Services - 401579-2020

26/08/2020    S165

United Kingdom-Lewes: Software implementation services

2020/S 165-401579

Contract notice

Services

Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: East Sussex County Council
Postal address: County Hall, St Annes Crescent
Town: Lewes
NUTS code: UKJ22 East Sussex CC
Postal code: BN7 1UE
Country: United Kingdom
E-mail: Procurement@eastsussex.gov.uk
Internet address(es):
Main address: https://www.eastsussex.gov.uk
Address of the buyer profile: https://www.eastsussex.gov.uk
I.3)Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.sesharedservices.org.uk/esourcing/opportunities
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
Regional or local authority
I.5)Main activity
General public services

Section II: Object

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

ESCC — JS Modernising Back Office Systems (ERP Solution)

Reference number: ESCC - 031315
II.1.2)Main CPV code
72263000 Software implementation services
II.1.3)Type of contract
Services
II.1.4)Short description:

The Council is seeking responses to this advertisement from providers who are able to provide a fully integrated ERP system on a software as a service (SaaS) basis and implement and configure the system. This may be a fully integrated system or a fully integrated combination of best of breed ERP systems. The system will include modules for finance, procurement, HR and payroll, which are currently supplied by SAP. The Council expects to enter into two contracts: one for implementation and one for the ERP (SaaS) product. The Council requires one lead supplier (the implementation partner) to take responsibility for implementation activities, including any contracting arrangement with any other supplier to deliver any element of the solution which the lead supplier does not provide. The Council expects to enter into a separate contract with the ERP provider, for subscription purposes only. The contractual responsibility for implementation shall sit with the lead supplier.

II.1.5)Estimated total value
Value excluding VAT: 25 000 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: no
II.2)Description
II.2.3)Place of performance
NUTS code: UKJ22 East Sussex CC
Main site or place of performance:

East Sussex County Council.

II.2.4)Description of the procurement:

This contract is not divided into lots.

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
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Start: 01/04/2021
End: 31/03/2031
This contract is subject to renewal: yes
Description of renewals:

Upon expiry of the initial term of seven years, there is an extension period of up to 36 months.

II.2.10)Information about variants
Variants will be accepted: no
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 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
List and brief description of conditions:

As detailed in the procurement documents.

III.1.2)Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3)Technical and professional ability
Selection criteria as stated in the procurement documents

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
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.2.2)Time limit for receipt of tenders or requests to participate
Date: 21/09/2020
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
English
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
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:

All procurement documents are available and must be completed electronically using the SE Shared Services Procurement eSourcing portal, https://www.sesharedservices.org.uk/esourcing/opportunities. The SE Shared Services eSourcing portal provides a web-based tool that provides a simple, secure and efficient means for managing tendering and quotation activities, reducing the time and effort required for both buyers and potential bidders. The portal allows for tender clarifications and submitting your bid electronically. In order to bid for this opportunity, you will need to register your company on the SE Shared Services portal. The Council, as part of Orbis, sells services to other public bodies. As a result, the SaaS Platform and integration services will be made directly available by the Council to service beneficiaries. Service beneficiaries will be given direct access to the SaaS Platform and will issue subscriptions to such of their staff as required. The following service beneficiaries may access during the term of the agreement:

East Sussex Fire and Rescue Service;

Schools (including without limitation all maintained schools, Academies, Free Schools and independent schools) in the United Kingdom;

Brighton and Hove City Council; Surrey County Council (the whole organisations);

East Sussex Clinical Commissioning Group;

any corporate bodies (including companies) wholly-owned or managed by the Council and any unincorporated entities for which the Council is responsible for hosting; and

any other contracting authority (as defined in the Public Contracts Regulations 2015, as amended) or charitable/not for profit organisations in the United Kingdom. Additionally, there are a number of organisations that either purchase services from Orbis or provide Services to the Council. These organisations will not have direct access to the SaaS Platform (therefore no subscription), but the Council will use the SaaS Platform when providing services, and therefore the access will be indirect and the use incidental (‘Service Recipients’). The following entities may be service recipients:

Reigate and Banstead Borough Council;

Sussex Inshore Fisheries and Conservation Authority;

HM Coroner for East Sussex, East Sussex Pension Fund;

Schools (including without limitation all maintained schools, Academies, Free Schools and independent schools) and other educational establishments (including without limitation, further education and higher education establishments such as sixth form colleges, technology colleges and universities) in the United Kingdom;

organisations that supply goods, works and/or services to the Council; and

any organisation entitled to be a service beneficiary. Those expected to need access at the outset are identified in the procurement documents. The estimated spend over the lifetime of the contract(s) for the Council and the known service beneficiaries listed above is in the region of sixteen million pounds (GBP 16 000 000). The remaining ‘tolerance’ (i.e. up to twenty-five million (GBP 25 000 000)) stated in the OJEU notice is to allow for the potential growth over the lifetime of the contract(s) and is in no way guaranteed.

VI.4)Procedures for review
VI.4.1)Review body
Official name: The High Court
Postal address: Royal Courts of Justice, Strand
Town: London
Postal code: WC2A 2LL
Country: United Kingdom
VI.4.2)Body responsible for mediation procedures
Official name: The High Court
Postal address: Royal Courts of Justice, Strand
Town: London
Postal code: WC2A 2LL
Country: United Kingdom
VI.4.3)Review procedure
Precise information on deadline(s) for review procedures:

Any applications to the court must be made in accordance with Part 3 (Remedies) of the Public Contracts Regulations 2015.

VI.4.4)Service from which information about the review procedure may be obtained
Official name: The High Court
Postal address: Royal Courts of Justice, Strand
Town: Lewes
Postal code: WC2A 2LL
Country: United Kingdom
VI.5)Date of dispatch of this notice:
21/08/2020