Section one: Contracting authority
one.1) Name and addresses
Department for Business, Energy & Industrial Strategy
1 Victoria Street
Westminster
SW1H 0ET
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
https://www.gov.uk/government/organisations/department-for-business-energy-and-industrial-strategy
one.3) Communication
Additional information can be obtained from the above-mentioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
https://beisgroup.ukp.app.jaggaer.com/
one.4) Type of the contracting authority
Ministry or any other national or federal authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Matrix Programme - Technology (including ERP) & Systems Integration Services (Jaggaer Project: prj_1484)
two.1.2) Main CPV code
- 72000000 - IT services: consulting, software development, Internet and support
two.1.3) Type of contract
Services
two.1.4) Short description
In March 2021, Government Business Services launched the ‘Shared Services Strategy for Government’ . This strategy created the concept of five clusters of departments, each cluster sharing a common set of process, common cloud-based ERP and ancillary systems and a single shared service centre to deliver corporate services across finance, HR and payroll.
The Matrix Programme (formerly the ‘policy’ cluster) brings together eight departments. These eight departments comprise an amalgamation of those who have already moved to cloud or are yet to move to a cloud-based solution; these are:
Non-Cloud Users
• Cabinet Office (CO)
• Department for Business, Energy and Industrial Strategy (BEIS)
• Department for Digital, Culture, Media & Sport (DCMS)
• Department for International Trade (DIT)
Cloud Users
• Attorney General’s Office (AGO)
• Department for Education (DfE)
• Department of Health and Social Care (DHSC)
• HM Treasury (HMT)
In addition to these core departments, a limited number of Arm’s Length Bodies will also form part of the initial programme activities. These are:
• UK Space Agency (UKSA)
• Insolvency Service (INSS)
• Government Property Agency (GPA)
• Civil Service Commission (CSC)
• Office of the Registrar of Consultant Lobbyists (ORCL)
• Equalities and Human Rights Commission (EHRC)
• Crown Commercial Service (CCS)
• Building Digital UK (BDUK)
In line with the publish Shared Services Strategy there is potential for additional Arms Lengths Bodies to onboard, however each will be assessed on a individual basis and subject to government principles around the management of public money and HM Treasury green book guidance.
The Programme, with the Department for Business, Energy and Industrial Strategy acting as the lead contracting authority, will design, develop, and procure the new technologies and capabilities that are required to help modernise their 'back office' systems. It will deliver a high quality, and good value, system and support service to help streamline the transactions and activities that underpin the way departments are run.
In delivering against the objectives of the Shared Services strategy for Government, the programme will act as a key enabler for change within the Corporate Service landscape, replacing end-of-life technology and overcoming challenges of existing arrangements within each department to deliver substantial cashable and non-cashable benefits for the cluster.
The new shared service will have a focus on convergence across data, policies and processes, enabled by a scalable system, paving the way for increasing interoperability across government, with the procurement bringing together :
• 46k users based across the UK
• 15 instances of 9 different software solutions across the eight departments
• 10 service providers, varying in maturity, service provision and position.
The Authority is seeking to engage the market to work with the departments and identified stakeholders to ensure the delivery of best in class, VfM (Value for Money), shared HR (Human Resources), Finance services and Payroll which meet the needs of service users.
In order to meet the objectives of the Shared Services Strategy for Government, outcomes and user needs of the Departments within the Matrix Programme, this procurement is seeking to purchase a Cloud based service leveraging the capabilities offered by a Software-as-a-Service (SaaS) ERP platform and associated technologies, and the necessary configuration, integration and business change / transformation.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 48000000 - Software package and information systems
- 48100000 - Industry specific software package
- 48217000 - Transaction-processing software package
- 48219300 - Administration software package
- 48441000 - Financial analysis software package
- 48450000 - Time accounting or human resources software package
- 48490000 - Procurement software package
- 72000000 - IT services: consulting, software development, Internet and support
- 72200000 - Software programming and consultancy services
- 72210000 - Programming services of packaged software products
- 72211000 - Programming services of systems and user software
- 72212450 - Time accounting or human resources software development services
- 72212451 - Enterprise resource planning software development services
- 72250000 - System and support services
- 72260000 - Software-related services
- 72261000 - Software support services
- 72265000 - Software configuration services
- 72267000 - Software maintenance and repair services
- 72300000 - Data services
- 72317000 - Data storage services
- 72510000 - Computer-related management services
- 72590000 - Computer-related professional services
- 72600000 - Computer support and consultancy services
- 72610000 - Computer support services
- 79211110 - Payroll management services
- 79211120 - Sales and purchases recording services
- 79631000 - Personnel and payroll services
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
The procurement is for a technology system and associated systems integration services, as one lot.
The Authority intends to commence a “bundled procurement” for Technology (including ERP) & Systems Integration(SI) Services. By “bundled procurement” the Authority means that the Technology (including ERP) and SI suppliers work together in partnership from the outset to jointly propose a cohesive solution and delivery approach which meets the Authority’s outcome-based requirements and demonstrate they are a compatible supplier partnership.
The Authority proposes conducting a single procurement process (with a single shared evaluation methodology that will cover the different elements of the overall solution) to determine the fit for purpose consortium of suppliers. At this stage it is envisaged that the procurement may result in either the award of modular and separable contracts for the suppliers that constitute each consortium (e.g. the ERP and SI services respectively) or a prime contractor/subcontractor model may be permitted, provided materially the same (or better) protections and benefits are available to the Authority. Those contractual elements that are key to the cohesive and collaborative nature of the solution will form a set of jointly agreed schedules between the suppliers (e.g. Implementation Plans, Dependencies Registers and clear Responsibilities etc.
