Integrated Financial Management Information System Inc. HR/Payroll (formerly the iFS Project, now the EA One Project)

Publication reference: 2021/S 000-014371
Publication date: 24 June 2021

F15: Voluntary ex ante transparency notice

Section one: Contracting authority

one.1) Name and addresses

Education Authority

40 Academy Street

Belfast

BT1 2NQ

Email

ict.procure@eani.org.uk

Country

United Kingdom

NUTS code

UK - United Kingdom

Internet address(es)
Main address

https://etendersni.gov.uk/epps

one.4) Type of the contracting authority

Regional or local Agency/Office

one.5) Main activity

Education


Section two: Object

two.1) Scope of the procurement

two.1.1) Title

Integrated Financial Management Information System Inc. HR/Payroll (formerly the iFS Project, now the EA One Project)

Reference number

40622

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

The Education Authority is placing this transparency notice to alert economic operators of its plans to modify a contract in accordance with Regulation 72(1)(b) of the Public Contracts Regulation 2015. This modification will increase the value of existing EA Integrated Financial Management Information System Inc. HR/Payroll (formerly the iFS Project, now the EA One Project) (2015/S 239-424558 OJEU publication date of 10.12.2015) by 46% of the original contract award amount. The modification is to facilitate functionality changes to effectively meet schools’ requirements, data migration issues due to the complexity of the variations in employee terms and conditions and project delays due to Covid-19 lockdowns

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: £9,200,000

two.2) Description

two.2.2) Additional CPV code(s)
  • 48800000 - Information systems and servers
  • 48000000 - Software package and information systems
  • 48451000 - Enterprise resource planning software package
  • 48443000 - Accounting software package
  • 48514000 - Remote access software package
  • 48812000 - Financial information systems
  • 72268000 - Software supply services
  • 48442000 - Financial systems software package
  • 64210000 - Telephone and data transmission services
  • 48450000 - Time accounting or human resources software package
  • 72253200 - Systems support services
two.2.3) Place of performance
NUTS codes
  • UKN - Northern Ireland
two.2.4) Description of the procurement

This modification will enable the continuation of the existing single contractor managed service arrangement which includes the supply of a broad range of computer and related services (including, without limitation, on-going management, operation and maintenance services), information technology consultancy services and the supply of computer hardware, software and associated products.

The systems and services provided via the current contract have been uniquely configured to reflect the varying requirements of the

Education Authority and its associated bodies.

The anticipated modification increase equates to £9,200,000. The original contract value was £20,000,000. The date noted in Section

V.2.1) reflects the date this notice has been submitted to the OJEU. The Education Authority shall observe a period of no less than 10

days, beginning with the day after the date of publication, before modifying the contract as set out in this notice.

two.2.11) Information about options

Options: No

two.2.13) Information about European Union Funds

The procurement is related to a project and/or programme financed by European Union funds: No


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:

The contract has incurred system functionality changes to effectively meet schools’ requirements, data migration issues due to the complexity of the variations in employee terms and conditions and project delays due to Covid-19 lockdowns. The anticipated modification increase equates to £9,200,000. The overall new modified contract value is £29,200,000.

No aspect of the modification will alter the overall nature of the current contract as the scope of services will remain unaltered and any

expenditure will not be permitted to exceed 50% of the value of the original contract agreement, this will be carefully monitored to ensure

compliance.

Regulation 72(1)(b) permits an amendment to an existing contract: 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, provided that any increase in

price does not exceed 50% of the value of the original contract;

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.2.1) Previous publication concerning this procedure

Notice number: 2015/S 239-434558


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

22 June 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

Fujitsu Services Ltd

22 Baker Street

LONDON

Email

ict.procure@eani.org.uk

Country

United Kingdom

NUTS code
  • UK - United Kingdom
Internet address

www.fujitsu.com

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: £20,000,000

Total value of the contract/lot/concession: £9,200,000


Section six. Complementary information

six.4) Procedures for review

six.4.1) Review body

The UK does not have a review body with responsibility for appeal/mediation procedures in public procurement competitions. Instead; any challenges are dealt with by the High Court, Commercial Division, to which proceedings may be issued regarding alleged breaches of the Public Contracts Regulations

BELFAST

Country

United Kingdom