HR and Finance Digital Transformation Programme

HR and Finance Digital Transformation Programme

The primary requirement and focus of the specification is to replace these systems with a single platform that is scalable and relevant to an organisation of this size and complexity.

United Kingdom-London: Enterprise resource planning software package

2016/S 186-334669

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

The Secretary of State for Business, Energy and Industrial Strategy
1 Victoria Street
For the attention of: Bernie Marsh
SW1H OET London
United Kingdom
E-mail: bernie.marsh@uksbs.co.uk

Internet address(es):

General address of the contracting authority: https://www.gov.uk/government/organisations/department-for-business-energy-and-industrial-strategy

Electronic access to information: As in above mentioned contact point(s)
Further information can be obtained from: Crown Commercial Service
E-mail: ExpressionOfInterest@ccs.gsi.gov.uk
Internet address: http://ccs.cabinetoffice.gov.uk/i-am-supplier/respond-tender

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from:Crown Commercial Service
E-mail: ExpressionOfInterest@ccs.gsi.gov.uk
Internet address: http://ccs.cabinetoffice.gov.uk/i-am-supplier/respond-tender

Tenders or requests to participate must be sent to: Crown Commercial Service
E-mail: ExpressionOfInterest@ccs.gsi.gov.uk
Internet address: http://ccs.cabinetoffice.gov.uk/i-am-supplier/respond-tender

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Economic and financial affairs

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

UK Shared Business Services Ltd

Innovate UK

Arts and Humanities Research Council — AHRC

Biotechnology and Biological Sciences Research Council — BBSRC

Engineering and Physical Sciences Research Council — EPSRC

Economic and Social Research Council — ESRC

Medical Research Council — MRC

Natural Environment Research Council — NERC

Science and Technology Facilities Council — STFC

Department for Businss, Energy & Industrial Strategy

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

UKSBS PR16189 HR and Finance Digital Transformation Programme.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 7: Computer and related services

NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

The HR and Finance transactional services of the Research Councils are currently delivered by UK SBS. They are currently using a system which is due to end in May 2018.
Innovate UK’s HR and Finance transactional services are run in-house and their payroll is outsourced to a third party.
The Research Councils and Innovate UK are due to merge to form a single group called UKRI (UK Research and Innovation).
The primary requirement and focus of the specification is to replace these systems with a single platform that is scalable and relevant to an organisation of this size and complexity. Further to this the requirement is for the Supplier to supply the system integration services to support the roll out of the product into the organisation.
The initial requirement is based on 7,750 users/ licences for which the requirement is both the supply of the single platform / system and the system integration services to implement this across an initial population of approximately 7,750 users / licences. There is potential during the term of the contract for the expansion of the digital services by up to 100 % through the onboarding of users from other partner organisations into this new single platform. The expanded scope would only be for software provision (licences) and not the provision of system integration services.
The initial scope is for the delivery of the new digital services for the following nine partner organisations:
— Innovate UK
— UK Shared Business Services (UK SBS)
— Research Councils UK (RCUK) consisting of:
1) Arts and Humanities Research Council — AHRC
2) Biotechnology and Biological Sciences Research Council — BBSRC
3) Engineering and Physical Sciences Research Council — EPSRC
4) Economic and Social Research Council — ESRC
5) Medical Research Council — MRC
6) Natural Environment Research Council — NERC
7) Science and Technology Facilities Council — STFC
Note: The estimated value range included in the OJEU notice (8 000 000 GBP to 23 000 000 GBP) is inclusive of an estimate for the options of extension and additional users. The base requirement of software and system implementation for 7 750 users over 3 years is estimated to be below 9 000 000 GBP. The additional options would be subject to additional spend approvals.

II.1.6)Common procurement vocabulary (CPV)

48451000, 48400000, 48430000, 48440000, 48450000, 48490000, 48482000, 48445000, 72212451, 72246000, 72253200, 72254100

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The HR and Finance transactional services of the Research Councils are currently delivered by UK SBS. They are currently using a system which is due to end in May 2018.
Innovate UK’s HR and Finance transactional services are run in-house and their payroll is outsourced to a third party.
The Research Councils and Innovate UK are due to merge to form a single group called UKRI (UK Research and Innovation).
The primary requirement and focus of the specification is to replace these systems with a single platform that is scalable and relevant to an organisation of this size and complexity. Further to this the requirement is for the Supplier to supply the system integration services to support the roll out of the product into the organisation.
The initial requirement is based on 7 750 users/ licences for which the requirement is both the supply of the single platform / system and the system integration services to implement this across an initial population of approximately 7 750 users / licences. There is potential during the term of the contract for the expansion of the digital services by up to 100 % through the on-boarding of users from other partner organisations into this new single platform. The expanded scope would only be for software provision (licences) and not the provision of system integration services.
The initial scope is for the delivery of the new digital services for the following nine partner organisations:
— Innovate UK
— UK Shared Business Services (UK SBS)
— Research Councils UK (RCUK) consisting of:
1) Arts and Humanities Research Council — AHRC
2) Biotechnology and Biological Sciences Research Council — BBSRC
3) Engineering and Physical Sciences Research Council — EPSRC
4) Economic and Social Research Council — ESRC
5) Medical Research Council — MRC
6) Natural Environment Research Council — NERC
7) Science and Technology Facilities Council — STFC
Note: The estimated value range included in the OJEU notice (8 000 000 GBP to 23 000 000 GBP) is inclusive of an estimate for the options of extension and additional users. The base requirement of software and system implementation for 7,750 users over 3 years is estimated to be below 9 000 000 GBP. The additional options would be subject to additional spend approvals.
The contract duration shall be for a period of 36 months from commencement of the contract, with the option to extend the contract for two 12 month periods.
There is potential during the term of the contract for the expansion of the digital services by up to 100 % through the on-boarding of users from other partner organisations into this new single platform. The expanded scope would only be for software provision (licences) and not the provision of system integration services.
Any additional services shall be priced using the rates provided for the main scope.

Other BEIS bodies which may be included in the additional scope are found at the following URL: https://www.gov.uk/government/organisations#department-for-business-energy-and-industrial-strategy

Estimated value excluding VAT:
Range: between 8 000 000 and 23 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The contract duration shall be for a period of 36 months from commencement of the contract, with the option to extend the contract for two 12 month periods (3+1+1 years).
There is potential during the term of the contract for the expansion of the digital services by up to 100 % through the on-boarding of users from other partner organisations into this new single platform. The expanded scope would only be for software provision (licences) and not the provision of system integration services.
Any additional services shall be priced using the rates provided for the main scope.

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Duration in months: 36 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Participants will be advised if this is necessary during the procurement. Parent company and/or other guarantees of performance and financial liability may be required if considered appropriate.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Bids to be priced in £ GBP.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Any consortium, SPV, Partnership should ideally have a designated lead service provider, all members will have joint and several liability in respect of the obligations and liabilities to any contract or framework and any subsequent contracts awarded under the same.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The government has set out the need for greater transparency across its operations to enable the public to hold public bodies and politicians to account. This includes commitments relating to public expenditure, intended to help achieve better value for money.
Suppliers and those organisations looking to bid for public sector contracts should be aware that if they are awarded a new government contract, the resulting contract will be published. In some circumstances, limited redactions will be made to some contracts before they are published in order to comply with existing regulatory needs and law, plus the protection of national security.
Suppliers (including SPV’s, Consortia and Partnerships) may be required to clearly demonstrate recent successful experience in similar projects and environments.
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: All submissions will be assessed in accordance with the Public Contracts Regulations 2015, for procurement values that exceed Regulation 5 (Threshold amounts)
This procurement will be managed electronically via the Crown Commercial Service’s e-Sourcing Suite. To participate in this procurement, participants shall first be registered on the e-Sourcing Suite.

If Bidders have not yet registered on the eSourcing Suite, this can be done online at https://gpsesourcing.cabinetoffice.gov.uk by following the link ‘Register for CCS eSourcing’.

