Services - 552011-2020

17/11/2020    S224

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

2020/S 224-552011

Contract notice

Services

Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: The University of Manchester
Postal address: Oxford Road
Town: Manchester
NUTS code: UKD3 Greater Manchester
Postal code: M13 9PL
Country: United Kingdom
E-mail: procurement@manchester.ac.uk
Telephone: +44 1612752160
Internet address(es):
Main address: http://www.manchester.ac.uk
Address of the buyer profile: https://in-tendhost.co.uk/universityofmanchester/aspx/Home
I.3)Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/universityofmanchester/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/universityofmanchester/aspx/Home
Tenders or requests to participate must be submitted to the abovementioned address
I.4)Type of the contracting authority
Body governed by public law
I.5)Main activity
Education

Section II: Object

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

Oracle Finance Project

Reference number: 2020/1735/Oracle/RF/JL
II.1.2)Main CPV code
72000000 IT services: consulting, software development, Internet and support
II.1.3)Type of contract
Services
II.1.4)Short description:

We are seeking to appoint an Oracle implementation partner to assist the University to move from version v12.1.3 to v12.2.8 (or later) on 1 August 2022. The project comprises the following elements:

— re-implementation of the Oracle Financials software moving from version 12.1.3 to 12.2.8 (or later);

— the creation of a new Chart of Accounts;

— re-engineering of core finance processes to support implementation of new chart of accounts;

— the redevelopment of interfaces into and out of Oracle Financials, which may be required to support changes to the chart of accounts;

— implementation of any required changes to data, data structures and functionality of applications integrated with Oracle Financials;

— re-engineering of non-finance processes to support above change;

— consideration of opportunities to configure the software to improve processes and realise demonstrable business benefits.

II.1.5)Estimated total value
Value excluding VAT: 2 500 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: no
II.2)Description
II.2.2)Additional CPV code(s)
48451000 Enterprise resource planning software package
72261000 Software support services
48000000 Software package and information systems
72227000 Software integration consultancy services
72266000 Software consultancy services
II.2.3)Place of performance
NUTS code: UKD3 Greater Manchester
Main site or place of performance:

The University of Manchester.

II.2.4)Description of the procurement:

We are seeking to appoint an Oracle implementation partner to assist the University to move from version v12.1.3 to v12.2.8 (or later). The appointment of an experienced partner will ensure the University is fully able to adopt and exploit the opportunities presented from this transition.

The University has a clear vision and has identified a range of benefits that it expects to delivery from this project. The partner is expected to understand both of these and ensure that their proposal to support the re-implementation focuses on delivering these as part of the technical solution.

Our Vision is to use the Oracle re-implementation to improve the support provided to the University by increasing automation, simplifying and standardising what we do and reducing manual interventions in routine processes freeing up staff time for value added activities.

Specifically our vision is to:

— to provide the University with a fit for purpose finance system able to meet challenges facing the business;

— to improve reporting and controls made possible by a new ledger structure and chart of accounts, specifically:

— to enable ‘fit for purpose’ reporting and management information to be produced efficiently, including statistical information;

— to enable external as well as internal reporting requirements to be met in an automated way, including VAT and tax reporting;

— to enable the business to undertake effective budget and planning activities, including scenario planning and modelling, in an agile manner;

— to support budget holders at an appropriate level, e.g. detailed reporting on projects and grants being driven directly to budget holders and PI’s, while heads of cost centres or profit centres receive higher level, regular reporting on their areas to enable effective management of these areas;

— to enable better financial management of types of activities, including profitability reporting on courses, accommodation, etc.;

— to achieve improved financial controls by use of automated workflows for approvals and reporting;

— to enable efficient, automated transaction processing;

— to achieve some consolidation of the IT landscape (including moving from a single company to a multi company configuration) and a reduced number of systems to support resulting in reduced support costs for systems and interfaces and robust, well supported interfaces.

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
Value excluding VAT: 2 500 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: no
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: yes
Description of options:

Option to extend the contract for a further 1-year period.

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

The figures given are an estimate only of the total value of the project and should not be taken as a guarantee of income.

Estimated value excluding VAT:

Range: between GBP 2 500 000 and GBP 4 000 000.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
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
Open 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: 14/12/2020
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: 3 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders
Date: 14/12/2020
Local time: 12:05

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
VI.3)Additional information:

All interested candidates should request a copy of the tender pack using the address set out in I.1) above, and before the deadline set out in IV.2.2).

The initial contract period is 24 months with the option of a further 12-month period.

References provided in section 6 of the SQ must be relevant to the value stated in this notice and clearly demonstrate previous experience in the requirements outlined in the tender documentation.

All candidates must demonstrate that they have a minimum turnover of GBP 4 million and provide evidence to this effect.

The University requires the partner to have:

• significant experience of Oracle, ideally experience of 12.2.8, and a track record of assisting organisations with successful system re-implementation’s; and

• significant experience in the modules (as set out in the tender documentation) which are currently in use and which we wish to adopt; and

• understanding of possible changes to existing business processes associated with the update of the chart of accounts, to allow the university to re-design these in a manner that delivers maximum gains from any change;

• advise on areas where the University lacks existing experience, including:

— the best approaches for achieving a multi-company structure and delivering not only effective transactional processing between companies, but single and group entity reporting, including processing the accounting eliminations for simple and more complex transactions,

— the best means of ensuring that VAT is accurately captured within the various modules, across the range of our activities to provide confidence and facilitate required reporting,

— the set-up and management of fixed assets within the system,

— the implementation of planning and budgeting software (e.g. Oracle PBCS) alongside the EBS system in order to maximise the benefits for the University;

• advice on configuration of the software to comply with the requirements of the GDPR and exemplify best business practice for data security;

• access to the range of experienced and qualified personnel we require to deliver this re-implementation as set out elsewhere in this ITT.

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

The authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by the authority as soon as possible after the decision has been made as to the reasons why the applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, the Public Contracts Regulations 2015 (SI 2015 No 102) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take action in the High Court (England, Wales, and Northern Ireland). Any such action must generally be brought within 3 months. If a declaration of ineffectiveness is sought, any such action must be brought within 30 days where the authority has communicated the award of the contract and a summary of reasons to tenderers, or otherwise within 6 months of the contract being entered into. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the authority to pay a fine, and/or order that the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.

VI.5)Date of dispatch of this notice:
12/11/2020