Section one: Contracting authority/entity
one.1) Name and addresses
Yorkshire Purchasing Organisation
41 Industrial Park
Wakefield
WF20XE
Contact
Contracts Team
Telephone
+44 7901239756
Country
United Kingdom
Region code
UKE45 - Wakefield
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
Buyer's address
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
YPO - 000742 Enterprise Resource Planning (ERP)
Reference number
000742
two.1.2) Main CPV code
- 48000000 - Software package and information systems
two.1.3) Type of contract
Supplies
two.2) Description
two.2.1) Title
Enterprise Resource Planning (ERP) system
Lot No
1
two.2.2) Additional CPV code(s)
- 48451000 - Enterprise resource planning software package
two.2.3) Place of performance
NUTS codes
- UKE45 - Wakefield
two.2.4) Description of the procurement at the time of conclusion of the contract:
YPO internal Contract for the supply of Microsoft Dynamics NAV 2016 Enterprise Resource Planning (ERP) system, including licencing, development and implementation, knowledge transfer, user training, systems integration and associated services, ongoing support and maintenance. The contract is designed to meet the high expectations of YPO in terms of quality, functionality and price by replacing part of our Legacy system which was rolled out company-wide.
two.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
120
In the case of framework agreements, provide justification for any duration exceeding 4 years
The contract covers the period from 3rd January 2017 to 2nd January 2022, with an option to extend for a further period of up to 5 years; a potential maximum period of 10 years in total (subject to an annual review, incorporating price negotiations and review of performance
against KPI's.)
Section four. Procedure
four.2) Administrative information
four.2.1) Contract award notice concerning this contract
Notice number: 2025/S 000-020981
Section five. Award of contract/concession
Contract No
000742
Lot No
1
Title
Enterprise Resource Planning (ERP) system
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract/concession award decision:
19 December 2016
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
Advania UK Limited
Lowry Mill Lees Street, Swinton
Manchester
M27 6DB
Country
United Kingdom
NUTS code
- UKD36 - Greater Manchester North West
Companies House
03645998
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: £1,700,000
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
High Court of England and Wales
London
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
- 48000000 - Software package and information systems
seven.1.2) Additional CPV code(s)
- 48451000 - Enterprise resource planning software package
seven.1.3) Place of performance
NUTS code
- UKE45 - Wakefield
seven.1.4) Description of the procurement:
YPO internal Contract for the supply of Microsoft Dynamics NAV 2016 Enterprise Resource Planning (ERP) system, including licencing, development and implementation, knowledge transfer, user training, systems integration and associated services, ongoing support and maintenance. The contract is designed to meet the high expectations of YPO in terms of quality, functionality and price by replacing part of our Legacy system which was rolled out company-wide.
seven.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
120
In the case of framework agreements, provide justification for any duration exceeding 4 years:
Term: The contract covers period from 3rd January 2017 to 2nd January 2022, with an option to extend for a further period of up to 5 years; a potential maximum period of 10 years in total (subject to an annual review, incorporating price negotiations and review of performance against KPI's.)
seven.1.6) Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession:
£1,700,000
seven.1.7) Name and address of the contractor/concessionaire
Advania UK Limited
Manchester
M27 6DB
Country
United Kingdom
NUTS code
- UKD36 - Greater Manchester North West
Companies House
03645998
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):
Following the successful implementation of Business Central Phase 1, YPO are implementing Phase 2, which involves work to rewrite the code that was added to the core application within the system since go live. YPO estimate that there are over 700 days' worth of customised code to rewrite, and this is required for YPO to be able to upgrade the core application further. Current customisation is not compatible with the latest versions of Business Central. The code rewrite is estimated to take approximately 24 months. Functionality of the system remains the same, the rewrite is like-for-like. This will help YPO identify issues, test functionality, and also lessens the impact on users and reduces risk to the business operations and customers. Following the rewrite YPO will then upgrade to the latest version of Business Central. YPO stipulated in the initial tender documentation that throughout the development process requests for change (RFC's) will occur. Any additional developments which are NOT covered
in the original specification/requirements will go through the RFC process. Therefore, such development is within the scope of the contract.
YPO acknowledge that the costs incurred with Phase 2 rollout fall outside of the initial anticipated contract value, however these additional costs are within limits of regulation 72 of PCR 2015. The total contract value increase was calculated up to be up to 41% of the original contract value.
seven.2.2) Reasons for modification
Need for additional works, services or supplies by the original contractor/concessionaire.
Description of the economic or technical reasons and the inconvenience or duplication of cost preventing a change of contractor:
YPO has taken a decision to modify this contract due to criticality of the system and dependence of daily operations on the system. Incumbent supplier has an in-depth knowledge of the system, its exiting application and YPO processes, including the custom code that needs to be re-written. The code has been originally written by the incumbent supplier and changing the provider poses significant risk to YPO in terms of system stability and support, threatening the continuity of daily operations not to mention the duplication of work and costs.
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: £1,700,000
Total contract value after the modifications
Value excluding VAT: £2,390,000