SAP System Support and Maintenance Tender

SAP System Support and Maintenance Tender

Support and Maintenance for the University’s SAP System including maintenance and Development of Mandatory Student Reporting.

United Kingdom-Newcastle upon Tyne: Technical computer support services

2017/S 178-364547

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Newcastle University
King’s Gate
Newcastle upon Tyne
NE1 7RU
United Kingdom
Contact person: www.ncl-tenders.co.uk/suppliers
Telephone: +44 1912087472
E-mail: procurement@ncl.ac.uk
Fax: +44 1912088845
NUTS code: UKC22
Internet address(es):Main address: http://www.ncl.ac.uk

Address of the buyer profile: http://www.ncl-tenders.co.uk/suppliers

I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.ncl-tenders.co.uk/suppliers
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.ncl-tenders.co.uk/suppliers
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Education

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

(NU/1330) Provision of Support and Maintenance for the University’s SAP System including maintenance and Development of Mandatory Student Reporting.

Reference number: NU/1330

II.1.2)Main CPV code

72611000

II.1.3)Type of contract

Services

II.1.4)Short description:

There are 3 elements to this scope:

a) Provision via the VAR of SAP Standard support for the full scope of the current SAP products and licences purchased by Newcastle University.

b) The on-going maintenance of the mandatory student reporting requirements, including HESA/HESES functionality to ensure the University meets its obligations. This includes the implementation of annual mandatory updates and logic revisions in line with changes in UK HE.

c) The supply of new and additional SAP licenses as and when required by the University. It is envisaged that this may include Success Factors over the lifetime of this contract.

II.1.5)Estimated total value

Value excluding VAT: 10 000 000.00 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)

72200000
72250000
72254000
48000000

II.2.3)Place of performance

NUTS code: UKC22
Main site or place of performance:

Newcastle upon Tyne.

II.2.4)Description of the procurement:

The University implemented SAP as its main corporate management information system in 1999 and has expanded the SAP landscape over the past 18 years. The University’s SAP environment is extremely wide-ranging and complex and regularly upgraded. The underlying database was migrated from Oracle to HANA in 2016. The core systems include:

1. Financials, Logistics, HR, Payroll, Student Lifecycle Management (all ECC 6.0 EHP 8);

2. RM (7.0 EHP 4);

3. Portal (Netweaver 7.5);

4. PI (Netweaver 7.5);

5. SRM (7.0 EHP 4);

6. Business Warehouse (Netweaver 7.5);

7. HANA 1.0 SP12;

8. Identity Management (Netweaver 7.5);

9. LAMA (Netweaver 7.5);

10. ILM (Netweaver 7.5);

11. SAP Gateway (Netweaver 7.5);

12. Solution Manager (7.2).

As with any SAP customer, the majority of functional updates and corrections are delivered as part of SAP annual support packs (e.g. mandatory reporting / HESA for HR / Payroll and Finance; Tax Year end changes etc.). However, there are 2 key areas of UK-specific functionality for the SAP Student Lifecycle Management module that are delivered and maintained outside this standard process: Student Mandatory Reporting (HESA and HESES) and UCAS UG Admissions.

Additionally the University wishes to utilise the contract to purchase SAP licenses for existing and new SAP products on an as and when required basis.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Ability to Implement the Technical Specification / Weighting: 50
Price – Weighting: 50

II.2.6)Estimated value

Value excluding VAT: 10 000 000.00 GBP

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

Duration in months: 96
This contract is subject to renewal: yes
Description of renewals:

The University will renew the requirement for this contract at a point over the lifetime of the agreement. The timing of the renewal will be dependant on any migrations the University makes to its use of SAP which may include Success Factors.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The contract may be extended for 2 periods of 2 years each.

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

List and brief description of conditions:

1. Suppliers must be SAP PCOE Partner Centre of Expertise certified.

2. Suppliers must be Certified as a SAP PartnerEdge Channel Partner VAR specifically for the Student Lifecycle Management component. It is not sufficient to hold this certification for other SAP components, as this requirement specifically requires deep knowledge of the SLcM application.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
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: 20/10/2017
Local time: 13:00
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: 3 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 20/10/2017
Local time: 14:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

The University will renew the requirement for this contract at a point over the lifetime of the agreement. The timing of the renewal will be dependant on any migrations the University makes to its use of SAP which may include Success Factors.

VI.2)Information about electronic workflows

Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

The estimated contract value in II.1.5 and II.2.6 includes an estimate for the provision of the services and the optional purchase of additional and new SAP licenses. This total includes the optional purchase of Success Factors licenses.

VI.4)Procedures for review

VI.4.1)Review body

Newcastle University
King’s Gate
Newcastle upon Tyne
NE1 7RU
United Kingdom
Telephone: +44 1912086000Internet address:www.ncl.ac.uk
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The University will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.

The Public Contracts Regulations 2015 (SI 2015 No 102) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland) within 30 days of knowledge or constructive knowledge of breach.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

14/09/2017

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