Section one: Contracting authority/entity
one.1) Name and addresses
Foreign Commonwealth and Development Office
King Charles Street
London
SW1A 2AH
Telephone
+44 2070080932
Country
United Kingdom
Region code
UK - United Kingdom
Internet address(es)
Main address
https://www.gov.uk/government/organisations/foreign-commonwealth-development-office
one.4) Type of the contracting authority
Ministry or any other national or federal authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Managed Financial Services
two.1.2) Main CPV code
- 66170000 - Financial consultancy, financial transaction processing and clearing-house services
two.1.3) Type of contract
Services
two.1.4) Short description
This is a voluntary ex ante transparency (VEAT) notice. This notice is to indicate the Authority intends to contract with named supplier for the provision of managed financial services.
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: £4,015,460
two.2) Description
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
The Authority is currently in a system stabilisation period having transitioned to a new Enterprise
Resource Planning (ERP) system from two legacy ERPs associated with the legacy xFCO and xDfID.
Current scope of services are;
Reconciling approx. 14,000 invoices per annum received back to complex volumetric based contracts,
though recent disaggregation shall see this increase by approx. 25% year on year; Escalate to contract management function and suppliers where invoices do not reconcile;
Develop business cases based on the appropriate accounting treatment;
Respond to NAO questions at quarter 3 and quarter 4 to evidence the appropriateness of financial treatment and governance;
Complete financial accounting returns at Q3 and Q4 for the NAO to audit;
Monthly forecast meetings with all budget holders and uploads agreed position;
Manage cash requirements and forecasts with the CSC;
Work with the fixed asset team on life-ing assets;
Manage
corporate service external facing KPI.
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
Negotiated without a prior call for competition
- The works, supplies or services can be provided only by a particular economic operator for the following reason:
- absence of competition for technical reasons
Explanation:
In line with reg. 32.2.b.ii the Authority considers that competition is absent for technical reasons on the following basis:
Post-merger, the Authority has continued through a period of significant internal change and reorganisation. The Authority is currently in a period of system stabilisation and further development for our recently implemented Enterprise Resource Planning (ERP) solution, which brought together the two legacy departments into a single solution. During this period of stabilisation, the service is required to interrogate cost model detail of Authority DDaT contracts so as to accurately raise PO, then reconcile and receipt invoices 10,000 – 14,000 invoices per annum.
In addition to a new ERP solution, the Authority has numerous parallel strategic programmes replacing legacy services – while these are in transition, the service must reconcile costs against both old and new cost models using both current and legacy ERP cost centres. To support this highly complex work, the incumbent has developed XLS based models to assist with migration and early life support (ELS) of the service.
In consideration of our current environment, the Authority believes that the incumbent team has knowhow and understanding of our legacy systems, reporting and organisational structures required for the delivery of the services that cannot be replicated by a competitor. Further, the incumbent team has provided expert advice into the development of nascent ERP processes that have yet to be fully documented and provided insight on migration and ELS. Finally, due to the nascent nature of the new ERP
system and processes, the Authority is unable to document specific requirements accurately and unambiguously, with current day to day operations during this system stabilisation period based on a significant degree of flexibility generated by goodwill, prior working relations between the Parties and the incumbent’s depth of knowledge the Authority.
The Authority considers the services to be business critical, in that they are essential to our ability to procure goods and pay our suppliers on time
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
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
21 March 2024
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
BAE Systems Applied Intelligence Limited
Guildford, Surrey
GU2 7RQ
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor/concessionaire is an SME
No
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: £4,015,460
five.2.5) Information about subcontracting
The contract/lot/concession is likely to be subcontracted
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
High Court, Royal Courts of Justice
London
Country
United Kingdom