FTS Contract Notice: Matrix Programme - Technology (including ERP) & Systems Integration Services Procurement (Jaggaer Project: prj_1484)

Concepts

• information technology
• westminster
• dcms
• government business services
• department for science, innovation and technology
• single shared service centre
• systems integration services procurement
• stages of the cpn procurement
• matrix programme
• fts contract notice

Location

United Kingdom:

Description

In March 2021, Government Business Services launched the 'Shared Services Strategy for Government'. This strategy created the concept of five clusters of departments, each cluster sharing a common set of process, common cloud-based ERP and ancillary systems and a single shared service centre to deliver corporate services across finance, HR and payroll. The Matrix Programme (formerly the 'policy' cluster) brings together nine departments. These nine departments comprise an amalgamation of those who have already moved to cloud or are yet to move to a cloud-based solution; these are: Non-Cloud Users • Cabinet Office (CO) • Department for Science, Innovation and Technology (DSIT) • Department for Energy, Security and Net Zero (DESNZ) • Department for Culture, Media and Sport (DCMS) • Department for Business and Trade (DBT) Cloud Users • Attorney General's Office (AGO) • Department for Education (DfE) • Department of Health and Social Care (DHSC) • HM Treasury (HMT) In addition, a limited number of Arm's Length Bodies (ALBs) will form part of the initial Programme activities. These are: • UK Space Agency (UKSA) • Insolvency Service (INSS) • Government Property Agency (GPA) • Civil Service Commission (CSC) • Social Mobility Commission (SMC) • Committee on Standards in Public Life (CSPL) • Security Vetting Appeals Panel (SVAP) • Senior Salaries Review Body (SSRB) • House of Lords Appointment Commission (HOLAC) • Building Digital UK (BDUK) • Trade Remedies authority (TRA) • Committee on Climate Change (CCC) • Government Internal Audit Agency (GIAA) • National Infrastructure Commission (NIC) • UK Debt Management Office (UK DMO) • Office for Budget Responsibility (OBR) • UK Government Investments (UKGI) • Standards and Testing Agency (STA) • Education and Skills Funding Agency (ESFA) • Teaching Regulation Agency (TRA) In alignment with published Shared Services Strategy there's potential for additional ALBs to onboard, however each will be assessed on a individual basis, subject to government principles around the management of public money and HM Treasury green book guidance. The Matrix Programme, with DSIT acting as the lead contracting authority, will design, develop, and procure the new technologies and capabilities that are required to help modernise their 'back-office' systems. It will deliver a high quality, and good value, system and support service to help streamline transactions and activities that underpin the way departments are run. In delivering against the objectives of the Shared Services strategy, the Programme will act as a key enabler for change within the Corporate Service landscape, replacing end-of-life technology and overcoming challenges of existing arrangements within each department to deliver substantial cashable and non-cashable benefits for the cluster. The new shared service will focus on convergence across data, policies and processes, enabled by a scalable system, increasing interoperability across government, with the procurement bringing together up to (potentially but not guaranteed): • 48k users based across the UK • 15 instances of 9 different software solutions across the nine departments • 10 service providers, varying in maturity, service provision and position. The Authority is seeking to procure a combined single instance SaaS Solution along with a Systems Integrator, on behalf of the departments within the Matrix Programme, to ensure the delivery of high quality, VfM (Value for Money), shared HR (Human Resources), Finance services and Payroll which meet the needs of service users. In order to meet the objectives of the Shared Services Strategy, outcomes and user needs of the Departments within the Matrix Programme, the Programme is seeking to purchase a Cloud based service leveraging the capabilities offered by a Software-as-a-Service (SaaS) ERP platform and associated technologies, and the necessary configuration, integration and business change / transformation.

