Provide Support Services for ERP Systems

Provide Support Services for ERP Systems

Provision of Professional Services initially in support of a strategic review into the University’s ERP systems.

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

2015/S 234-425198

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

The Chancellor, Masters and Scholars of the University of Cambridge
Procurement Services, Greenwich House, 1st Floor South, Madingley Rise, Madingley Road
Contact point(s): Procurement Services
For the attention of: Tom Twitchett
CB3 0TX Cambridge
Telephone: +44 1223332233

Internet address(es):

General address of the contracting authority:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Other: higher education/research

I.3)Main activity


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

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract


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

UCAM 125/15 Provision of Professional Services initially in support of a strategic review into the University’s ERP systems, with potential for extension to other work packages.

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

Service category No 8: Research and development services

NUTS code UKH1

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 University of Cambridge is a large collegiate organisation. It is comprised of 31 Colleges, over 130 departments organised into six schools, a central administration service and several additional Institutions reporting directly to the Council and General Board. The University is not campus based instead being distributed across over 50 buildings spread across the city of Cambridge.
The University Information Systems (UIS) organisation provides a wide range of information and technology services that underpin research, teaching, learning and administration across the collegiate University.
UIS works strategically with Schools, Faculties, Departments, Colleges and other institutions, in planning and delivering the future Information Service requirements of the University, progressively improving business processes, capabilities and information solutions that meet the University’s needs.
UIS was established in 2014 and is currently undertaking a change programme to integrate four predecessor organisations into a cohesive single organisation that places greater emphasis on customer focus, user engagement and experience, staff development, common reusable services, and information and security management. While the new ways of working will be implemented from January 2016, further work will continue in 2016/17 to develop improved working arrangements and information technology enablers.
The Business Systems sub Committee set out a case to refresh the University’s core ERP (Enterprise Resource Planning) systems for the next five to ten years, as there was increasing evidence that the traditional landscape that ERP systems have operated within is changing significantly and the ERP suppliers are reacting to that change. The University must position itself to take full advantage of these changes (e.g. Cloud), to mitigate the risk as the suppliers change approach and to deliver more value for money from the ERP system investment. The University needs to assess its capability requirements both existing and future and develop a strategy for delivering these capabilities in ways that are efficient, effective and support the wider University goals.
A project was initiated in February 2015 to develop an ERP Systems Strategy for the next 2 to 10 years that maximises the value to the University. Gartner were engaged to provide initial insight and advice on the scope of the project, market developments and an approach to delivery. The Discovery phase of the project has used a number of Gartner Toolkits and models which have been developed to assist in this area. Work is progressing on the Discovery phase of the project and consultations have been held with involved departments across the University. The work to date has focused on gathering the University’s current and future capability needs in the areas currently served by the ERP systems. It is not currently intended that the work will extend to specific user requirements. The information gathered to-date is currently undergoing analysis. Annex 1 provides an overview of the scope of the current ERP strategy work, and the progress to date.
This consultancy requirement has been triggered by the resignation of the individual who was leading the strategy project (who has now left the university). There remains a small project team in place that includes business analysis capability. We are also taking the opportunity to put in place an agreement that can be used to deliver other work packages that may be required to support development of the UIS organisation.
Overview of ERP Strategy Refresh Project.
The University services delivered by current ERP core products are:
— Finance: Oracle e-Business Suite
— Student Lifecycle: Oracle PeopleSoft Campus Solutions
— HR: MidlandHR iTrent
The ERP strategy must include these services as a minimum requirement but should also consider further opportunities to introduce ERP services to other areas of the University that have been consulted as part of the Discovery phase:
— Procurement.
— Asset Management.
— Estate Management.
— Research Grant Applications.
— Business Intelligence & Decision Support.
A plan was created in spring 2015, with the goal of achieving the following key objectives:
1) Increase the level of awareness within the University at senior levels of the current role of ERP systems, the current strategy for the ERP systems and the opportunities and challenges emerging from the changing landscape.
2) To review the desired University future outcomes from ERP systems building on the strengths of the existing systems and addressing the gaps.
3) To assess the challenges and opportunities for the University created by the changing landscape with the emergence of loosely coupled ERP system solutions replacing the traditional ‘monolithic’ ERP system solution.
4) To understand ERP system market developments and supplier roadmaps to examine their impacts on the University’s ERP system strategy. To potentially carry out some limited technology evaluations.
5) To develop a strategy for Integration Management. How ERP systems or their components will pass information between each other.
6) To align the developing strategy for the provision of Management Information and Reporting Services with the refreshed ERP systems strategy.
7) To understand significant ERP System Strategy initiatives across the UK HE sector, focussing on Russell Group Universities
8) To identify a number of possible scenarios and to rank each according to their whole life cost
9) To define an ERP system strategy that supports the University’s strategy, key business processes, information management needs, statutory and regulatory requirements and delivers value. This should include a summary of the desired ‘to be’ ERP deployment from multiple perspectives (e.g. occasional user, applicant, academic, administrator, student, ‘power user’ business intelligence analyst etc), a summary of the ‘design and capability drivers’ to achieve these outcomes, identification of alternative scenarios to meet the above criteria, ranking of the scenarios against the criteria, with an overall recommendation to be based on ‘Best Value outcome’ rather than pure cost minimisation.

II.1.6)Common procurement vocabulary (CPV)


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

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


This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

II.2.2)Information about options

Options: no

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: 24 (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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
III.2.3)Technical capacity
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

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

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:

UCAM 125/15

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


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: 6.1.2016 – 12:00
Payable documents: no

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

6.1.2016 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

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


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

in days: 90 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 6.1.2016 – 12:00
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 University of Cambridge is not a public body within the meaning of the Public Contracts Regulations 2006 (Directive 2004/18) and is not subject to the procurement legislation. Where the University advertises contracts in the Official Journal of the European Union, it does so on a voluntary basis and does not undertake any obligation to comply with the procurement legislation. The University reserves its rights in full to adapt or step outside the procedures in the procurement legislation as the University considers necessary.
Information about the tender process to be followed does not amount to a legally binding offer by the University to follow the process so described. The University reserves the right not to follow or to modify the procedures as the University considers necessary.
The tender process is being conducted electronically via In-tend.
Suppliers are required to register on this website: in order to receive documentation. After registering the tender documentation can then be downloaded. All tender responses and any supporting documentation must be submitted through this system. There must be no postal correspondence from bidders unless agreed with the University. Tenders shall not be sent and will not be accepted by fax or email.

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

VI.5)Date of dispatch of this notice: