Cloud Migration and SaaS

Concepts

• bedford
• backup or recovery
• essentials support saas options unit4 scanmarket unit4 fp&a1 x integrated finance
• cloud
• saas.
• migration
• saas
• migrated
• software development
• software package

Location

Borough Hall Cauldwell Street Bedford MK42 9AP

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.

Total Quantity or Scope

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

Award Detail

CPV Codes

• 72212710 - Backup or recovery software development services
• 48000000 - Software package and information systems

Indicators

Legal Justification

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.