United Kingdom-Swindon: Enterprise resource planning software package
Voluntary ex ante transparency notice
Section I: Contracting authority/entity
Main address: http://www.uksbs.co.uk/Pages/default.aspx
Address of the buyer profile: http://www.uksbs.co.uk/Pages/default.aspx
Section II: Object
Replacement of Oracle Business Process Subscription (BPS) contract
The Oracle HR and Finance system is the software.
Which allows delivery of almost all the shared services which UK SBS delivers. Without it UK SBS would be unable to function until it had procured, configured, tested and rolled out a new HR and Finance System.
This agreement will cover the licenses required to continue to operate the Oracle platforms. The Agreement period will be May 2018 to May 2021 in order to provide continuous service while the Research Councils and Innovate UK transition into UKRI.
By the end of the 3 year extension, UKRI will be running and the requirements for a new system will be clear. The technology will be three years older and the need for an updated system matching the requirements of the new organisation will be clear. The contracting authority anticipate commencing the requirements gathering in 2018 and the procurement exercise for the replacement HR and Finance system during 2019.
This agreement will cover the licenses required to continue to operate the existing Oracle platforms. The Agreement period will be May 2018 to May 2021 in order to provide continuous service while the Research Councils and Innovate UK transition into UKRI.
Section IV: Procedure
The Oracle HR and Finance system is the software which allows delivery of almost all the shared services which UKSBS delivers. Without it, UKSBS would be unable to function until it had procured, configured, tested and rolled out a new HR and Finance System.
The Public Contracts Regulations 2015 under Regulation 32 5 (b) allows for the use of the Negotiated Procedure without Prior Publication:
“for additional deliveries by the original supplier which are intended either as a partial replacement of supplies or installations or as the extension of existing supplies or installations where a change of supplier would oblige the contracting authority to acquire supplies having different technical characteristics which would result in incompatibility.
Or disproportionate technical difficulties in operation and maintenance.“
It is clear that changing such a highly customised system as UKSBS and its clients enter a new environment with requirements not yet defined would incur disproportionate costs in both operation and maintenance.
Section V: Award of contract/concession
Section VI: Complementary information
The award date referenced in V.2.1 above is the date recorded as the award date with conclusion of the Contract to be made before the end of May 2018.
The value range of the eventual of the Contract is dependent on the final value agreed with the Contractor.