Tender for SaaS ERP Implementation Partner

Tender for SaaS ERP Implementation Partner

Crown Commercial Service to procure services of an implementation partner to facilitate an operations and technology transformation across finance, HR, payroll and procurement.

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

2020/S 065-156378

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Crown Commercial Service on behalf of the Cabinet Office
Postal address: 70 Whitehall
Town: London
NUTS code: UK
Postal code: SW1A 2AS
Country: United Kingdom
Contact person: Mr Abu Choudhury
E-mail: SOP2SaaS_vendors@cabinetoffice.gov.uk
Telephone: +44 3450103503

I.2)Information about joint procurement

The contract is awarded by a central purchasing body


Access to the procurement documents is restricted. Further information can be obtained at: https://crowncommercialservice.bravosolution.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://crowncommercialservice.bravosolution.co.uk
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

General public services

Section II: Object

II.1)Scope of the procurement


SOP2SaaS Programme – SaaS ERP Implementation Partner

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

The authority intends to procure services of an implementation partner to facilitate an operations and technology transformation across finance, HR, payroll and procurement and the replacement of the Single Operating Platform (‘SOP’) and associated systems (as specified in the procurement documents) with a Software as a Service (‘SaaS’) cloud-based Enterprise Resource Planning (‘ERP’) solution which meets the authority’s requirements.

Please note: the authority intends to procure separately the SaaS ERP licences for the SaaS ERP solution which will form part of the tenderer’s response and which the implementation partner shall implement and configure under this procurement.

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:


II.2.4)Description of the procurement:

The authority currently uses a version of Oracle eBusiness Suite version R12 as its ERP system (known as ‘SOP’) which supports approximately 8 500 staff based in the UK.

This is provided and maintained via a contract with Shared Services Connected Ltd (referred to as the ‘BPO Supplier’) which is due to expire on 31 October 2023.

The system is used across the authority directorates and functions by line managers, employees and functional users. The BPO supplier provides the SOP system, support services relating to the SOP system (for example, application support and maintenance) and change services relating to SOP.

SOP is an ‘on-premise’ solution and the authority now seeks to replace SOP with a SaaS alternative.

The authority intends to procure services of an implementation partner to facilitate an operations and technology transformation across finance, HR, payroll and procurement and the replacement of SOP and associated systems with a SaaS ERP solution which meets the authority’s requirements.

The authority is inviting expressions of interest, through the completion of a selection questionnaire (‘SQ’), for suppliers wishing to tender to implement a SaaS ERP replacement for SOP. The implementation of the SaaS ERP shall be integrated with the BPO supplier’s operations and processes to provide continued support to the authority.

Suppliers will be required, as part of its tender response, to propose a SaaS ERP solution that meets the authority’s requirements.

Following the completion of the evaluation of final tenders, the authority intends to procure separately the licences required to implement and operate the SaaS ERP identified as meeting the authority’s needs in the implementation partner’s tender. The authority intends to award the SaaS ERP licences directly with the SaaS ERP vendor.

There will be separate contracts for the implementation partner and the licences required to implement and operate the SaaS ERP. These will be between the authority and the implementation partner and the authority and the SaaS ERP vendor respectively.

The purpose of the SQ is:

• to enable the authority to assess whether any suppliers should be excluded from participation in the procurement (pass/fail);

• to assess the economic and financial standing of suppliers (pass/fail);

• to assess the technical and professional ability of suppliers (scored).

The authority will invite the highest scoring four (4) suppliers who are capable of performing the contract to participate in the next stage of the procurement and will invite them to submit an initial tender, participate in negotiations and submit a final tender.

Issue contract notice in contracts finder: Monday 30 March 2020

Contract notice available in the Official Journal of the European Union and Contracts Finder: Wednesday 1 April 2020

Selection questionnaire (SQ) and all relevant information available in eSourcing Portal: Wednesday 8 April 2020

Supplier briefing day: week commencing 13 April 2020

Deadline for clarification questions from suppliers: 17.00 Thursday 23 April 2020

Deadline for answers to clarification questions issued to suppliers: Friday 24 April 2020

SQ supplier response deadline: 23.59 Wednesday 13 May 2020

Notification of SQ outcome to successful and unsuccessful suppliers: Monday 15 June 2020

Issue invitation to submit an initial tender (ITSIT) to successful suppliers: Tuesday 16 June 2020

These are the authority’s anticipated timescales, but the authority reserves the right to amend these as necessary, in accordance with the procurement rules.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality total / Weighting: 60
Quality criterion – Name: Implementation plan and execution / Weighting: 15
Quality criterion – Name: Data migration strategy and execution / Weighting: 10
Quality criterion – Name: Collaboration with SaaS ERP Vendor and the BPO supplier / Weighting: 10
Quality criterion – Name: Service solution (demonstrating compliance with authority’s requirements) / Weighting: 10
Quality criterion – Name: Change control and financial management / Weighting: 5
Quality criterion – Name: Draft testing strategy / Weighting: 10
Price – Weighting: 40

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: 24
This contract is subject to renewal: yes
Description of renewals:

This contract is for an initial term of 24 months with the option to extend up to a further 12-months.

