Section one: Contracting authority
one.1) Name and addresses
UK SHARED BUSINESS SERVICES LIMITED
Polaris House, North Star Avenue
SWINDON
SN21FF
Contact
Bernie Marsh
Telephone
+44 1973867005
Country
United Kingdom
NUTS code
UKK14 - Swindon
Internet address(es)
Main address
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
SSAPR18018 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 has therefore renewed 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
two.2.4) Description of the procurement
The extension to licence agreements covers 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: No
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2021/S 000-002585
Section five. Award of contract
Contract No
SSAPR18018
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
9 February 2021
five.2.2) Information about tenders
Number of tenders received: 1
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Oracle Corporation UK
Limited Oracle Parkway, Thames Valley Park
Reading
RG6 1RA
Country
United Kingdom
NUTS code
- UKJ11 - Berkshire
The contractor is an SME
No
five.2.4) Information on value of contract/lot (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.
Award of a contract without prior publication of a call for competition:-
For further information see VEAT Notice reference 2021/S 000-002585 published on 09 February 2021
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.
six.4) Procedures for review
six.4.1) Review body
UK Shared Business Services Ltd
Swindon
SN2 1FL
Country
United Kingdom