Belgium – IT services: consulting, software development, Internet and support – Aankoop van een ERP systeem, inclusief implementatie, licenties en onderhoud

This public contract provides for the automation and management of the main business processes of the contracting authority through the implementation of an integrated software system (Enterprise Resource Planning or ERP). The agreement is concluded for a period of 4 years with 2 possible extensions of 3 years. In this first selective phase, the contracting authority aims to select the candidates who can supply the required software and services for implementing an ERP system to automate the financial, procurement and logistics processes within the hospital. After the selection of the candidates based on their application to participate, the required specifications will be further described in a tender during the subsequent qualification phase. The scope of the Contract includes:

1. The purchase and implementation of a financial module that supports the daily operation of the financial service, taking into account the legal requirements and reporting obligations (e.g. Finhosta) to which the hospital must comply. This financial module must support the following processes:

• General ledger and consolidation

• Analytical accounting and cost calculation

• Creditors accounting

• Approval process for incoming invoices (incl. matching principle) where the approvers are determined by the organisational structure

• Debtors accounting including extensive debtor follow-up and dunning (installment plan / automatic collection / bailiff follow-up)

• Cash and bank management (incl. CODA processing and liquidity planning)

• Fixed assets management

• Budget tracking at general ledger and project level

• Loans management (incl. possibility to import files from various banks)

2. The purchase and implementation of a procurement module that supports the daily operation of the procurement service and at least includes the following processes:

• Decentralised creation of purchase requests for inventory and non-inventory items via a simple and user-friendly web portal

• Approval process for purchase requests where the approvers are determined via the organisational structure

• Automatic and periodic processing of purchase requests to purchase orders

• Approval process for purchase orders

• Automatic and digital sending of order confirmations to supplier

• Management of procurement contracts

• Return of goods

3. The purchase and implementation of a logistics module that supports the daily operation of the logistics service and at least includes the following processes:

• Receipt of goods (inventory and non-inventory items) and services

• Management of central warehouse stock and departmental stock

• Supply of decentralised departmental warehouses by means of scanning (requirement) and picking/dispatch

• Automatic re-supply of central warehouse based on min/max stock inventory and stock control.

4. Full integration between the financial, procurement and logistics module with regard to master data and transactional data.

5. Extensive real-time reporting capabilities at transactional and aggregated level within each (sub)module of the ERP system.

6. The ERP application will be integrated within a complex application landscape. It is therefore important that integration with other applications can be simple and flexible. Below is an overview of the main links that must be realised at a minimum:

• Active Directory link

• ADT link with OAZIS ZorgI (incl. link of master data)

• TARFAC link with OAZIS ZorgI

• Link with Apotheekpakket ZorgI for pharmacy invoices

• Link with HR package for import of payroll booking (and master data)

• Link with KARDEX cabinet for receipt of inventory items and consumption of stock

• Link with Aexis for consumption of stock

• Link with Carenet

• Integration with 3rd party for automatic invoice processing

• Integration with a yet to be chosen WMS System

• Integration with yet to be chosen facility management system

• Reading of payment files from the mutualities

• Additional integrations