Section one: Contracting authority
one.1) Name and addresses
Coventry City Council
Council House,Earl Street
COVENTRY
CV15RR
Contact
Procurement Services
procurement.services@coventry.gov.uk
Telephone
+44 2476831163
Country
United Kingdom
Region code
UKG33 - Coventry
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
COV - Finance Software System
Reference number
COV - 18173
two.1.2) Main CPV code
- 72250000 - System and support services
two.1.3) Type of contract
Services
two.1.4) Short description
The Council of the City of Coventry has entered into a new contract with Unit4, in respect of the provision of finance software to the Council that includes implementation services, hosting and ongoing support and maintenance.
The contract will expire on the 31st December 2027.
The Council currently contracts and has a licence for the on -premise use of Unit 4's Business World Enterprise Resource Planning system.
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: £1,438,690
two.2) Description
two.2.2) Additional CPV code(s)
- 48000000 - Software package and information systems
two.2.3) Place of performance
NUTS codes
- UKG33 - Coventry
Main site or place of performance
Services to be delivered remotely.
two.2.4) Description of the procurement
The Council of the City of Coventry has awarded a new contract with Unit4, in respect of the provision of finance software to the Council that includes implementation services, hosting and ongoing support and maintenance. The contract will expire on the 27th December 2027.
The Council currently contracts and has a licence for the on -premise use of Unit 4's Business World Enterprise Resource Planning system.
The Council has entered into the awarded contract with Unit 4 to enable the continuation of Unit 4 support and maintenance for its on-premise software and to cover Unit 4's implementation services, hosting and support for new hosted software for the contract term.
two.2.5) Award criteria
Quality criterion - Name: Mandatory / Weighting: 100
Price - Weighting: 0
two.2.11) Information about options
Options: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Award of a contract without prior publication of a call for competition in the cases listed below
- Extreme urgency brought about by events unforeseeable for the contracting authority
Explanation:
This award is lawful in accordance with the regulation 32(2)(c) as due to reasons of extreme urgency brought about by events unforeseeable by the Council, the time limits for the open or restricted procedures or competitive procedures with negotiation could not be complied with.
Unit 4 announced on the 17th October 2023 that from the 31st December 2024, they will stop providing support for on-premise installations of Business World (which is currently in place at the Council). The Council had no prior knowledge or warning of this decision.
The Council has a licence to use on-premise Business World software following the 1st January 2025, without support in place. Despite this, the Council could not accept the risk of operating on an unsupported finance system, with the potential of a support issue preventing the day to day delivery of services/operations.
Unit 4's decision left the Council with a requirement to re-procure and implement a new finance software contract, prior to Unit 4's deadline for the end of support for the current solution.
It was established by the Council that there was insufficient time to (i) perform a full scoping and specification exercise for what is one of the Council's most fundamental and strategic software systems, (ii) run a PCR2015 compliant Competitive with Negotiation Procedure (required due to the complexity of the procurement) and (iii) allow sufficient time for implementation of the hosted software following a successful outcome to the procurement process.
For this reason, the Council did not have the necessary time to award and implement a new contract prior to support being withdrawn for the Council's current on-premise system.
The Council has entered into the new contract with Unit 4 for the minimum necessary period to enable the continuation of support and maintenance for its on-premise software and to cover Unit 4's implementation services, hosting and support for new hosted software for the contract term.
The awarded contract allows the Council the time necessary to conclude a procurement to award/implement a new contract for its finance software, with the new contract to commence prior to the end of this awarded contract (expiry 27th December 2027).
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
Contract No
COV - 18173
Title
COV - Finance Software System
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
30 September 2024
five.2.2) Information about tenders
Number of tenders received: 1
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Unit 4 Business Software Limited
Bristol
BS1 9HS
Country
United Kingdom
NUTS code
- UKK11 - Bristol, City of
Companies House
01737985
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £1,438,690
Total value of the contract/lot: £1,438,690
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Coventry City Council Legal Services
Coventry
Country
United Kingdom