Scope
Reference
CPA/SPU/2563P
Description
Provision of Support and Maintenance for existing ERP system. The existing system was procured under GCloud 12 call-off agreement, ref CPA/SPU/1400P. This ERP system integrates with a number of other force systems and is not yet deemed end of life. So this contract is to provide support and maintenance for the existing system up to the alignment date with interdependent systems at which point the wider business systems will be reviewed.
The contract can be extended but due to a fault with the In-Tend (e-sender) system, the extension details cannot be added.
There are 2 x 24 month optional extensions - 10/05/28 - 09/05/30 and 10/05/30 - 09/05/32
Contract 1. Unit4 ERP Support and Maintenance
Supplier
Contract value
- £3,313,942.70 excluding VAT
- £3,976,731.24 including VAT
Above the relevant threshold
Earliest date the contract will be signed
2 May 2025
Contract dates (estimated)
- 10 May 2025 to 10 May 2028
- 3 years, 1 day
Main procurement category
Services
CPV classifications
- 72261000 - Software support services
Contract locations
- UKD6 - Cheshire
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Direct award
Direct award justification
- Single supplier - intellectual property or exclusive rights
- Single supplier - technical reasons
- Additional or repeat goods, services or works - extension or partial replacement
Provision of Support and Maintenance for existing ERP system. The existing system was procured under GCloud 12 call-off agreement, ref CPA/SPU/1400P. This ERP system integrates with a number of other force systems and is not yet deemed end of life. This contract is to provide support and maintenance for the existing system up to the alignment date with interdependent systems at which point the wider business systems will be reviewed.
Whilst there are other ERP providers out there in the market place the functionality and integration we have with Unit 4 is not something that could be matched. With a very significant number of enhancements undertaken during the period 2022-2024, there would be significant technical and financial issues involved in a move to another product.
This notice is presented on the basis of two exemptions permitting direct award without competition under the Procurement Act 2023. These are as follows:-
Are required to be compatible with an existing asset. This must be intended as an extension to or partial replacement of existing goods or services where a change would result in goods or services that are different or incompatible with the existing goods and services. The difference or incompatibility must result in disproportionate technical difficulties in operation or maintenance. Given the level of integration, the enhancements undertaken and the extent to which this system is embedded along with the financial and technical cost (and time) of a project to replace.
Where the provider is the sole supplier of the goods, services or works. There are clearly other suppliers of ERP systems out there, however only Unit4 themselves or Unit4 via a reseller can support their own software product. This means there is an absence of competition for technical grounds as only a specific supplier can supply (or a particular supplier holds the intellectual property or other exclusive rights) and there are no reasonable alternatives.
Supplier
UNIT4 BUSINESS SOFTWARE LIMITED
- Companies House: 01737985
Easton-In-Gordano
Bristol
BS20 0PX
United Kingdom
Telephone: 01275377200
Email: Communications@Unit4.com
Region: UKK12 - Bath and North East Somerset, North Somerset and South Gloucestershire
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Contract 1. Unit4 ERP Support and Maintenance
Contracting authority
Police and Crime Commissioner for Cheshire
- Public Procurement Organisation Number: PMWP-7421-WXRW
HQ, Clemonds Hey, Oakmere Road
Winsford, Cheshire
CW7 2UA
United Kingdom
Region: UKD63 - Cheshire West and Chester
Organisation type: Public authority - sub-central government