Section one: Contracting authority
one.1) Name and addresses
UK Research and Innovation
Polaris House, North Star Avenue
SWINDON
SN21FL
Country
United Kingdom
NUTS code
UKK - SOUTH WEST (ENGLAND)
Internet address(es)
Main address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.gov.uk/contracts-finder
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Risk and Assurance Management System
Reference number
DDaT20078
two.1.2) Main CPV code
- 48900000 - Miscellaneous software package and computer systems
two.1.3) Type of contract
Supplies
two.1.4) Short description
UK Research and Innovation (UKRI) are seeking to procure an integrated Risk and Assurance system (the system) that provides a long-term solution that is adaptable to the complexity of UKRI now and in the future.
The existing risk system, EasyRisk system was implemented as an interim solution when UKRI was formed.
Aims and Objectives
The primary over-arching objective of the project is to implement a suitable long-term solution, through a flexible, integrated and easy-to-use system that can support the diverse risk management and assurance needs of UKRI. The solution adopted will be able to adapt to change in organisational objectives and structure. It will provide improved capability to capture, update, track and present relevant information to stakeholders, enabling effective reporting and informed decision making, at all levels.
The primary objectives of the project, include:
• Improved quality of risk & assurance reporting
• Higher efficiency and effectiveness of risk management by the business
• Increased linkage and integration between Risk, Assurance, and Controls
• Increased linkage to objectives and corporate plan
• New capability to produce KPIs and KRIs
All submissions will be assessed in accordance with the Public Contracts Regulations 2015, for procurement values that exceed Regulation 5 (Threshold amounts) Responses must be received by the date in the tender documentation; responses received outside of the deadline or not sent via the Delta eSourcing portal will not be accepted or considered further for this opportunity.
As a user of the Delta eSourcing Portal you will have access to the Delta messaging service which facilitates all messages sent to you and from you in relation to any specific tender event. Please note it is your responsibility to access these messages on a regular basis to ensure you have sight of all relevant information applicable to this opportunity.
The contracting authority expressly reserves the right:
i. not to award any contract as a result of the procurement process commenced by publication of this notice;and ii. to make whatever changes it may see fit to the content and structure of the procurement; and in no circumstances will the contracting authority be liable for any costs incurred by any supplier. If the contracting authority decides to enter into a contract with the successful supplier, this does not mean that there is any guarantee of subsequent contracts being awarded. Any expenditure, work or effort undertaken prior to contract award is accordingly a matter solely for the commercial judgement of bidders.
How to Apply
UK Shared Business Services Ltd (UK SBS) will be using the Delta eSourcing Portal for this procurement. To register on the Delta eSourcing portal please use the link https://uksbs.delta-esourcing.com and follow the instructions to register.
If you are already registered on the Delta eSourcing Portal and wish to participate in this procurement, please use the link: https://uksbs.delta-esourcing.com and the follow the instructions to 'Login'
Once you are logged into the system you will be able to link yourself into this procurement using the Access Code: 5NN38554N5
two.1.5) Estimated total value
Value excluding VAT: £430,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKK - SOUTH WEST (ENGLAND)
two.2.4) Description of the procurement
UK Research and Innovation (UKRI) are seeking to procure an integrated Risk and Assurance system (the system) that provides a long-term solution that is adaptable to the complexity of UKRI now and in the future.
The existing risk system, EasyRisk system was implemented as an interim solution when UKRI was formed.
The primary over-arching objective of the project is to implement a suitable long-term solution, through a flexible, integrated and easy-to-use system that can support the diverse risk management and assurance needs of UKRI. The solution adopted will be able to adapt to change in organisational objectives and structure. It will provide improved capability to capture, update, track and present relevant information to stakeholders, enabling effective reporting and informed decision making, at all levels.
The primary objectives of the project, include:
• Improved quality of risk & assurance reporting
• Higher efficiency and effectiveness of risk management by the business
• Increased linkage and integration between Risk, Assurance, and Controls
• Increased linkage to objectives and corporate plan
• New capability to produce KPIs and KRIs
Prior to the formation of UKRI there was a mixed approach to capturing risk information ranging from Microsoft Excel spreadsheets to various risk tools. When the UKRI was formed it was necessary to have a single source of risk information, hence a pragmatic decision was taken by the Head of Risk to use the existing EasyRisk system as an interim solution, which had been in use for the UKRI project, RCUK and MRC.
As part of the approved UKRI Risk Management Strategy it was recognised that the system would need to be reviewed and a decision taken for a long-term solution. In response to the above a "UKRI Risk Management and Assurance System Project" was launched in early January 2020.
Procurement through an open competition re-tender is required for a fit-for-purpose business system-application, by exploiting the latest market technology and capabilities.
The system will be used across UKRI. This will include the 9 councils and the corporate areas.
The Enterprise Risk Management System (ERM) will also support portfolio, programmes and projects.
The system will support the embedding of the Risk Management Framework and the Assurance Framework. It will be used to manage and support the captured Risk, Assurance, IGRAF (Integrated Governance, Risk & Assurance Framework) and Audit information. Ultimately supporting UKRI by providing information which will help support its decision making.
A fully integrated risk and assurance is the most desirable option, this will form part of Level 1 and 2 as stated below in the requirements documents. To demonstrate our requirements further we have separated them into must have, should have and could have using MoSCoW model. This will allow tender bids to demonstrate their ability to provide our requirements against each criteria.
UKRI needs to be able to integrate information from the system with information from other business systems used within UKRI now or in the future.
two.2.5) Award criteria
Quality criterion - Name: Must Haves / Weighting: 40%
Quality criterion - Name: Should Haves / Weighting: 20%
Quality criterion - Name: Demonstration and Sandbox / Weighting: 20%
Price - Weighting: 20%
two.2.6) Estimated value
Value excluding VAT: £430,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
2 August 2021
End date
1 August 2026
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
23 February 2021
Local time
2:00pm
Changed to:
Date
31 March 2021
See the change notice.
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
24 February 2021
Local time
2:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
UK Shared Business Services
Polaris House, North Star Avenue
swindon
SN2 1FL
Country
United Kingdom