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

Envisaged minimum number: 4
Maximum number: 4
Objective criteria for choosing the limited number of candidates:

The authority intends to limit the number of bidders that will be invited to submit an initial tender to a maximum of four.

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

Please note items 2 to 7 are quality subcriteria of item 1.

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

List and brief description of selection criteria:

Minimum level(s) of standards required:

1) contracting entity’s annual turnover exceed GBP 25 m per annum as reflected in the contracting entity’s last submitted annual accounts (to Companies House);

2) acid test/liquidity ratio: contracting entity’s liquidity ratio ((Inventory + Current Assets)/Current Liabilities) shall exceed 1.2;

3) minimum D&B credit score = contracting entity and all subcontractors have a D&B risk indicator 2 or equivalent that indicates a lower than average risk of credit default.

Supplier must also have, as a minimum, the following insurance cover:

— employer’s (compulsory) liability insurance = GBP 5 000 000 (In accordance with the Law of England and Wales);

— public liability insurance = GBP 2 000 000;

— professional indemnity insurance = GBP 1 000 000; and

— product liability insurance = GBP 2 000 000

Please see the selection criteria as stated in the procurement documents for further details.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Selection questionnaire — project specific questions

Supplier’s technical and professional ability will be assessed against the following weighted selection criteria:

• case study = N/A

• implementation delivery = 30 %

• data migration strategy and approach = 35 %

• collaboration with a SaaS vendor and a centralised shared services provider = 15 %

• collaboration with the third party system providers for the purposes of integration/interfacing = 10 %

• knowledge transfer and hypercare = 6 %

• commercial and financial management = 4 %.

Suppliers must demonstrate they have the technical capacity to carry out the implementation partner services, based on the supplier’s past performance on similar contracts.

Please see the selection criteria as stated in the procurement documents for further details.

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

Competitive procedure with negotiation
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.1.5)Information about negotiation

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
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

Notice number in the OJ S: 2019/S 239-586556

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

Date: 13/05/2020
Local time: 23:59

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 01/04/2020

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: 9 (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: no

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:

The authority shall under no circumstances be liable for any costs incurred by the supplier (or its representatives, agents, affiliates and/or supply chain), including the any costs of preparation of any response pursuant to this procurement, including where the authority exercises its rights set out in the paragraph below.

The authority may terminate, amend or clarify, all or any part of the procurement at any time as it sees fit without incurring any liability to any supplier, including (without limitation) for reasons related to Covid19.

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

The deadline for submission of requests to participate in the procurement will be 13 May 2020, that being 35 days following the release of the ITT/SQ documentation to suppliers via the eSourcing Portal.

The authority is utilising the Competitive Procedure with Negotiation (CPN) and details of the minimum requirements are provided within the procurement documents (available via the eSourcing Portal). The authority reserves the right not to hold a negotiation phase following submission of initial tenders should the initial bids be acceptable and negotiations be deemed unnecessary.

The authority is using the eSourcing Portal to facilitate this procurement and this must be used to submit a response to the ITT/SQ and to submit tenders.

The procurement documents associated with this notice are confidential and require completion of a non-disclosure agreement (NDA) prior to their release to Suppliers. The NDA is available via the eSourcing Portal.

Supplier amendments to the NDA will not be permitted and execution of the NDA as provided by the authority is a condition of further participation. Only suppliers that have signed the NDA will be granted access to the SQ.

Suppliers who have used the eSourcing Portal previously (and are therefore already registered) should access the eSourcing Portal and check their contact details. Where necessary, additional users should be added in relation to this procurement.

Suppliers using the eSourcing Portal for the first time will need to register at: https://crowncommercialservice.bravosolution.co.uk/web/login.html

Further information about the eSourcing Portal is available at www.gov.uk/government/publications/esourcing-tool-guidance-for-suppliers

Once an eSourcing Portal account ID has been obtained, suppliers are to log on to the eSourcing Portal and select ITT- 2961 to access and download a copy the NDA.

A scanned copy of the signed NDA is to be uploaded where indicated as confirmation they wish to express an interest. The signed NDA must be uploaded onto the eSourcing Portal by Tuesday 7 April 2020.

Suppliers who have complied with the foregoing will receive an email from the eSourcing Portal confirming access to the SQ and procurement documentation on publication.

To ensure transparency, fairness and equal treatment of participants the authority shall issue this email confirmation to all suppliers at the same time. This email confirmation will give suppliers access to the SQ and procurement documentation and shall trigger the SQ response window of 35 calendar days.

VI.4)Procedures for review

VI.4.1)Review body

Official name: Crown Commercial Service on Behalf of the Cabinet Office
Postal address: 70 Whitehall
Town: London
Postal code: SW1A 2AS
Country: United Kingdom
Telephone: +44 3450103503Internet address: https://www.gov.uk/government/organisations/cabinet-office
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: