Section one: Contracting authority/entity
one.1) Name and addresses
Education Authority
40 Academy Street
Belfast
BT1 2NQ
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
https://etendersni.gov.uk/epps
Buyer's address
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
EA Integrated Financial Management Information System Inc. HR/Payroll (The iFS 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.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 at the time of conclusion of the contract:
The iFS Contract is for the provision of a fully Integrated Finance and HR/Payroll which will be accessible from any device via a secure web-enabled portal. The Service Provider will be responsible for hosting the application software on suitable hardware owned, maintained and housed by the Service Provider. The Service Provider will also be responsible for ongoing database management, maintaining the software up to date and providing help desk support.
The contract is to meet the Financial Accounting and Reporting requirements and the HR management and Payroll requirements of the Education Authority (EA), being the successor body to the 5 Education and Library Boards and the Department of Education — Teachers Pay (DE).
The iFS Contract will be for an initial period of ten (10) years with options to extend for 5 further periods of one (1) year (15 years in total). The contract value is circa 20 000 000 GBP to 30 000 000 GBP (including potential extensions).
two.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
180
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.2) Administrative information
four.2.1) Contract award notice concerning this contract
Notice number: 2015/S 239-434558
Section five. Award of contract/concession
Contract No
40622
Title
Integrated Financial Management Information System Inc. HR/Payroll (Formerly the iFS Project, Now the EA One Project)
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract/concession award decision:
30 November 2015
five.2.2) Information about tenders
The contract/concession 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
W1U 3BW
Country
United Kingdom
NUTS code
- UKN - Northern Ireland
Internet address
The contractor/concessionaire is an SME
No
five.2.4) Information on value of the contract/lot/concession (at the time of conclusion of the contract;excluding VAT)
Total value of the procurement: £20,000,000
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
The UK does not currently have any such bodies with responsibilities for appeal/mediation procedures
BELFAST
Country
United Kingdom
Section seven: Modifications to the contract/concession
seven.1) Description of the procurement after the modifications
seven.1.1) Main CPV code
- 72000000 - IT services: consulting, software development, Internet and support
seven.1.2) 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
seven.1.3) Place of performance
NUTS code
- UKN - Northern Ireland
seven.1.4) 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 GBP 9 200 000. The original contract value was GBP 20 000 000.
seven.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession
Start date
22 June 2021
End date
30 March 2027
seven.1.6) Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession:
£29,200,000
seven.1.7) Name and address of the contractor/concessionaire
Fujitsu Services Ltd
22 Baker Street
LONDON
W1U 3BW
Country
United Kingdom
NUTS code
- UKN - Northern Ireland
Internet address
The contractor/concessionaire is an SME
No
seven.2) Information about modifications
seven.2.1) Description of the modifications
Nature and extent of the modifications (with indication of possible earlier changes to the contract):
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 December 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
seven.2.2) Reasons for modification
Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee.
Description of the circumstances which rendered the modification necessary and explanation of the unforeseen nature of these circumstances:
No aspect of the modifications will alter the overall nature of the current contracts as the scope of services will remain unaltered and any expenditure during the extension period will not be permitted to exceed 50% of the value of the original contract agreement, this will be carefully monitored to ensure compliance.
This modification is therefore in accordance with Regulation 72(1)(b) which 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.
seven.2.3) Increase in price
Updated total contract value before the modifications (taking into account possible earlier contract modifications, price adaptions and average inflation)
Value excluding VAT: £20,000,000
Total contract value after the modifications
Value excluding VAT: £29,200,000