SaaS ERP System Tender

SaaS ERP System Tender

The council is seeking responses to this advertisement from providers who are able to provide a fully integrated ERP system on a software as a service (SaaS) basis.

United Kingdom-Lewes: Software implementation services

2020/S 165-401579

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: East Sussex County Council
Postal address: County Hall, St Annes Crescent
Town: Lewes
NUTS code: UKJ22 East Sussex CC
Postal code: BN7 1UE
Country: United Kingdom

Internet address(es):Main address:

Address of the buyer profile:

I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

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


ESCC — JS Modernising Back Office Systems (ERP Solution)


Reference number: ESCC – 031315

II.1.2)Main CPV code

72263000 Software implementation services

II.1.3)Type of contract


II.1.4)Short description:

The Council is seeking responses to this advertisement from providers who are able to provide a fully integrated ERP system on a software as a service (SaaS) basis and implement and configure the system. This may be a fully integrated system or a fully integrated combination of best of breed ERP systems. The system will include modules for finance, procurement, HR and payroll, which are currently supplied by SAP. The Council expects to enter into two contracts: one for implementation and one for the ERP (SaaS) product. The Council requires one lead supplier (the implementation partner) to take responsibility for implementation activities, including any contracting arrangement with any other supplier to deliver any element of the solution which the lead supplier does not provide. The Council expects to enter into a separate contract with the ERP provider, for subscription purposes only. The contractual responsibility for implementation shall sit with the lead supplier.


II.1.5)Estimated total value

Value excluding VAT: 25 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKJ22 East Sussex CC
Main site or place of performance:

East Sussex County Council.


II.2.4)Description of the procurement:

This contract is not divided into lots.


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

Start: 01/04/2021
End: 31/03/2031
This contract is subject to renewal: yes
Description of renewals:

Upon expiry of the initial term of seven years, there is an extension period of up to 36 months.


II.2.9)Information about the limits on the number of candidates to be invited

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
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:

As detailed in the procurement documents.


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.1.1)Type of procedure

Restricted 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: 21/09/2020
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:


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

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:


All procurement documents are available and must be completed electronically using the SE Shared Services Procurement eSourcing portal, The SE Shared Services eSourcing portal provides a web-based tool that provides a simple, secure and efficient means for managing tendering and quotation activities, reducing the time and effort required for both buyers and potential bidders. The portal allows for tender clarifications and submitting your bid electronically. In order to bid for this opportunity, you will need to register your company on the SE Shared Services portal. The Council, as part of Orbis, sells services to other public bodies. As a result, the SaaS Platform and integration services will be made directly available by the Council to service beneficiaries. Service beneficiaries will be given direct access to the SaaS Platform and will issue subscriptions to such of their staff as required. The following service beneficiaries may access during the term of the agreement:

East Sussex Fire and Rescue Service;

Schools (including without limitation all maintained schools, Academies, Free Schools and independent schools) in the United Kingdom;

Brighton and Hove City Council; Surrey County Council (the whole organisations);

East Sussex Clinical Commissioning Group;

any corporate bodies (including companies) wholly-owned or managed by the Council and any unincorporated entities for which the Council is responsible for hosting; and

any other contracting authority (as defined in the Public Contracts Regulations 2015, as amended) or charitable/not for profit organisations in the United Kingdom. Additionally, there are a number of organisations that either purchase services from Orbis or provide Services to the Council. These organisations will not have direct access to the SaaS Platform (therefore no subscription), but the Council will use the SaaS Platform when providing services, and therefore the access will be indirect and the use incidental (‘Service Recipients’). The following entities may be service recipients:

Reigate and Banstead Borough Council;

Sussex Inshore Fisheries and Conservation Authority;

HM Coroner for East Sussex, East Sussex Pension Fund;

Schools (including without limitation all maintained schools, Academies, Free Schools and independent schools) and other educational establishments (including without limitation, further education and higher education establishments such as sixth form colleges, technology colleges and universities) in the United Kingdom;

organisations that supply goods, works and/or services to the Council; and

any organisation entitled to be a service beneficiary. Those expected to need access at the outset are identified in the procurement documents. The estimated spend over the lifetime of the contract(s) for the Council and the known service beneficiaries listed above is in the region of sixteen million pounds (GBP 16 000 000). The remaining ‘tolerance’ (i.e. up to twenty-five million (GBP 25 000 000)) stated in the OJEU notice is to allow for the potential growth over the lifetime of the contract(s) and is in no way guaranteed.


VI.4)Procedures for review

VI.4.1)Review body

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

VI.4.2)Body responsible for mediation procedures

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

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

Any applications to the court must be made in accordance with Part 3 (Remedies) of the Public Contracts Regulations 2015.


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

Official name: The High Court
Postal address: Royal Courts of Justice, Strand
Town: Lewes
Postal code: WC2A 2LL
Country: United Kingdom

VI.5)Date of dispatch of this notice: