Provision of SAP Managed Service and Development Services Framework

Provision of SAP Managed Service and Development Services Framework

East Sussex County Council (ESCC) and Surrey County Council (SCC) have recently agreed the principles of joint working to develop their SAP systems in support of a wider savings agenda in both councils.

UK-Kingston upon Thames: computer-related services

2012/S 219-360836

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Surrey County Council
Penrhyn Road
Contact point(s): For Information regarding Documents for this Tender please see Section VI.3) Additional information
For the attention of: Andrew Clarke
KT1 2TW Kingston upon Thames
UNITED KINGDOM
Telephone: +44 3002001011
E-mail: andrew.clarke@surreycc.gov.uk

Internet address(es):

General address of the contracting authority: http://www.surreycc.gov.uk

Address of the buyer profile: for Information on how to express an interest, please see Section VI.3) ADDITIONAL INFORMATION
Further information can be obtained from: Surrey Couty Council
Contact point(s): Please Refer To Website Link
Internet address: htts://surrey.bravosolution.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Surrey Couty Council
Contact point(s): Please Refer To Website Link
Internet address: htts://surrey.bravosolution.co.uk

Tenders or requests to participate must be sent to: Surrey Couty Council
Contact point(s): Please Refer To Website Link
Internet address: htts://surrey.bravosolution.co.uk

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
Environment
Health
Housing and community amenities
Social protection
Recreation, culture and religion
Education
I.4)Contract award on behalf of other contracting authorities

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

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

The Provision of SAP Managed Service and Development Services Framework.
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
Main site or location of works, place of delivery or of performance: Various site within Surrey and East Sussex. In addition various sites within the other customer list as stated in this notice.
NUTS code UKJ23

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

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 0,00 and 60 000 000,00 GBP

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

East Sussex County Council (ESCC) and Surrey County Council (SCC) have recently agreed the principles of joint working to develop their SAP systems in support of a wider savings agenda in both councils.
In addition to participating in this wider group, ESCC and SCC have established a number of bi-lateral initiatives aimed at driving out efficiencies from combining resources.
II.1.6)Common procurement vocabulary (CPV)

72500000, 72267200, 72250000, 72227000, 48810000, 48400000, 72261000, 72232000, 72260000, 72267000, 48600000, 72263000, 72262000, 72000000, 48900000, 72200000, 48920000, 72265000, 48000000, 72212400, 72267100, 48800000, 72266000, 48812000, 72220000

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

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
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:
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: SAP Managed Service

1)Short description

Lot 1 – Managed Service Contract.
PLEASE NOTE – Lot specific minimum financial requirements.
Due to the size of the contract, to be considered for the opportunity to submit a tender for lot 1 bidders must have an annual turnover of at least 10 000 000 GBP per annum.
A LOT comprising of a capability assessed supplier able to offer SAP application support services.
Critical to this LOT is the ability to offer;
1. Technology – The supplier must be able to demonstrate strength ‘in depth’ in the specific SAP modules used by the authorities and the associated peripheral technologies such as database and operating systems.
2. Service – Evidence of familiarity with and a track record of managing similar sized support operations is expected.
3. Tools – An understanding of the management toolset built into the SAP product set and provided through the maintenance agreement together with the broader range of ancillary tools from the wider SAP ecosystem.
4. Solution – A clear method and established processes for operating the service is required including established approaches to account management, management of the contributing skill groups and provision of infrastructure to enable remote support.
5. Finance – All day-to-day operational costs of setting up and providing the service must be funded by the supplier from their own resources and not be dependent on receipt of income for providing the services
6. Knowledge transfer – The supplier is expected to be able to demonstrate a willingness to work with the authorities where requested to transfer knowledge on the specialist areas; and to share documentation used for the operational support using technology so that staff within the authority can readily access it.
2)Common procurement vocabulary (CPV)

72261000, 72267200, 72250000, 72227000, 48810000, 48400000, 72222300, 72260000, 72267000, 48600000, 72263000, 72262000, 48900000, 72000000, 72200000, 72265000, 48000000, 72267100, 48800000, 72266000, 48812000, 72220000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 0 and 40 000 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Lot No: 2 Lot title: SAP Framework of Niche Providers for development

1)Short description

Lot 2 – SAP Framework of Niche Providers for development services.
A LOT comprising of capability assessed suppliers able to offer development services for our SAP landscape with strong expertise in generic and niche areas for example:
— reporting – in particular expertise delivering developments using BI/BW and Business Objects,
— integration – offering skills in using SAP integration tools and those from other suppliers commonly associated with SAP,
— architecture – providing advice and guidance on how the authorities should plan the development of their landscapes which recognise SAP and industry trends and developments,
— mobility – offering skills and knowledge in the development and implementation of mobile solutions offering close integration with SAP.
Security – the ability to offer expert advice on configuration of roles and authorisations.
— payroll – specific expertise in the configuration of SAP to take account of UK public sector payroll regulations,
— testing – expertise in testing within SAP and in using specific testing tools,
— forms – expertise in producing and maintaining interactive Adobe forms and in using specific forms too.
2)Common procurement vocabulary (CPV)

72212400, 72267200, 72250000, 72227000, 48810000, 48400000, 72232000, 72260000, 72267000, 48600000, 72263000, 72262000, 72000000, 48900000, 72200000, 72265000, 48000000, 72267100, 48800000, 72266000, 48812000, 72220000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 0 and 20 000 000,00 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

