Tender for Oracle and Hyperion Planning Upgrades

Tender for Oracle and Hyperion Planning Upgrades

We are looking for this supplier to partner with us and advise us on the most suitable solutions for a business of this size. The supplier will liaise with the financial control and ICT teams.

United Kingdom-London: Financial consultancy services

2013/S 226-393752

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Hyde Housing Association Limited
Provision of Oracle and Hyperion Planning Upgrades, 30 Park Street
For the attention of: Nasreen Tayab
SE1 9EQ London
UNITED KINGDOM
Telephone: +44 2032072602
E-mail: hydetender3@hyde-housing.co.uk

Internet address(es):

General address of the contracting authority: http://www.hyde-housing.co.uk

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

Body governed by public law
I.3)Main activity

Housing and community amenities
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)Description
II.1.1)Title attributed to the contract by the contracting authority:

Provision of Oracle and Hyperion Planning Upgrades.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 6: Financial services a) Insurances services b) Banking and investment services
Main site or location of works, place of delivery or of performance: London.
NUTS code UKI

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)

Hyde is seeking a provider for services in relation to enhancing and upgrading our financial systems. The financial systems that Hyde use are Oracle (version 12.1) and Hyperion Planning (version 11.1.2).
2.2 The contract duration will be for a period of 3 years with the possibility of annual extensions for a further 2 years totalling a maximum of 5 years. It will be at Hyde’s discretion if the contract is extended.
2.3 We are looking for a supplier who can either work with us on both Oracle and Hyperion Planning and advise us on the best system solutions.
2.4 We are looking for this supplier to partner with us and advise us on the most suitable solutions for a business of this size. The supplier will liaise with the financial control and ICT teams.
2.5 Oracle and Hyperion Planning are the systems used to account and analyse our financial data (respectively). These require regular upgrades. Additionally, there are a number of enhancements we can make to our financial systems that will allow us to make efficiencies both within the finance department and outside the finance department. These efficiencies will be made on an ad hoc basis as required. However, we would like to be able to support these changes within financial control and we would like to have a supplier we can plan these changes with without having to procure for each individual change.
2.6 The main users of Oracle and Hyperion Planning are the finance teams. However, a large part of the business uses Oracle i-procurement and we are hoping to extend this to the whole business. Extending the use of Oracle i-procurement to the whole business will require some tailoring of the current system.
2.7 Additionally, the functionality within Hyperion could allow us to assist the business in other areas such as building functionality to produce automated service charges and reconciliations.
2.8 The financial systems team, who are based within finance, currently carry out much of the financial system enhancement work. However, external experience is needed to advise us on new developments. Our systems are supported by ICT with an Oracle and Hyperion DBA.
2.9 Currently these systems are supported by contractors on an ad hoc basis depending on the size of the project.
2.10 Hyde would be looking for a supplier who would be able to assist us with our financial systems road map and who would advise on the best reporting solutions for both finance and the business. Hyde would need this to be tailored to our business and for the supplier to bear in mind that Hyde are not a profit making organisation and therefore solutions need to be at the right price.
2.11 The business requirements include a supplier who can help us with the following:
— Provide advise and/or consultancy in creating a 3-5 software upgrade plan for both Oracle and Hyperion Planning, including Advice and support in planning timing, scope, resourcing etc.;
— Deliver the agreed Oracle and Hyperion Planning enhancements over a 3-5 year period;
— Advise on Oracle Fusion and other Oracle products and advise on suitability for the Group;
— Consultancy based advice related to tailoring Hyperion Planning to produce service charge statements;
— Consultancy based advice related to tailoring Oracle i-procurement for business areas;
— Other ad hoc services as requested.
II.1.6)Common procurement vocabulary (CPV)

66171000, 66172000, 66151000, 66000000, 48440000, 72600000

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

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots

This contract is divided into lots: no
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Estimated value excluding VAT:
Range: between 450 000 and 630 000 GBP
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: 60 (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
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: 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: 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:
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

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

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

Envisaged minimum number 4: and maximum number 8
Objective criteria for choosing the limited number of candidates: 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: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

None
IV.3.2)Previous publication(s) concerning the same contract

no
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: 24.12.2013 – 13:00
IV.3.4)Time limit for receipt of tenders or requests to participate

2.1.2014 – 13:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

30.1.2014
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 of tenders

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

Hyde reserves the right to cancel the procurement at any time and not proceed with all or part of the ocntract.
Hyde will not, under any circumstances, reimburse any expense incurred by bidders in preparing their PQQ or tender submissions. Expressions of interest should be sent to email hydetender3@hyde-housing.co.uk. The expressions of interest will be logged and the PQQ will be sent via email. The expression of interest deadline is at 13:00 on the 24.12.2013. Deadline for submission of the PQQ is at 13:00 on the 2.1.2014.

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

Royal Court of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

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:20.11.2013