameterization, and deployment of the two tools within the MC-CM ecosystem;

• Interfacing = creation of links (in/out data flows) between the two tools on the one hand, and the other IT tools of the MC-CM ecosystem on the other hand;

• Interoperability = creation of links between the accounting tool and the P2P tool.

The sought tools must be open (documented and commonly used) and integrate with the other information systems of the group. They must contribute to an effective, secure, and automated handling of accounting processes as well as procurement and payment processes, within the context of a complex organization with several entities and operational units, active in the Belgian mutual sector and characterized by a diverse and constantly evolving IT environment. The contract is awarded according to a two-phase procedure, composed of:

• a selection phase, during which candidates are evaluated based on grounds for exclusion and selection criteria;

• an offer submission phase, to which only the selected candidates are invited to submit an offer and during which the contract is awarded.

The contract is subdivided into two lots, which are awarded separately, but which must jointly and simultaneously result in a coherent and interoperable handling of the processes concerned (P2P and accounting).

Lot 1 – Procure-to-Pay (P2P) Tool

Lot 1 has for its object the provision, implementation, configuration, integration, support, and maintenance of a P2P tool for the MC-CM group. The tool must support the entire P2P process, notably:

• purchase requests and approval workflows;

• orders and receipts;

• processing of supplier invoices and payment information;

• management of supplier accounts and creditor accounting (account payables);

• a three-way matching mechanism (order – receipt – invoice).

Lot 2 – Accounting Tool

Lot 2 has for its object the provision, implementation, configuration, integration, support, and maintenance of an accounting tool for the MC-CM group. The tool must support accounting processes, notably:

• general accounting;

• financial reporting;

• compliance with Belgian accounting and tax regulations.

Submission by Lot

Tenderers may submit an offer for:

• Lot 1 only;

• Lot 2 only;

• both lots (one offer per lot).

Each lot is subject to separate evaluation and award.