Software as a Service – Cloud Based Productivity Apps

Software as a Service – Cloud Based Productivity Apps

The provision of a Software as a Service solution, on the Supplier’s Cloud or their Cloud provider.

United Kingdom-Manchester: Software package and information systems

2016/S 080-141199

Prior information notice

This notice aims at reducing time limits for receipt of tenders


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

HM Revenue and Customs
5th Floor West, Ralli Quays, 3 Stanley Street, Salford
M60 9LA
Contact person: Louise Rayner
Telephone: +44 7900246841
NUTS code: UKInternet address(es):Main address:
I.2)Joint procurement


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

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5)Main activity

Other activity: direct and indirect tax

Section II: Object

II.1)Scope of the procurement


16-SRC-1411 Integrated Cloud-Based Productivity and Collaboration Solution.

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

The solution should include the following cloud based functionality:

— Email;

— Calendar;

— Document sharing and co-editing;

— Video conferencing;

— Instant messaging and presence;

— Office productivity and document storage; and

— Integration with Blackberry services.

II.1.5)Estimated total value

Value excluding VAT: 15 000 000.00 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: UK
Main site or place of performance:

United Kingdom.

II.2.4)Description of the procurement:

The provision of a Software as a Service solution, on the Supplier’s Cloud or their Cloud provider. The service is accessed from our Windows based desktop estate with 87 000 devices and 75 700 users (the Authority plus Other Government Department users) in approximately 250 locations.

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: 15 000 000.00 GBP

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

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

This contract may be extended for 2 more 12 month periods at the sole discretion of the Authority.

II.2.10)Information about variants

Variants will be accepted
II.2.11)Information about options

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

As part of a wider initiative to adopt cloud based services, the Authority wishes to evaluate the viability of a wholesale transition to a cloud based office productivity and collaboration solution.

Transitioning to a cloud based solution is expected to yield material commercial benefits, the adoption of which will simplify the existing desktop environment. It is also expected to transform working practices helping to improve current processes.

In the context of this ITT a Cloud based office productivity and collaboration solution refers to the following technologies:

— Email;

— Calendar;

— Document sharing and co-editing;

— Video conferencing;

— Audio conferencing;

— Instant messaging and presence;

— Integration with Blackberry services;

— Office productivity;

— Document storage.

The key objectives from the upcoming procurement exercise are to select a Supplier who will enable the Authority to achieve the following:

— Improve end-user productivity;

— Move from an on-premise solution to a cloud based solution; and

— Reduce total cost of ownership.

II.3)Estimated date of publication of contract notice:


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
III.1.2)Economic and financial standing
III.1.3)Technical and professional ability
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.1.3)Information about a framework agreement or a dynamic purchasing system
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: no
IV.2)Administrative information
IV.2.5)Scheduled date for start of award procedures:

Section VI: Complementary information

VI.2)Information about electronic workflows

Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

I.3) Communication: Access to the procurement documents is restricted. Further information can be obtained at.

The Awarding Authority (HMRC) use an HMRC instance of SAP Ariba Sourcing Pro (hereafter referred to as HMRC’s instance of SAP Ariba) to facilitate the procurement process and this must be used by economic operators to register for the supplier day or express an interest and/or bid for the opportunity described in this Contract Notice. (Further information about HMRC’s instance of SAP Ariba, a Suppliers Guide and general information about supplying to HMRC is available on the HMRC website:

Economic operators who have used HMRC’s instance of SAP Ariba previously you will be registered as part of the HMRC Ariba Supplier Network and you should access the system to obtain your organisation’s account ID number. Contact details on the system should be checked and, where necessary, additional users added to help avoid multiple registrations for the same organisation. Previously registered users having difficulty recovering their account ID number or identifying users within their organisation should email for assistance

Economic operators using HMRC’s instance of SAP Ariba for the 1st time, including suppliers who are already registered on the wider SAP Ariba supplier network, will need to register at (You must ensure that you are directed to the registration page for HMRC’s instance of SAP Ariba, identified with the HMRC logo at the top of the page, and to do this you may need to cut and paste the web address directly into your web browser).

As part of the registration process you will receive a system generated email asking you to activate your SAP Ariba supplier account by verifying your email address. Once you have completed the activation process you will receive a further email by return confirming the ‘registration process is now complete’ and providing you with ‘your organisation’s account ID’ number.

If an email response from HMRC is not received within 1 working day of your request, please re-contact (after 1st checking your spam/inbox) notifying non-receipt and confirming when your registration request was 1st made.

Once you have obtained ‘your organization’s account ID’ number, please email with the following information as confirmation that you wish to express an interest and/or bid for the opportunity described in this Contract Notice.

The contract reference shown in Section IV.3.1) of this Contract Notice.

Your organization’s HMRC SAP Ariba account ID: AN;

Your organisation’s name;

Your name;

Your email address;

Your telephone number.

Expressions of interest not submitted in the required form (or containing the requested information) may be rejected. (Please notify HMRC if you have any accessibility issues (disabilities) which may prevent you from providing a high quality response using the online format. This will then allow HMRC to agree with you an appropriate format for you to view and respond to the requirements). All communications shall be in English. Tenders, when invited, and all supporting documentation must be priced in Sterling and all payments under the contract will be in Sterling. Any contract or agreement resulting from the Invitation to Tender will be considered as a contract made in England according to English Law and subject to the exclusive jurisdiction of the English Courts. HMRC does not bind itself to accept any tender and reserves the right to accept any part of the tender unless the tenderer expressly stipulates to the contrary.

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.

To view this notice, please click here:

GO Reference: GO-2016420-PRO-8093117.

VI.4)Procedures for review

VI.4.1)Review body

5W Ralli Quays
Telephone: +44 1618270898
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



Related Posts

Managed Desktop Services for HM Revenue and Customs

GEANT Infrastructure as a Service

Cloud Hosted Data Centre Services Framework

Provide Enterprise IT Services to BBC