Please note that, to register, Bidders must have a valid DUNS number (as provided by Dun and Bradstreet) for the organisation which you are registering, who will be entering into a contract if invited to do so. Note: registration may take some time please ensure that you allow a suffient amount of time to register.
Full instructions for registration and use of the system can be found at

http://ccs.cabinetoffice.gov.uk/i-am-supplier/respond-tender

Once you have registered on the eSourcing Suite, a registered user can express an interest for a specific procurement. This is done by emailingExpressionOfInterest@ccs.gsi.gov.uk.

Your email must clearly state:
the name and reference for the procurement you wish to register for;
Your organisations full name as a registered supplier;
the name and contact details for the registered individual sending the email.
Crown Commercial Service (CCS) will process the email and then enable the Bidder to access the procurement online via the e-Sourcing Suite.
The registered user will receive a notification email to alert them once this has been done.
As a user of the e-Sourcing Suite you will have access to Emptoris email messaging service which facilitates all messages sent to you and from you in relation to any specific RFX event.
Please note it is your responsibility to access these emails on a regular basis to ensure you have sight of all relevant information applicable to this oppertunity.
For technical assistance on use of the e-Sourcing Suite please contact Crown Commercial Service (CCS) Helpdesk (Not UK SBS Ltd ): Freephone: 0345 010 3503

email: supplier@ccs.gsi.gov.uk

Training support to respond to a requirement is available to bidders at

http://www.uksbs.co.uk/services/procure/Pages/supplier.aspx

Responses must be received by the date in IV.3.4.
Responses received outside or concurrently using the eSourcing process will not be accepted or considered further for this opportunity.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: All submissions will be assessed in accordance with the Public Contracts Regulations 2015, for procurement values that exceed Regulation 5 (Threshold amounts)

The sourcing documents can be accessed at: https://gpsesourcing.cabinetoffice.gov.uk using the instructions detailed in III.2.1.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
All submissions will be assessed in accordance with the Public Contracts Regulations 2015, for procurement values that exceed Regulation 5 (Threshold amounts)
The sourcing documents can be accessed using the instructions detailed in III.2.1
Project specific requirements
The Contracting Authority requires all interested parties to sign a Non Disclosure Agreement prior to being able to access the sourcing documents.
Minimum level(s) of standards possibly required:
During the selection stage, the intention is to arrive at a Short List of 5 maximum qualified Bidders will be considered for award stage evaluation. There is a minimum threshold of not less than 60 % points out of the total possible points that must be reached. Any Bidders who are evaluated and who do not reach this minimum threshold will be treated as ineligible for the Contract and will not proceed to award stage. After the application of the above threshold, in the event that there are more than the maximum stated number of qualified Bidders, the selection questionnaires will be ranked. UK SBS also reserve the right to take fewer than the intended minimum number of Bidders through to the award stage in the event that fewer than 5 Bidders reach the minimum pass mark.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 5
Objective criteria for choosing the limited number of candidates: As described in the RFI document UK SBS ref PR16189.

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

UK SBS PR16189

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 24.10.2016 – 11:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

24.10.2016 – 14:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

14.11.2016

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender

IV.3.8)Conditions for opening of tenders

Date: 24.10.2016 – 14:00
Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

The Contracting Authority expressly reserves the right (i) not to award any contract as a result of the procurement process commenced by publication of this notice; and (ii) to make whatever changes it may see fit to the content and structure of the procurement; and in no circumstances will the Contracting Authority be liable for any costs incurred by any Supplier.
If the Contracting Authority decides to enter into a Contract with the successful supplier, this does not mean that there is any guarantee of subsequent contracts being awarded.
Any expenditure, work or effort undertaken prior to contract award is accordingly a matter solely for the commercial judgement of Bidders.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

VI.4.3)Service from which information about the lodging of appeals may be obtained

UK Shared Busines Services Ltd
North Star House, North Star Way
SN2 1FF Swindon
United Kingdom
E-mail: policy@uksbs.co.uk
Internet address: www.uksbs.co.uk

VI.5)Date of dispatch of this notice:

22.9.2016

 

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