The contracting authority reserves the right to request a collateral warranty, deposits, guarantees or other forms of security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Further detail on the relevant aspects of the financing and payment approach will be provided in the Invitation to Tender documents to be issued to prequalified bidders.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Any such requirements will be included in the invitation to tender.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The supplier may be required to actively participate in the achievement of social and/or environmental objectives including those relating to recruitment, training and supply chain initiatives. Accordingly contract performance conditions may relate in particular to such social and/or environmental considerations. Further details of these conditions will be set out in the contract documents where relevant.
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: In accordance with Articles 45 to 50 of Directive 2004/18/EC and Regulations 23 to 25 of the Public Contracts Regulations 2006 (as amended) and as set out in the Pre-Qualification Questionnaire.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Article 47 of Directive 2004/18/EC and Regulation 24 of the Public Contracts Regulations 2006 (as amended) and as set out in the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required: As set out in the Pre-Qualification Questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 48 to 50 of Directive 2004/18/EC and Regulation 25 of the Public Contracts Regulations 2006 (as amended) and as set out in the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required:
As set out in the Pre-Qualification Questionnaire.
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

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

Objective criteria for choosing the limited number of candidates: In accordance with Articles 44 to 52 of Directive 2004/18/EC and Regulations 23 to 29 of the Public Contracts Regulations 2006 (as amended) and as set out in the Pre-Qualification Questionnaire.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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: yes
Additional information about electronic auction: Surrey County Council reserves the right to use an electronic auction option during the procurement process.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

10567
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

10.12.2012 – 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

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Suppliers Instructions How to Express Interest in this tende~: 1. Register your company on the eSourcing portal (this is only required once) – Browse to https://surrey.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click “continue” – Enter your correct business and user details – Note the username you chose and click “Save” when complete – You will shortly receive an email with your unique password (please keep this secure) 2. Express an Interest in the tender – Login to the portal with the username/password – Click the “PQQs / ITTs Open To All Suppliers” link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ITT to access the content – Click the “Express Interest” button in the “Actions” box on the left-hand side of the page – This will move the PQQ /ITT into your “My PQQs/My ITTs” page. (This is a secure area reserved for your projects only) – You can now access any attachments by clicking the “Settings and Buyer Attachments” in the “Actions” box 3. Responding to the tender – You can now choose to “Reply” or “Reject” (please give a reason if rejecting) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then publish your reply using the publish button in the “Actions” box on the left-hand side of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

Framework Details.
The authorities have looked at the market over the last year and they have decided to procure a framework which will be divided into two lots. The framework will be on a call-off basis throughout the Council’s administrative area of:
The South East of England as defined as.
— Surrey County Council together with its districts and boroughs,
— The unitary authorities which make up Berkshire,
— East Sussex CC together with their districts and boroughs,
— Brighton and Hove City Council,
— Hampshire CC together with their districts and boroughs and the 3 city councils in that area,
— Isle of Wight,
— Kent CC together with their districts and boroughs,
— Medway Council,
— West Sussex CC together with their districts and boroughs,
— All the London borough councils.
Police Authorities and emergency services that may decide to call off from the Framework agreement at a later date as defined as.
— Surrey Police Authority,
— Kent Police Authority,
— Sussex Police Authority,
— Metropolitan Police Authority,
— City of London Police Authority,
— Hampshire Police Authority,
— Thames Valley Police Authority.
All health authorities, National Health Service Trusts and Primary Care Trusts,
Social care organisations and any other person (s) or body established or financed under the National Health Service Act 1977 as amended and future bodies (e.g.
Foundation Trusts and Clinical Commissioning Groups) associated with the delivery of healthcare within Surrey, Berkshire, East Sussex, Hampshire, Isle of Wight, Kent,
Medway, West Sussex and all London Boroughs.
Higher and Further Education establishments with sites in Surrey, Berkshire, East.
Sussex, Hampshire, Isle of Wight, Kent, Medway, West Sussex and all London Boroughs, as described in http://www.hefce.ac.uk/unicoll/fe and http://www.hefce.ac.uk/unicoll/he

Local offices of national UK public sector bodies located within Surrey, Berkshire,
East Sussex, Hampshire, Isle of Wight, Kent, Medway, West Sussex and all London.
Boroughs as listed at http://www.direct.gov.uk/en/Dl1/Directories/A-ZOfCentralGovernment/index.htm.

Fire and Rescue Authorities in:
— Surrey County Council together with the districts and boroughs,
— The unitary authorities which make up Berkshire,
— East Sussex CC together with their districts and boroughs plus Brighton and Hove City Council,
— Hampshire CC together with their districts and boroughs and the 3 city councils in that area,
— Isle of Wight,
— Kent CC together with their districts and boroughs,
— Medway Council,
— West Sussex CC together with their districts and boroughs,
— All the London borough councils.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Surrey County Council
Penrhyn Road
KT1 2TW Kingston upon Thames
UNITED KINGDOM
E-mail: andrew.clarke@surreycc.gov.uk
Telephone: +44 2085417144

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with Regulation 32 of the Public Contracts Regulations 2006 (as amended) the contracting authorities will incorporate a minimum 10 calendar day standstill period at the point information on the framework agreement award decision is communicated to tenderers. Part 9 of the Public Contracts Regulations 2006 (as amended) provides for economic operators who have been harmed or are at risk of harm by breach of the Regulations to take legal action. Any such action must be brought within the applicable limitation period. The purpose of the standstill period referred to above is to allow an economic operator to apply to the Court to set aside the award decision before the agreement is entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained

Surrey County Council
Penrhyn Road
KT1 2TW Kingston upon Thames
UNITED KINGDOM
E-mail: andrew.clarke@surreycc.gov.uk
Telephone: +44 2085417144

VI.5)Date of dispatch of this notice:

8.11.2012