Implementation and maintenance of a staff expense and business travel management platform

Summary

Mutualia is procuring the implementation, launch, support and maintenance of a cloud-based SaaS platform for managing staff expenses and business travel costs. The solution must include a mobile app and an administration portal, OCR digitisation of receipts and expense reports, approval workflows, integration with Mutualia’s SAP HANA and Grupo Castilla systems, and data export. The estimated scale is 700 potential users, about 300 annual expense submitters, 50 approvers and 1,800 expense settlements per year. Implementation must take no more than 3 months, excluding ERP integration work. The initial contract term is one year, with the option of three successive one-year extensions. The initial-period budget is €14,044 excluding VAT and €16,993.24 including VAT; the estimated total contract value, including possible extensions and modifications, is €39,028.80 excluding VAT. Maximum unit prices are €2,900 for implementation, €2,400 for integration with Epsilon ER, €3,200 for SAP integration and €5.50 per expense report for service use. Electronic bids are due by 14:00 on 15 October 2026. Evaluation awards up to 48 points for technical criteria, 50 for price and 2 for full availability of the application in Spanish and Basque; bids must score at least 24 of the 48 technical points. Bidders must provide team and technical-solution information and take part in a practical demonstration.