Awarded contract

Renewal of existing Oracle Business Process Services (BPS) Agreement and Cloud Service Agreements (CSA) and associated ordering documents

  • UK SHARED BUSINESS SERVICES LIMITED

F15: Voluntary ex ante transparency notice

Notice reference: 2021/S 000-002585

Published 9 February 2021, 12:29pm



Section one: Contracting authority

one.1) Name and addresses

UK SHARED BUSINESS SERVICES LIMITED

Polaris House,North Star Avenue

SWINDON

SN21FF

Contact

Bernie Marsh

Email

bernie.marsh@uksbs.co.uk

Country

United Kingdom

NUTS code

UKK14 - Swindon

Internet address(es)

Main address

http://www.uksbs.co.uk/Pages/default.aspx

Buyer's address

http://www.uksbs.co.uk/Pages/default.aspx

one.4) Type of the contracting authority

Body governed by public law

one.5) Main activity

Other activity

Shared Business Services


Section two: Object

two.1) Scope of the procurement

two.1.1) Title

Renewal of existing Oracle Business Process Services (BPS) Agreement and Cloud Service Agreements (CSA) and associated ordering documents

Reference number

SSAPR18018

two.1.2) Main CPV code

  • 48451000 - Enterprise resource planning software package

two.1.3) Type of contract

Supplies

two.1.4) Short description

UK SBS provides HR, payroll and finance services to UKRI, BEIS, DIT, INSS and UKSA. The Oracle Business Process Services (BPS) and Cloud Service Agreement (CSA) are software licence subscriptions for HR, Payroll & Finance services. These software licence agreements enables delivery of almost all the shared services which UK SBS delivers. Without them UK SBS would be unable to function until it had procured, configured, tested and rolled out a new HR, Payroll and Finance System. UK SBS, working in collaboration with UKRI & BEIS, will be conducting competitive tender exercise for new Cloud based ERP software services and implementation partner this year (2021). The procurement and implementation of new ERP software platforms and associated business transformation is expected to take in the region of 24 - 30 months to complete. UK SBS therefore requires a renewal / extension of the current BPS & CSA license agreements required to continue to operate the Oracle platforms whilst new software products are competitively tendered and implemented. The extended agreement period will be from June 2021 to May 2023. An uncommitted option of a further 7- month extension to 31st December 2023 will only be used as a contingency in the event of unexpected delays in implementation. The contracting authorities are currently gathering requirements for the replacement HR, Payroll and Finance systems procurement exercises that will run during 2021.

two.1.6) Information about lots

This contract is divided into lots: No

two.1.7) Total value of the procurement (excluding VAT)

Lowest offer: £6,000,000 / Highest offer: £9,000,000 taken into consideration

two.2) Description

two.2.2) Additional CPV code(s)

  • 48451000 - Enterprise resource planning software package

two.2.3) Place of performance

NUTS codes
  • UKK14 - Swindon
Main site or place of performance

Swindon

two.2.4) Description of the procurement

The extension to licence agreements will cover the licenses required to continue to operate the existing Oracle platforms whilst a competitive procurement for new cloud based ERP systems are completed and implemented. The extended agreement period will be June 2021 to May 2023 in order to provide continuity of service. An uncommitted option of a further 7-month extension option will be included to run from June 2023 to 31st December 2023. This will only be used as a contingency in the event of unexpected delays.

two.2.5) Award criteria

Price

two.2.11) Information about options

Options: Yes

Description of options

An uncommitted option of a further 7-month extension option will be included to run from June 2023 to 31st December 2023. This will only be used as a contingency in the event of unexpected delays.


Section four. Procedure

four.1) Description

four.1.1) Type of procedure

Award of a contract without prior publication of a call for competition in the cases listed below

  • The procurement falls outside the scope of application of the regulations

Explanation:

Modification of a contract during its term. Regulations 72 (1)(b) and Regulation 72 (1)(e).

The Public Contracts Regulations 2015 under Regulation 72(1)(b) for additional works, services or supplies by the original contractor that have become necessary and were not included in the initial procurement, where a change of contractor-

(i)cannot be made for economic or technical reasons such as requirements of interchangeability or interoperability with existing equipment, services or installations procured under the initial procurement, or

(ii)would cause significant inconvenience or substantial duplication of costs for the contracting authority.

And, regulation 72 (1)(e) where the modifications, irrespective of their value, are not substantial.

The procurement and implementation of new ERP software platforms and associated business transformation is expected to take in the region of 24 - 30 months to complete. UK SBS therefore requires a renewal / extension of the current BPS & CSA license agreements required to continue to operate the Oracle platforms whilst new software products are competitively tendered and implemented. Changing such a highly customised BPS system any sooner whilst UKSBS and its clients prepare to enter a new environment would incur significantly disproportionate costs in both operation and maintenance.

The Contracting Authorities are currently gathering requirements for competitively tendered procurements to take place during 2021. The newly procured and competitively tendered services will then be implemented over the period of this contract extension.

four.1.8) Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes


Section five. Award of contract/concession

Contract No

SSAPR18018

Title

Renewal of Oracle Business Process Services (BPS) Agreement and Cloud Service Agreement (CSA) and associated ordering documents

A contract/lot is awarded: Yes

five.2) Award of contract/concession

five.2.1) Date of conclusion of the contract

9 February 2021

five.2.2) Information about tenders

The contract has been awarded to a group of economic operators: No

five.2.3) Name and address of the contractor/concessionaire

Oracle Corporation UK

Limited Oracle Parkway, Thames Valley Park

Reading

RG6 1RA

Country

United Kingdom

NUTS code
  • UKJ11 - Berkshire
The contractor/concessionaire is an SME

No

five.2.4) Information on value of contract/lot/concession (excluding VAT)

Lowest offer: £6,000,000 / Highest offer: £9,000,000 taken into consideration


Section six. Complementary information

six.3) Additional information

The date referenced in V.2.1 should be taken as the VEAT notification date, the Contracting Authority intends to conclude the Contract before the end of February 2021.

six.4) Procedures for review

six.4.1) Review body

UK Shared Business Services Ltd

Polaris House, North Star Avenue

Swindon

SN2 1FF

Email

policy@uksbs.co.uk

Country

United Kingdom

Internet address

www.uksbs.co.uk