Oracle Financials Tender

Oracle Financials Tender

We are seeking to appoint an Oracle implementation partner to assist the University to move from version v12.1.3 to v12.2.8.

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

2020/S 224-552011

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: The University of Manchester
Postal address: Oxford Road
Town: Manchester
NUTS code: UKD3 Greater Manchester
Postal code: M13 9PL
Country: United Kingdom
E-mail: procurement@manchester.ac.uk
Telephone: +44 1612752160
Internet address(es):
Main address: http://www.manchester.ac.uk
Address of the buyer profile: https://in-tendhost.co.uk/universityofmanchester/aspx/Home

I.3)Communication

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

Oracle Finance Project

 

Reference number: 2020/1735/Oracle/RF/JL

II.1.2)Main CPV code

72000000 IT services: consulting, software development, Internet and support

II.1.3)Type of contract

Services

II.1.4)Short description:

 

We are seeking to appoint an Oracle implementation partner to assist the University to move from version v12.1.3 to v12.2.8 (or later) on 1 August 2022. The project comprises the following elements:

— re-implementation of the Oracle Financials software moving from version 12.1.3 to 12.2.8 (or later);

— the creation of a new Chart of Accounts;

— re-engineering of core finance processes to support implementation of new chart of accounts;

— the redevelopment of interfaces into and out of Oracle Financials, which may be required to support changes to the chart of accounts;

— implementation of any required changes to data, data structures and functionality of applications integrated with Oracle Financials;

— re-engineering of non-finance processes to support above change;

— consideration of opportunities to configure the software to improve processes and realise demonstrable business benefits.

 

II.1.5)Estimated total value

Value excluding VAT: 2 500 000.00 GBP

II.1.6)Information about lots

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

II.2.2)Additional CPV code(s)

48451000 Enterprise resource planning software package
72261000 Software support services
48000000 Software package and information systems
72227000 Software integration consultancy services
72266000 Software consultancy services

II.2.3)Place of performance

NUTS code: UKD3 Greater Manchester
Main site or place of performance:

The University of Manchester.

 

II.2.4)Description of the procurement:

 

We are seeking to appoint an Oracle implementation partner to assist the University to move from version v12.1.3 to v12.2.8 (or later). The appointment of an experienced partner will ensure the University is fully able to adopt and exploit the opportunities presented from this transition.

The University has a clear vision and has identified a range of benefits that it expects to delivery from this project. The partner is expected to understand both of these and ensure that their proposal to support the re-implementation focuses on delivering these as part of the technical solution.

Our Vision is to use the Oracle re-implementation to improve the support provided to the University by increasing automation, simplifying and standardising what we do and reducing manual interventions in routine processes freeing up staff time for value added activities.

Specifically our vision is to:

— to provide the University with a fit for purpose finance system able to meet challenges facing the business;

— to improve reporting and controls made possible by a new ledger structure and chart of accounts, specifically:

— to enable ‘fit for purpose’ reporting and management information to be produced efficiently, including statistical information;

— to enable external as well as internal reporting requirements to be met in an automated way, including VAT and tax reporting;

— to enable the business to undertake effective budget and planning activities, including scenario planning and modelling, in an agile manner;

— to support budget holders at an appropriate level, e.g. detailed reporting on projects and grants being driven directly to budget holders and PI’s, while heads of cost centres or profit centres receive higher level, regular reporting on their areas to enable effective management of these areas;

— to enable better financial management of types of activities, including profitability reporting on courses, accommodation, etc.;

— to achieve improved financial controls by use of automated workflows for approvals and reporting;

— to enable efficient, automated transaction processing;

— to achieve some consolidation of the IT landscape (including moving from a single company to a multi company configuration) and a reduced number of systems to support resulting in reduced support costs for systems and interfaces and robust, well supported interfaces.

 

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

Value excluding VAT: 2 500 000.00 GBP

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

Duration in months: 24
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

Option to extend the contract for a further 1-year period.

 

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

 

The figures given are an estimate only of the total value of the project and should not be taken as a guarantee of income.

Estimated value excluding VAT:

Range: between GBP 2 500 000 and GBP 4 000 000.

 

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

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

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

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information

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

Date: 14/12/2020
Local time: 12:00
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: 14/12/2020
Local time: 12:05

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

 

All interested candidates should request a copy of the tender pack using the address set out in I.1) above, and before the deadline set out in IV.2.2).

The initial contract period is 24 months with the option of a further 12-month period.

References provided in section 6 of the SQ must be relevant to the value stated in this notice and clearly demonstrate previous experience in the requirements outlined in the tender documentation.

All candidates must demonstrate that they have a minimum turnover of GBP 4 million and provide evidence to this effect.

The University requires the partner to have:

• significant experience of Oracle, ideally experience of 12.2.8, and a track record of assisting organisations with successful system re-implementation’s; and

• significant experience in the modules (as set out in the tender documentation) which are currently in use and which we wish to adopt; and

• understanding of possible changes to existing business processes associated with the update of the chart of accounts, to allow the university to re-design these in a manner that delivers maximum gains from any change;

• advise on areas where the University lacks existing experience, including:

— the best approaches for achieving a multi-company structure and delivering not only effective transactional processing between companies, but single and group entity reporting, including processing the accounting eliminations for simple and more complex transactions,

— the best means of ensuring that VAT is accurately captured within the various modules, across the range of our activities to provide confidence and facilitate required reporting,

— the set-up and management of fixed assets within the system,

— the implementation of planning and budgeting software (e.g. Oracle PBCS) alongside the EBS system in order to maximise the benefits for the University;

• advice on configuration of the software to comply with the requirements of the GDPR and exemplify best business practice for data security;

• access to the range of experienced and qualified personnel we require to deliver this re-implementation as set out elsewhere in this ITT.

 

VI.4)Procedures for review

VI.4.1)Review body

Official name: The High Court of Justice of England
Postal address: Strand
Town: London
Postal code: WC2A 2LL
Country: United Kingdom

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by the authority as soon as possible after the decision has been made as to the reasons why the applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, the Public Contracts Regulations 2015 (SI 2015 No 102) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take action in the High Court (England, Wales, and Northern Ireland). Any such action must generally be brought within 3 months. If a declaration of ineffectiveness is sought, any such action must be brought within 30 days where the authority has communicated the award of the contract and a summary of reasons to tenderers, or otherwise within 6 months of the contract being entered into. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the authority to pay a fine, and/or order that the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.

 

VI.5)Date of dispatch of this notice:

12/11/2020