Works - 41071-2018

30/01/2018    S20    - - Works - Voluntary ex ante transparency notice - Negotiated procedure without a call for competition 

United Kingdom-Swindon: Enterprise resource planning software package

2018/S 020-041071

Voluntary ex ante transparency notice

Works

Directive 2014/24/EU

Section I: Contracting authority/entity

I.1)Name and addresses
UK Shared Business Services Ltd
Polaris House, North Star Avenue
Swindon
SN2 1FF
United Kingdom
Contact person: Allan Evett
E-mail: allan.evett@uksbs.co.uk
NUTS code: UKK14

Internet address(es):

Main address: http://www.uksbs.co.uk/Pages/default.aspx

Address of the buyer profile: http://www.uksbs.co.uk/Pages/default.aspx

I.4)Type of the contracting authority
Body governed by public law
I.5)Main activity
Other activity: Shared business services

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

Replacement of Oracle Business Process Subscription (BPS) contract

Reference number: SSAPR18018
II.1.2)Main CPV code
48451000
II.1.3)Type of contract
Works
II.1.4)Short description:

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.

II.1.6)Information about lots
This contract is divided into lots: no
II.1.7)Total value of the procurement (excluding VAT)
Lowest offer: 6 000 000.00 GBP / Highest offer: 9 000 000.00 GBP taken into consideration
II.2)Description
II.2.1)Title:
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
NUTS code: UKK14
Main site or place of performance:

Swindon.

II.2.4)Description of the procurement:

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.

II.2.5)Award criteria
Price
II.2.11)Information about options
Options: no
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 IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Negotiated procedure without prior publication
  • No tenders or no suitable tenders/requests to participate in response to restricted procedure
  • The works, supplies or services can be provided only by a particular economic operator for the following reason:
    • absence of competition for technical reasons
Explanation:

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.

IV.1.3)Information about framework agreement
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

Section V: Award of contract/concession

Contract No: SSAPR18018
Title:

Replacement of Oracle Business Process Subscription (BPS) contract

V.2)Award of contract/concession
V.2.1)Date of contract award decision:
24/01/2018
V.2.2)Information about tenders
The contract has been awarded to a group of economic operators: no
V.2.3)Name and address of the contractor/concessionaire
Oracle Corporation UK Limited
Oracle Parkway, Thames Valley Park
Reading
RG6 1RA
United Kingdom
NUTS code: UKJ11
The contractor/concessionaire will be an SME: no
V.2.4)Information on value of the contract/lot/concession (excluding VAT)
Lowest offer: 6 000 000.00 GBP / Highest offer: 9 000 000.00 GBP taken into consideration
V.2.5)Information about subcontracting

Section VI: Complementary information

VI.3)Additional 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.

VI.4)Procedures for review
VI.4.1)Review body
UK Shared Business Services Ltd
Polaris House, North Star Avenue
Swindon
SN2 1FF
United Kingdom
E-mail: policy@uksbs.co.uk

Internet address:www.uksbs.co.uk

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:
26/01/2018