For the avoidance of doubt, the Authority does not propose a ‘lotted’ procurement.
Suppliers interested in this opportunity will have the option to join a Supplier Briefing Event to be held via MS Teams w/c 6th February by the Authority. This will provide a further overview of the opportunity and approach. Please refer to section VI.3) Additional information below for further instructions on how to register for the event.
There will be an opportunity for potential suppliers to submit clarification questions prior to the Supplier Briefing Event. Please refer to section VI.3) Additional information below for further instructions on how to submit a clarification question.
Following the Supplier Briefing Event, registered suppliers will then be asked to submit a response to a premarket engagement questionnaire to capture market feedback. Please refer to section VI.3) Additional information below for further instructions on how to submit this response.
Please note that the market engagement activity will not be used to formally evaluate suppliers and any information shared will be used for information purposes only to provide insights and to assist BEIS to prepare for the procurement. Any information received or discussions held will not contribute to or influence the evaluation of any potential future tender submissions.
Participation in this exercise is optional with all associated costs to be borne by the supplier. Any decision not to participate will not preclude any suppliers from participation in any subsequent procurement process following the eventual Contract Notice.
Subject to all necessary approvals, the Authority anticipates a competition launch date between Q1 / Q2 financial year 23/24. This does not signify the commencement of any procurement process and does not constitute any commitment by the Department for Business, Energy and Industrial Strategy. If the Authority decides to commence any procurement process(es) as contemplated by this notice, a separate notice(s) will be published at the relevant time.
There will be further market engagement sessions following on from the initial supplier briefing event. Further details and indicative timeframes for engagement will be provided at a future date.
The Authority intends to undertake a procurement in-line with this section.
This prior information notice has been issued to pre-market consultation as permitted by Regulation 40. Nothing in this prior information notice is intended to commit the Authority to a subsequent procurement.
two.2.14) Additional information
Through the esourcing portal;
- Suppliers will be able to Sign an NDA with the contracting authority, following which access will be provided to our requirements repository.
- Access updates on the arrangement for the supplier engagement day.
two.3) Estimated date of publication of contract notice
30 April 2023
Section four. Procedure
four.1) Description
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section six. Complementary information
six.3) Additional information
How to participate in this market engagement process:
1. Register on the BEIS eSourcing portal – Jaggaer (this is only required once, URL below):
https://beisgroup.ukp.app.jaggaer.com/
Click the link to register - Accept the terms & conditions & click 'continue' - Enter your correct business & user details - Note your chosen username & click 'Save'. You will receive an email with your temporary password.
Please note. Interested suppliers must ensure they are registered on the BEIS Jaggaer portal to participate in any future procurement opportunities. Please ensure that the person who will be conducting the communications on behalf of your organisation is the official contact in your Jaggaer registration.
All associated questions and/or clarifications must be communicated through the Jaggaer E-Sourcing portal, adhering to Public Contracts Regulations 2015, section 18, transparency requirements.
The publication of this notice does not constitute any commitment by the Department for Business, Energy & Industrial Strategy.
2. Express Interest in attending the initial market engagement event - Login to the portal with the username/password - Click the 'PQQs / ITTs Open To All Suppliers' link. This market engagement is identified within Jaggaer as;
“pqq_11 - Market Engagement Event - Matrix Programme - Technology (including ERP) & Systems Integration Services (Jaggaer Project: prj_1484)”
Click on the above Market Engagement Event through Jaggaer Project_1484, to access the content and arrange an invitation. Click the 'Express Interest' button at the top of the page. This will move the Market Engagement Activity (pqq_11) into your 'My PQQs/ My ITTs' page. (A secure area reserved for your projects only) You can now access all documentation by clicking 'Buyer Attachments' in the 'PQQ Details' box. Please note that this process is not being conducted as a formal PQQ, but we are using the PQQ functionality within the eSourcing portal to facilitate the market engagement process, only.
3. Responding to the RFIs - Click 'My Response' under 'PQQ/ ITT Details', you can choose to 'Create Response' or to 'Decline to Respond' (please give a reason if declining) - You can now use the 'Messages' function to communicate with the buyer and seek any clarification anonymously. The Department will consider clarification questions as they arise and will issue responses as promptly as possible. Responses to clarification messages will be anonymised and shared with all participating Providers.
In participating in this engagement event, suppliers will be required to download, sign and return the Departments standard Confidentiality and Non-Disclosure Agreement (NDA), via the ‘Messages’ function. The template will be available for download, from within the PQQ downloadable attachments area.
Department of Business, Energy and Industrial Strategy expressly reserves the rights (i) amend or adapt scope of requirements before formal release of tender (ii) to cancel this procurement at any stage; (iii) to not award any contract as a result of the procurement process commenced by publication of this notice; (iv) and in no circumstances will Department of Business, Energy and Industrial Strategy be liable for any costs incurred by potential suppliers.
For further assistance with regards registering on Jaggaer, please consult the available help;
Phone; 08000 698 632
Email; customersupport@jaggaer.com
OR contact the eTendering ‘help desk’, available through the Jaggaer eSourcing portal.