Public procurement notice: Contract Notice
Published: 2016-09-27
Buyer: The Secretary of State for Business, Energy and Industrial Strategy
Country: UK
Region: UNITED KINGDOM
Contract type: Services
Procedure: Restricted procedure
CPV classification: 48400000 | 48430000 | 48440000 | 48445000 | 48450000
Estimated value: 8000000 GBP
Submission deadline: 2016-10-24
Award criteria: The most economic tender

Technical requirements: The HR and Finance transactional services of the Research Councils are currently delivered by UK SBS. They are currently using a system which is due to end in May 2018.
Innovate UK's HR and Finance transactional services are run in-house and their payroll is outsourced to a third party.
The Research Councils and Innovate UK are due to merge to form a single group called UKRI (UK Research and Innovation).
The primary requirement and focus of the specification is to replace these systems with a single platform that is scalable and relevant to an organisation of this size and complexity. Further to this the requirement is for the Supplier to supply the system integration services to support the roll out of the product into the organisation.
The initial requirement is based on 7,750 users/ licences for which the requirement is both the supply of the single platform / system and the system integration services to implement this across an initial population of approximately 7,750 users / licences. There is potential during the term of the contract for the expansion of the digital services by up to 100 % through the onboarding of users from other partner organisations into this new single platform. The expanded scope would only be for software provision (licences) and not the provision of system integration services.
The initial scope is for the delivery of the new digital services for the following nine partner organisations:
Note: The estimated value range included in the OJEU notice (8 000 000 GBP to 23 000 000 GBP) is inclusive of an estimate for the options of extension and additional users. The base requirement of software and system implementation for 7 750 users over 3 years is estimated to be below 9 000 000 GBP. The additional options would be subject to additional spend approvals.
The HR and Finance transactional services of the Research Councils are currently delivered by UK SBS. They are currently using a system which is due to end in May 2018.
Innovate UK's HR and Finance transactional services are run in-house and their payroll is outsourced to a third party.
The Research Councils and Innovate UK are due to merge to form a single group called UKRI (UK Research and Innovation).
The primary requirement and focus of the specification is to replace these systems with a single platform that is scalable and relevant to an organisation of this size and complexity. Further to this the requirement is for the Supplier to supply the system integration services to support the roll out of the product into the organisation.
The initial requirement is based on 7 750 users/ licences for which the requirement is both the supply of the single platform / system and the system integration services to implement this across an initial population of approximately 7 750 users / licences. There is potential during the term of the contract for the expansion of the digital services by up to 100 % through the on-boarding of users from other partner organisations into this new single platform. The expanded scope would only be for software provision (licences) and not the provision of system integration services.
The initial scope is for the delivery of the new digital services for the following nine partner organisations:
Note: The estimated value range included in the OJEU notice (8 000 000 GBP to 23 000 000 GBP) is inclusive of an estimate for the options of extension and additional users. The base requirement of software and system implementation for 7,750 users over 3 years is estimated to be below 9 000 000 GBP. The additional options would be subject to additional spend approvals.
The contract duration shall be for a period of 36 months from commencement of the contract, with the option to extend the contract for two 12 month periods.

