Section one: Contracting authority
one.1) Name and addresses
Ministry of Defence
Spur B2, Bldg 405, MOD Corsham,
Corsham
SN13 9NR
jennifer.stanley113@mod.gov.uk
Country
United Kingdom
NUTS code
UKK12 - Bath and North East Somerset, North Somerset and South Gloucestershire
Internet address(es)
Main address
https://www.gov.uk/government/organisations/ministry-of-defence
one.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at
https://contracts.mod.uk/esop/guest/go/opportunity/detail?opportunityId=51507
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://contracts.mod.uk/esop/guest/go/opportunity/detail?opportunityId=51507
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Ministry or any other national or federal authority
one.5) Main activity
Defence
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
CP&F Supplier Hub
Reference number
701553393
two.1.2) Main CPV code
- 64216100 - Electronic message services
two.1.3) Type of contract
Services
two.1.4) Short description
The Authority has a potential requirement to procure a replacement contract for the current Contract, Purchasing and Finance (CP&F) Supplier Hub which is an integral part of the existing CP&F system successfully implemented in November 2016. This service provides the cloud-based interface between the Ministry of Defence (MoD) and its supplier base for supply chain management collaboration, enterprise collaboration and risk management solutions. It provides a supplier user front end to enable them to manage purchase orders and generate and transmit, outbound to CP&F, messages and transactions relating to Advance Shipping Notices, receipts and invoices. These messages and transactions route back by the service into the MoD’s CP&F system. It also provides an integration pass-through to facilitate exchange of messages between CP&F and suppliers. Following an appropriate level of matching within CP&F the supplier is then paid via BACS.
two.1.5) Estimated total value
Value excluding VAT: £5,200,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKK11 - Bristol, City of
two.2.4) Description of the procurement
Scope
Defence acquisition activities are worth in excess of £21Bn per annum and can be generated in multiple currencies including but not limited to GBP, EUR and USD, along with the appropriate level of Value Added Tax (VAT).
The following indicative volumetric is provided:
“March +25% /+50%”: this refers to an increase that happens in March every year which directly correlates to year end for many suppliers.
Suppliers 5,883
Open contracts approx 11,000
Incoming messages for supplier hub:
Purchase Order/month avg 15,000 March +25%
Purchase Order Change/month avg 1,000 March +25%
Outgoing messages for supplier hub
Invoice/month avg 40,000 March +50%
Advance Shipping Notice / month avg 4,000 March +25%
Confirmation Body /month avg 16,000 March +25%
PO acknowledgement /month avg 15,000 March +25%
These levels may be subject to increase over time with additional transactions and suppliers and an indication of scalability in percentages should be articulated in the response. Interoperability with current MoD systems will need to be maintained for the solution proposed. Compatibility with Oracle R12 MoD System is mandatory. The Advanced Shipping Notice is an essential feature that enables CP&F to automatically advise the MoD’s supply chain systems of receipts due in to the three Service’s warehouses.
Any replacement must take over from the existing Supplier Hub service with minimal disruption and continue to deliver a seamless service between MoD and their suppliers. The replacement must be capable of configuring a range of existing messaging services, potential changes including updates and the creation of new messaging to align with the CP&F interface. Any solution would need to meet MoD security and accreditation requirements.
Customer Service
As part of this procurement, the Authority requires a support model including but not limited to the following:
a. a helpdesk/incident resolution provisions*
b. An Incident Response Matrix detailing proposed response times against the severity level, for queries raised by both MOD and Suppliers
c. System availability
d. Supplier charging model (For information)
e. Supplier Onboarding. Onboarding shall include the onboarding of new suppliers as well as the reconnection of existing dormant suppliers
* Provide a help desk to all users of the system and this shall be available during normal business hours weekly unless otherwise agreed with the Authority;
The successful candidate should also provide customer service to Suppliers as well as the Authority in order to provide a successful interface with both parties.
Data Migration
There is a requirement to migrate the existing suppliers from the current supplier hub to the new supplier hub. There is a need to migrate all MOD Suppliers to the new service.
The requirement should be to include:
a) Delivery of any configuration changes to the Oracle Ebus solution (e.g. connectivity to the new supplier hub).
b) Migrating all outstanding orders and related transactional data from the existing service
Successful candidates should have experience in mapping data from source to destinations systems to ensure quality, accuracy and security is maintained and evidence of dealing with migrating high volumes of live data.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
30
This contract is subject to renewal
No
two.2.9) Information about the limits on the number of candidates to be invited
Maximum number: 5
Objective criteria for choosing the limited number of candidates:
As set out in PQQ
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
12 months + 12 months
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
The information and/or documents for this opportunity are available on http://www.contracts.mod.uk. You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a forgotten username/password link on the homepage.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
As set out in procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
18 October 2021
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 3 (from the date stated for receipt of tender)
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.4) Procedures for review
six.4.1) Review body
Defence Digital
Spur B2, Bldg 405, MOD Corsham,
Corsham
SN13 9NR
Country
United Kingdom