Renewal of existing Oracle Business Process Services (BPS) Agreement and Cloud Service Agreements (CSA) and associated ordering documents

Concepts

• oracle business process services
• swindon
• enterprise resource planning
• cloud service agreements
• extension of the current bps
• csa
• software licence agreements
• cloud service agreement
• csa license agreements
• agreement and cloud service agreements

Location

Swindon

Description

UK SBS provides HR, payroll and finance services to UKRI, BEIS, DIT, INSS and UKSA. The Oracle Business Process Services (BPS) and Cloud Service Agreement (CSA) are software licence subscriptions for HR, Payroll & Finance services. These software licence agreements enables delivery of almost all the shared services which UK SBS delivers. Without them UK SBS would be unable to function until it had procured, configured, tested and rolled out a new HR, Payroll and Finance System. UK SBS, working in collaboration with UKRI & BEIS, will be conducting competitive tender exercise for new Cloud based ERP software services and implementation partner this year (2021). The procurement and implementation of new ERP software platforms and associated business transformation is expected to take in the region of 24 - 30 months to complete. UK SBS therefore requires a renewal / extension of the current BPS & CSA license agreements required to continue to operate the Oracle platforms whilst new software products are competitively tendered and implemented. The extended agreement period will be from June 2021 to May 2023. An uncommitted option of a further 7- month extension to 31st December 2023 will only be used as a contingency in the event of unexpected delays in implementation. The contracting authorities are currently gathering requirements for the replacement HR, Payroll and Finance systems procurement exercises that will run during 2021.

Total Quantity or Scope

The extension to licence agreements will cover the licenses required to continue to operate the existing Oracle platforms whilst a competitive procurement for new cloud based ERP systems are completed and implemented. The extended agreement period will be June 2021 to May 2023 in order to provide continuity of service. An uncommitted option of a further 7-month extension option will be included to run from June 2023 to 31st December 2023. This will only be used as a contingency in the event of unexpected delays.

Award Detail

Award Criteria

CPV Codes

• 48451000 - Enterprise resource planning software package

Legal Justification

Modification of a contract during its term. Regulations 72 (1)(b) and Regulation 72 (1)(e). The Public Contracts Regulations 2015 under Regulation 72(1)(b) 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. And, regulation 72 (1)(e) where the modifications, irrespective of their value, are not substantial. The procurement and implementation of new ERP software platforms and associated business transformation is expected to take in the region of 24 - 30 months to complete. UK SBS therefore requires a renewal / extension of the current BPS & CSA license agreements required to continue to operate the Oracle platforms whilst new software products are competitively tendered and implemented. Changing such a highly customised BPS system any sooner whilst UKSBS and its clients prepare to enter a new environment would incur significantly disproportionate costs in both operation and maintenance. The Contracting Authorities are currently gathering requirements for competitively tendered procurements to take place during 2021. The newly procured and competitively tendered services will then be implemented over the period of this contract extension.

Other Information

** PREVIEW NOTICE, please check Find a Tender for full details. ** The date referenced in V.2.1 should be taken as the VEAT notification date, the Contracting Authority intends to conclude the Contract before the end of February 2021.