Section one: Contracting authority/entity
one.1) Name and addresses
Solihull Metropolitan Borough Council
Council House, Manor Square
Solihull
B913QB
Contact
Abu Islam
Telephone
+44 1217048150
Country
United Kingdom
Region code
UKG32 - Solihull
Internet address(es)
Main address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
SOL - Oracle Cloud Systems Integrator
two.1.2) Main CPV code
- 72227000 - Software integration consultancy services
two.1.3) Type of contract
Services
two.1.4) Short description
For additional deliveries by the incumbent systems integrator to implement the Oracle cloud solution and to provide a managed service upon go-live
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £2,050,000
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKG32 - Solihull
two.2.4) Description of the procurement
SMBC is undertaking a negotiated procedure without prior publication to award the contract to the incumbent supplier, Version 1. This procurement has been conducted pursuant to Regulation 32 of the Public Contract Regulations 2015 - Negotiated procedure without prior publication (2c):
- The negotiated procedure without prior publication may be used for public supply contracts-
(C)insofar as is strictly necessary where, for reasons of extreme urgency brought about by events unforeseeable by the contracting authority, the time limits for the open or restricted procedures or competitive procedures with negotiation cannot be complied with.
two.2.11) Information about options
Options: Yes
Description of options
To commission managed service support for a 3-year period 18 July 2022 to 17 July 2025
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated without a prior call for competition
- Extreme urgency brought about by events unforeseeable for the contracting authority
Explanation:
'Insofar as is strictly necessary where, for reasons of extreme urgency brought about by events unforeseeable by the contracting authority, the time limits for the open or restricted procedures or competitive procedures with negotiation cannot be complied with.;'
The level of complexity and the scope has been extremely challenging especially around configuring local government payrolls, data migration, integrations with other existing systems and security. SMBC has customised the current Oracle E-Business solution significantly over the past 20 years to support local government requirements. The aspiration was to use Oracle Cloud as much as possible "out of the box" however it has not been possible to adopt this approach as fully as previously hoped. As a direct consequence, there is a lot more work for both SMBC and Version 1 to do to resolve this. These higher-than-expected levels of customisation then has a ripple effect that supporting the solution once live becomes even more demanding as does the reliance on the expertise that help create the solution. The additional services and support together with the extended timeline for delivery of the project, has resulted in additional costs. To reduce risk as the solution transitions into go-live SMBC will commission a managed service support for a 3-year period from 18 July 2022 to 17 July 2025.
These are an extension of existing supplies, as per regulation 32(2)(c), a change of supplier would result in further delays for the Oracle Cloud project - as we would then have a different supplier who is not familiar with our customisations or processes providing a managed service, which is not feasible and would duplicate costs.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
Section five. Award of contract/concession
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
12 March 2022
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
Version 1 Solutions Ltd
Redditch
Country
United Kingdom
NUTS code
- UKG12 - Worcestershire
The contractor/concessionaire is an SME
No
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Initial estimated total value of the contract/lot/concession: £2,050,000
Total value of the contract/lot/concession: £2,050,000
Section six. Complementary information
six.3) Additional information
A 3 year managed service upon go-live of Oracle. This negotiated procedure without prior publication is for an extension of existing supplies by the original supplier (as per PCR 2015 regulation 32(2)(c)), for the changes of responsibility and extension of the timeline of the contract.
six.4) Procedures for review
six.4.1) Review body
Solihull Metropolitan Borough Council
Solihull
Country
United Kingdom