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Services - 78669-2020

17/02/2020    S33

United Kingdom-Swindon: Enterprise resource planning software development services

2020/S 033-078669

Prior information notice

This notice is for prior information only


Legal Basis:
Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: UK Shared Business Services Ltd
Postal address: Polaris House, North Star Avenue
Town: Swindon
NUTS code: UKK14 Swindon
Postal code: SN2 1FL
Country: United Kingdom
Contact person: Laura Gawthorn
Internet address(es):
Main address:
Address of the buyer profile:
I.2)Information about joint procurement
The contract is awarded by a central purchasing body
Additional information can be obtained from the abovementioned address
I.4)Type of the contracting authority
Body governed by public law
I.5)Main activity
Other activity: business, industrial strategy, science, research and innovation

Section II: Object

II.1)Scope of the procurement

PR20004 Future Shared Services (FSS)

Reference number: PR20004
II.1.2)Main CPV code
72212451 Enterprise resource planning software development services
II.1.3)Type of contract
II.1.4)Short description:

UK Shared Business Services Ltd (UK SBS) is looking to procure a cloud based ERP solution, system integration, implementation and transformational business change services. This prior information notice is to inform the market of the forthcoming opportunity and to invite interested parties to attend a pre-market supplier engagement day on Friday 28th February in Swindon. The purpose of the pre-market engagement day is to inform the market of the opportunity and establish interest in helping to shape the final specification for this requirement through short rounds of 1-2-1 sessions. Suppliers wishing to participate in this initial engagement day should submit their interest in an email quoting PR20004 in the subject to: no later than 4 p.m. on Friday 21st February.

Details for the event will be given upon request and admission will only be available to confirmed attendees. Numbers at the initial event may be restricted to one person per organisation.

II.1.5)Estimated total value
Value excluding VAT: 64 000 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: no
II.2.2)Additional CPV code(s)
48400000 Business transaction and personal business software package
48430000 Inventory management software package
48440000 Financial analysis and accounting software package
48450000 Time accounting or human resources software package
48490000 Procurement software package
48482000 Business intelligence software package
48445000 Customer Relation Management software package
72212451 Enterprise resource planning software development services
72246000 Systems consultancy services
72253200 Systems support services
72254100 Systems testing services
48451000 Enterprise resource planning software package
II.2.3)Place of performance
II.2.4)Description of the procurement:

UK SBS delivers shared business services to its owners; UKRI and BEIS and its partner organisations. We work behind the scenes, providing shared and specialist services to help reduce costs, improve quality and efficiency, to the benefit of UK taxpayers. We provide HR and Payroll, Finance, Procurement, IT and Property Asset Management services to BEIS and its partner organisations – to enable our customers to focus on their core activities and make the most of their available budgets.

UK SBS is looking to procure a cloud based ERP solution and system integration services to support the BEIS FSS programme, together with transformation change partnership support as part of exploiting the opportunities enabled by modern shared service solutions.

FSS programme is born out of a need to replace an ERP solution where existing licence arrangements expire in May 2021. Existing ERP platforms deliver critical Payroll, HR, Finance and Procurement services, which organisations require in order to function.

The existing on-premise Oracle ERP platforms are administered by UK SBS for the following customers:

Department for Business, Energy and Industrial Strategy(BEIS);

UK Research and Innovation (UKRI);

Department for International Trade (DIT);

UK Space Agency (UKSA);

The Insolvency Service (INSS);

UK SBS itself.

Innovate UK (now part of UKRI) have a separate Workday ERP solution which can remain in use under current arrangements until July 2023. At that point, UKRI intend for Innovate UK to join the new shared service solution, creating a total user base requirement for all organisations of circa 20 000 users.

A cross-organisational FSS programme has been established to improve the efficiency and effectiveness of end to end services across the UK SBS customer base and ultimately improve the user experience. It will play a fundamental role in transforming the existing service model, implementing a new single technology platform and realising the benefits and economies of scale that a modernised solution can deliver. In considering future solutions now, all organisations have an opportunity to transform the end to end service model and deliver the efficiencies enabled by a modern system, i.e. more intuitive, automated and user friendly. This aligns with the wider Government Shared Services strategy which is encouraging government departments to adopt cloud-based ERP solutions.

A programme of this nature contributes to the strategic objectives of all organisations involved. It also allows all organisations to deliver on the ambitions of the industrial strategy placing cloud technology, enhanced data and AI at the forefront of the end user experience.

The focus of the procurement will be to design new services and transformation in the shared service provider and customer organisations. In addition, there is a requirement to replace the existing ‘on-premise’ systems with a Cloud Based Software as a Service (SaaS) solution to cover the core elements of Finance, HR and Payroll that is scalable and relevant to organisations of this size and complexity. Other components, e.g. CRM, must also be part of the integrated solution. The requirements also cover support from a System Integration (SI) and implementation partner for business transformation, to ensure effective adoption of the new service and to support the roll out of the product into all organisations supported by UK SBS.

The procurement will look for joint and coordinated proposals from suppliers working in partnership (in a single bid submission) to deliver the full range of services (Software subscription/licences, Systems Integration and Implementation). This may result in one, 2 or more contracts direct with each partnering service provider subject to the structured proposal of the successful bid.

Total estimated value including software subscription/licences, implementation and service management, including the optional 2-year extension and contingency is 49 000 000 GBP — 64 000 000 GBP subject to financial approval.

II.2.14)Additional information

Suppliers wishing to participate in this initial engagement day should submit their interest in an email quoting PR20004 in the subject to: no later than 4 p.m. on Friday 21st February.

Suppliers that do not wish to participate in the pre-market engagement exercise will still have the opportunity to bid for this requirement when the contract notice is published.

II.3)Estimated date of publication of contract notice:

Section IV: Procedure

IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes

Section VI: Complementary information

VI.3)Additional information:

This is not a call for competition.

VI.5)Date of dispatch of this notice: