SAP Migration and Hosting Services Contract

SAP Migration and Hosting Services Contract

The requirements here can be broken down into 3 key areas: migration of our entire current SAP infrastructure to a hosted environment excluding Solution Manager but including ERP, SRM, ESS / MSS Portal and HMRC gateway.

United Kingdom-Newport: IT services: consulting, software development, Internet and support

2018/S 027-058859

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Isle of Wight Council
County Hall, High Street
Newport
PO30 1UD
United Kingdom
Contact person: Mrs Hayley Holden
Telephone: +44 1983821000
E-mail: hayley.holden@iow.gov.uk
NUTS code: UKJ34
Internet address(es):Main address: http://www.iwight.com

Address of the buyer profile: http://www.iwight.com

I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.procontract.due-north.com
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.procontract.due-north.com

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Managed, Hosted Service for SAP ECC

Reference number: DN322107

II.1.2)Main CPV code

72000000

II.1.3)Type of contract

Services

II.1.4)Short description:

SAP Migration, Hosting and Services Contract.

II.1.5)Estimated total value

Value excluding VAT: 770 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

72220000

II.2.3)Place of performance

NUTS code: UKJ34

II.2.4)Description of the procurement:

SAP was implemented within Isle of Wight Council (IWC) in 2009 for Finance and in 2010 for HR & Payroll. It currently sits on 13 internally hosted servers and is largely maintained and developed by the IWC ICT team. It is a key system for IWC that is used either directly or indirectly by almost every member of IWC staff at some point.

The servers that the system run on are now 8 years old and running out-dated versions of Windows operating system and MS SQL. As a result, the versions of SAP that we can currently upgrade to is restricted, which severely limits development opportunities. It also now means that we will not be able to install the system pre-requisites for the annual Country Legal Changes (CLC’s) at the beginning of 2019.

Alternative approaches to ERP have been investigated however in late 2017 it was agreed that SAP would continue to be used as the IWC ERP system. With the timing and potential costs of refreshing internal hardware, it was agreed we should move to a hosted hardware environment on the current version of the SAP Software. On that basis, we need to plan for a move of our existing SAP infrastructure into the cloud – what has been described in simplistic terms as a ‘Lift and Shift’.

Due to the need to upgrade existing ERP stack levels as a pre-requisite to the 2019 CLC’s post-migration, we need to be live in the cloud by 30.9.2018. Finance functions fulfilled along with payroll functions will remain on ECC 6. It is proposed that HR & Self-service will also remain on the ECC platform utilising the existing ESS / MSS portal although alternative SAP platforms can be considered as part of the proposals.

Requirements:

The requirements here can be broken down into 3 key areas:

— migration of our entire current SAP infrastructure to a hosted environment excluding Solution Manager but including ERP, SRM, ESS / MSS Portal and HMRC gateway but on to supported Operating system and SQL database levels. An upgrade to the SAP Kernel version will also be required as part of this move,

— hosting of our entire SAP infrastructure in the cloud excluding Solution Manager but including ERP, SRM, ESS/MSS Portal and HMRC gateway on to supported Operating system and SQL database levels. This will be on an IaaS and PaaS basis with the OS and SQL level plus Kernel being managed by the provider from day one,

— DBA / Basis remote management and monitoring services. A transition period will run from 1 October 2018 and 31 March 2019 with a fully managed service from 1 April 2019. Support will be required immediately post migration to facilitate ERP stack upgrades and potential implementation of EHP7 (or 8). Must include Daily system monitoring, Incident and Problem management, regular SAP Kernel and database patching and HR Support pack application. An SLA will be required.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 89
This contract is subject to renewal: yes
Description of renewals:

The contract shall include a mobilisation phased, after which, the hosting arrangement shall commence. The hosting and other ongoing arrangements shall be in place for an initial term of three years with the option to extend for up to a further four years which will be reviewed and agreed annually.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The contract shall include a mobilisation phased, after which, the hosting arrangement shall commence. The hosting and other ongoing arrangements shall be in place for an initial term of three years with the option to extend for up to a further four years which will be reviewed and agreed annually.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
III.1.2)Economic and financial standing
III.1.3)Technical and professional ability
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 15/03/2018
Local time: 14:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 15/03/2018
Local time: 14:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

The High Court
London
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

06/02/2018

 

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