Total Quantity or Scope

The Authority intends to launch a single "bundled procurement" for a SaaS Solution along with a Systems Integrator (SI). By "bundled procurement" the Authority means that the SaaS Solution and Systems Implementation solution are developed to work together in partnership from the outset to jointly propose a cohesive solution and delivery approach which meets the Authority's outcome-based requirements and demonstrates they are a compatible supplier partnership. The Authority recognises the disparity in the number of SaaS Suppliers in the market and that Systems Integrators (SI) can often offer more than one SaaS solution i.e. there are multiple possible pairings that may ultimately offer the "most economically advantageous tender". Therefore, the Authority is enabling all Suppliers to form different bid teams (see definition of “Consortium” in the procurement documents) and submit up to THREE unique SQ Responses / Bids each (should they wish to do so, this is not obligatory, a single supplier could also bid for both service elements). Bid teams may also propose different contracting models for their Consortium e.g a Systems Integrator as “prime” with SaaS “sub” model or where both SaaS Vendor and Systems Integrator each contract directly with the Authority. See the Procurement Documents for more information on this and other selection restrictions. The Authority is conducting this Procurement using the Competitive Procedure with Negotiation in accordance with the requirements of Regulation 29 of the PCR Regulations 2015. Suppliers should familiarise themselves with this Regulation. The stages of the CPN procurement which will be applied within this procurement can be seen below; Stage 1 - Standard Selection Questionnaire (SQ) - Suppliers will complete the SQ within the eSourcing Portal (Jaggaer - please note. IMPORTANT instructions around registering to this opportunity if you intend to submit >1 bid, can be found at the end of this notice). Suppliers shall be shortlisted to a maximum of the five highest scoring Suppliers (unique bid teams) progressing to Stage 2 following the evaluation and conclusion of Stage 1. Please note that this procurement shall permit Suppliers to participate in up to three "bundled" SQ Responses. Please refer to the SQ Instructions, once available for more information. However, the maximum number of bids from any single SaaS Vendor or Systems Integrator which can be progressed to Stage 2, is TWO. The mechanism which shall be used to apply this restriction and to identify the five successful Suppliers invited to submit Initial Tenders is described in the SQ Instructions. Stage 2 - Invitation to Submit Initial Tender (ITSIT) - A maximum of 5 Suppliers (unique bids) successful at Stage 1 will be invited to respond to the ITSIT documentation. The Initial Tenders shall be evaluated and the Authority may choose to negotiate with all five Suppliers (unique bids) or may reduce this to as few as three to negotiate with (further detail is provided within the Procurement Documents). Please note that the Authority also reserves the right to award the contracts to the highest ranked Initial Tender submitted under this Procurement Process (but is not obliged to do so). Stage 3 - Negotiations and Invitation to Submit Final Tenders (ITSFT) - Further details on the negotiation stage will be set out in the ITSIT. Note, not all elements of the Draft Contracts or Specification shall be in-scope of negotiation. Final Tenders shall be requested and submitted by Suppliers at the end of the negotiation phase. Stage 4 - (Contract Award) - The Final Tenders shall be evaluated in accordance with the Evaluation Criteria as set out in the ITSFT and, subject to all Authority approvals being obtained, the Authority shall identify the highest scoring Final Tender and notify all Tenderers of the outcome of the Procurement. Additional information: Timelines: Indicative Procurement Timelines are set out within the SQ Guidance, please note the dates will be subject to change. Contract Structure: Please see Procurement Documents for more information on the form of draft contract/s to be procured.

Renewal Options

Renewal will be subject to the future shared services strategy for government.

CPV Codes

• 72000000 - IT services: consulting, software development, Internet and support
• 48000000 - Software package and information systems
• 48100000 - Industry specific software package
• 48217000 - Transaction-processing software package
• 48219300 - Administration software package
• 48441000 - Financial analysis software package
• 48450000 - Time accounting or human resources software package
• 48490000 - Procurement software package
• 72200000 - Software programming and consultancy services
• 72210000 - Programming services of packaged software products
• 72211000 - Programming services of systems and user software
• 72212450 - Time accounting or human resources software development services
• 72212451 - Enterprise resource planning software development services
• 72250000 - System and support services
• 72260000 - Software-related services
• 72261000 - Software support services
• 72265000 - Software configuration services
• 72267000 - Software maintenance and repair services
• 72300000 - Data services
• 72317000 - Data storage services
• 72510000 - Computer-related management services
• 72590000 - Computer-related professional services
• 72600000 - Computer support and consultancy services
• 72610000 - Computer support services
• 79211110 - Payroll management services
• 79211120 - Sales and purchases recording services
• 79631000 - Personnel and payroll services

Indicators

• This is a one-off contract (no recurrence)
• Options are available.
• Renewals are available.
• Professional qualifications are sought.
• Staff qualifications are relevant.