Eligibility requirements: All submissions will be assessed in accordance with the Public Contracts Regulations 2015, for procurement values that exceed Regulation 5 (Threshold amounts) This procurement will be managed electronically via the Crown Commercial Service's e-Sourcing Suite. To participate in this procurement, participants shall first be registered on the e-Sourcing Suite. If Bidders have not yet registered on the eSourcing Suite, this can be done online at https://gpsesourcing.cabinetoffice.gov.uk by following the link ‘Register for CCS eSourcing’. Please note that, to register, Bidders must have a valid DUNS number (as provided by Dun and Bradstreet) for the organisation which you are registering, who will be entering into a contract if invited to do so. Note: registration may take some time please ensure that you allow a suffient amount of time to register. Full instructions for registration and use of the system can be found at http://ccs.cabinetoffice.gov.uk/i-am-supplier/respond-tender Once you have registered on the eSourcing Suite, a registered user can express an interest for a specific procurement. This is done by emailing ExpressionOfInterest@ccs.gsi.gov.uk. Your email must clearly state: the name and reference for the procurement you wish to register for; Your organisations full name as a registered supplier; the name and contact details for the registered individual sending the email. Crown Commercial Service (CCS) will process the email and then enable the Bidder to access the procurement online via the e-Sourcing Suite. The registered user will receive a notification email to alert them once this has been done. As a user of the e-Sourcing Suite you will have access to Emptoris email messaging service which facilitates all messages sent to you and from you in relation to any specific RFX event. Please note it is your responsibility to access these emails on a regular basis to ensure you have sight of all relevant information applicable to this oppertunity. For technical assistance on use of the e-Sourcing Suite please contact Crown Commercial Service (CCS) Helpdesk (Not UK SBS Ltd ): Freephone: 0345 010 3503 email: supplier@ccs.gsi.gov.uk Training support to respond to a requirement is available to bidders at http://www.uksbs.co.uk/services/procure/Pages/supplier.aspx Responses must be received by the date in IV.3.4. Responses received outside or concurrently using the eSourcing process will not be accepted or considered further for this opportunity. All submissions will be assessed in accordance with the Public Contracts Regulations 2015, for procurement values that exceed Regulation 5 (Threshold amounts) The sourcing documents can be accessed at: https://gpsesourcing.cabinetoffice.gov.uk using the instructions detailed in III.2.1. All submissions will be assessed in accordance with the Public Contracts Regulations 2015, for procurement values that exceed Regulation 5 (Threshold amounts) The sourcing documents can be accessed using the instructions detailed in III.2.1 Project specific requirements The Contracting Authority requires all interested parties to sign a Non Disclosure Agreement prior to being able to access the sourcing documents. During the selection stage, the intention is to arrive at a Short List of 5 maximum qualified Bidders will be considered for award stage evaluation. There is a minimum threshold of not less than 60 % points out of the total possible points that must be reached. Any Bidders who are evaluated and who do not reach this minimum threshold will be treated as ineligible for the Contract and will not proceed to award stage. After the application of the above threshold, in the event that there are more than the maximum stated number of qualified Bidders, the selection questionnaires will be ranked. UK SBS also reserve the right to take fewer than the intended minimum number of Bidders through to the award stage in the event that fewer than 5 Bidders reach the minimum pass mark.
All submissions will be assessed in accordance with the Public Contracts Regulations 2015, for procurement values that exceed Regulation 5 (Threshold amounts) The sourcing documents can be accessed at: https://gpsesourcing.cabinetoffice.gov.uk using the instructions detailed in III.2.1.
All submissions will be assessed in accordance with the Public Contracts Regulations 2015, for procurement values that exceed Regulation 5 (Threshold amounts) The sourcing documents can be accessed using the instructions detailed in III.2.1 Project specific requirements The Contracting Authority requires all interested parties to sign a Non Disclosure Agreement prior to being able to access the sourcing documents. During the selection stage, the intention is to arrive at a Short List of 5 maximum qualified Bidders will be considered for award stage evaluation. There is a minimum threshold of not less than 60 % points out of the total possible points that must be reached. Any Bidders who are evaluated and who do not reach this minimum threshold will be treated as ineligible for the Contract and will not proceed to award stage. After the application of the above threshold, in the event that there are more than the maximum stated number of qualified Bidders, the selection questionnaires will be ranked. UK SBS also reserve the right to take fewer than the intended minimum number of Bidders through to the award stage in the event that fewer than 5 Bidders reach the minimum pass mark.
All submissions will be assessed in accordance with the Public Contracts Regulations 2015, for procurement values that exceed Regulation 5 (Threshold amounts) The sourcing documents can be accessed using the instructions detailed in III.2.1 Project specific requirements The Contracting Authority requires all interested parties to sign a Non Disclosure Agreement prior to being able to access the sourcing documents.
During the selection stage, the intention is to arrive at a Short List of 5 maximum qualified Bidders will be considered for award stage evaluation. There is a minimum threshold of not less than 60 % points out of the total possible points that must be reached. Any Bidders who are evaluated and who do not reach this minimum threshold will be treated as ineligible for the Contract and will not proceed to award stage. After the application of the above threshold, in the event that there are more than the maximum stated number of qualified Bidders, the selection questionnaires will be ranked. UK SBS also reserve the right to take fewer than the intended minimum number of Bidders through to the award stage in the event that fewer than 5 Bidders reach the minimum pass mark.