Section one: Contracting authority/entity
one.1) Name and addresses
Bedford Borough Council
Borough Hall,Cauldwell Street
BEDFORD
MK429AP
Contact
Leon Clancy
Telephone
+44 1234276626
Country
United Kingdom
Region code
UKH24 - Bedford
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Cloud Migration and SaaS
two.1.2) Main CPV code
- 72212710 - Backup or recovery software development services
two.1.3) Type of contract
Services
two.1.4) Short description
The Council currently have an on-premise support for ERP 7 update 10, however this will no longer be supported and will need to be migrated onto the cloud.
The proposal includes software subscription implementation costs for migration and upgrade.
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: £709,880
two.2) Description
two.2.2) Additional CPV code(s)
- 48000000 - Software package and information systems
two.2.3) Place of performance
NUTS codes
- UKH24 - Bedford
Main site or place of performance
Borough Hall
Cauldwell Street
Bedford
MK42 9AP
two.2.4) Description of the procurement
Enterprise Resource Planning
500Named User(unless stated otherwise)
ERP Core Accounting Package
ERP Procurement Package
ERP Project Base and Plus Package
ERP Travel and Expenses Package
ERP Local Products Finance and Procurement
ERP Local Products BIF, ADL and Data load
3 standard environments (1 x Prod and 2 x Non-Prod)
10 Desktop users Total (10 x Std)
Unlimited SQL Database size
Full Technical Managed Service with proactive monitoring
Document Storage of 250GB standard
Unit4 Success4U Essentials Support
SaaS options
Unit4 Scanmarket
Unit4 FP&A1 x Integrated Finance
4 x Modelling Users
200 Planning Users
Standard Implementation 45 days
two.2.11) Information about options
Options: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated without a prior call for competition
- Extreme urgency brought about by events unforeseeable for the contracting authority
Explanation:
The Council considers that the award of the contract is permitted under Regulation 32(2)(c) of the PCR 2015. Regulation 32 of the PCR 2015 allows contracting authorities to award a public contract by a negotiated procedure without prior publication. Regulation 32(2)(c) permits the award of a public contract for reasons of extreme urgency brought about by events unforeseeable by the contracting authority; the time limits for the open or restricted procedures or competitive procedures with negotiation cannot be complied with. The Council considers that its reliance on Regulation 32(2)(c) is justified for the following reasons: The Council has a perpetual licence for the Unit4 Agresso Enterprise Resource and Planning Solution and receives annual maintenance and support from Unit4 Business Software Limited (Unit4). The data is stored on the Council's infrastructure, which is an on-premises model. On 17 October 2023 Unit4 announced that it would no longer provide maintenance and support services for perpetual licences or any on premises solutions post 31 December 2024, meaning that the Council would have to migrate the existing solution to Unit4's own cloud services and adopt a subscription-based licence model. The ERP solution is an essential and integral part of the Council's financial systems. Unit4's announcement that it would cease to provide maintenance and support services or any on premises solutions post 31 December 2024 was not foreseeable by the Council and has given rise to a situation of extreme urgency in which the Council must ensure that its ERP systems do not become unsupported post 31 December 2024. It is the Council's position that the time period provided by Unit4 before the ERP system becomes unsupported is insufficient to permit the Council to undertake the intricate process of compiling detailed business requirements for a new solution, perform an exhaustive market analysis, execute a comprehensive open procurement exercise, and deploy a new ERP system prior to 31 December 2024. The decision to award a contract pursuant to Unit4 pursuant to Regulation 32(2)(c) is therefore considered to be strictly necessary in a situation of extreme urgency, to ensure business continuity for the Council. This approach will also provide the Council with the necessary time to evaluate all potential options and ensure that any future procurement decisions align with the Council's best interests and value for money obligations.
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
Contract No
C BBC CS 05808
Title
Cloud Migration and SaaS
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
1 July 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
Unit4 Business Software Ltd
Bristol
Country
United Kingdom
NUTS code
- UK - United Kingdom
Companies House
01737985
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: £709,880
Total value of the contract/lot/concession: £709,880
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
High Court
Royal Courts of Justice
London
Country
United Kingdom