Other Information

** PREVIEW NOTICE, please check Find a Tender for full details. ** Registering on Jaggaer: IMPORTANT INSTRUCTIONS: Due to our unique "bundled procurement" and restrictions within our e-procurement system (Jaggaer), specifically with regards the ability to process Consortium bids, we are stipulating that ONLY the ‘Lead Bidder’ submits bids via Jaggaer on behalf of their respective ‘bundle’ – This is to mitigate against technical restrictions within our e-procurement system, only. Each unique bid which is submitted, must be through a UNIQUE Jaggaer account e.g. if a single supplier intends to engage and submit 3 unique bids / bundles with different partners, they would be required to create up to 3 unique Jaggaer accounts for their respective ‘bundles’ to process / submit tenders – a single account to manage more than 1 bid / bundle, IS NOT permitted. Jaggaer registration guidance video; https://beisgroup.ukp.app.jaggaer.com/esop/ogc-host/public/beisgroup/web/user_gu... Please note. this does not restrict any interested supplier (SaaS OR SI) from registering on the DSIT (BEIS) Jaggaer portal to view / participate (as per the instructions above) in this procurement opportunity (URL below): https://beisgroup.ukp.app.jaggaer.com/ 1. Click the link to register - Accept the terms & conditions & click 'continue' - Enter your correct business & user details - Note your chosen username & click 'Save'. You will receive an email with your temporary password. Please ensure that the person who will be conducting the communications on behalf of your organisation is the official contact in your Jaggaer registration. All associated questions and/or clarifications must be communicated through the Jaggaer E-Sourcing portal, adhering to Public Contracts Regulations 2015, section 18, transparency requirements. The publication of this notice signals that the Department for Science, Innovation and Technology intends to launch a procurement 05/07/2023. For further Jaggaer assistance please contact; Phone; 08000 698 632 Email; customersupport@jaggaer.com OR contact the eTendering 'help desk', available through the Jaggaer eSourcing portal. 2. To participate in this procurement opportunity - Login to the portal with the username/password - Click the 'PQQs / ITTs Open To All Suppliers' link. This procurement opportunity is identified within Jaggaer as; "pqq_30 - Matrix Programme - Technology Solution and System Integration Service (prj_1484)" URL: https://beisgroup.ukp.app.jaggaer.com/go/07324102018907B5A9F5 Click on the above event through Jaggaer Project_1484, to access the procurement content before submitting any bid. Click the 'Express Interest' button at the top of the page. This will move the procurement opportunity (pqq_30) into your 'My PQQs/ My ITTs' page. (A secure area reserved for your projects only) You can now access all procurement documentation provided at 'Stage 1' by clicking 'Buyer Attachments' in the 'PQQ Details' box. Please note this relates to 'Stage 1' of the Matrix Programme - Technology (including ERP) & Systems Integration Services, only. Suppliers who are successful at 'Stage 1' will be automatically progressed to 'Stage 2' by the Authority - this will be via a separate 'restricted' event, containing only those supplier/s which have been successful at 'Stage 1'. The Authority will consider any clarification questions as they arise and will issue responses as promptly as possible. Responses to clarification messages will be anonymised and shared with all participating Providers. The Department for Science, Innovation and Technology expressly reserves the rights to (i) amend or adapt scope of requirements before formal release of tender (ii) to cancel this procurement at any stage; (iii) to not award any contract as a result of the procurement process commenced by publication of this notice; (iv) and in no circumstances will Department for Science, Innovation and Technology be liable for any costs incurred by potential suppliers before a contract is signed.