Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Department for Science, Innovation & Technology
Westminster
UK
E-mail: Matrixbids@beis.gov.uk
NUTS: UK
Internet address(es)
Main address: https://www.gov.uk/government/organisations/department-for-science-innovation-and-technology
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://beisgroup.ukp.app.jaggaer.com/
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://beisgroup.ukp.app.jaggaer.com/
Tenders or requests to participate must be sent to the abovementioned address
I.4) Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local subdivisions
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
FTS Contract Notice: Matrix Programme - Technology (including ERP) & Systems Integration Services Procurement (Jaggaer Project: prj_1484)
II.1.2) Main CPV code
72000000
II.1.3) Type of contract
Services
II.1.4) Short 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.
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
48000000
48100000
48217000
48219300
48441000
48450000
48490000
72000000
72200000
72210000
72211000
72212450
72212451
72250000
72260000
72261000
72265000
72267000
72300000
72317000
72510000
72590000
72600000
72610000
79211110
79211120
79631000
II.2.3) Place of performance
NUTS code:
UK
II.2.4) Description of the procurement
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.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
215 644 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 144
This contract is subject to renewal: Yes
Description of renewals:
Renewal will be subject to the future shared services strategy for government.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
The period of the agreement relating to the Matrix Solution as supplied by the SaaS Vendor will be for up to 10 years, with the option of extension for up to 2 further years.
The period of the agreement with the Systems Integrator for implementation and support services will be for an initial period of 5 years, with the option of extension for up to 2 further years with an optional requirement for ongoing support thereafter which might potentially continue for the term of the SaaS Contract. Expectations for the duration of licenses for systems that are not provided by the SaaS Vendor shall be equivalent to the term of the SaaS Contract.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) 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.
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
In accordance with Regulations 57, 58 and 60 of the Public Contracts Regulations 2015, tenderers will be assessed in accordance with the Public Contract Regulations 2015, on the basis of information provided in response to the Selection Questionnaire.
The suite of SQ Procurement Documents, including draft specification and specific details of the "Competitive Procedure with Negotiation" relating to this procurement exercise can be found at the following link under Ref PQQ_30:
https://beisgroup.ukp.app.jaggaer.com/
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
Criteria as stated in the procurement documents
III.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Competitive procedure with negotiation
IV.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
IV.1.5) Information about negotiation
The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2023/S 000-002063
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
08/08/2023
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.3) Additional information
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_guide.jst
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.
VI.4) Procedures for review
VI.4.1) Review body
High Court - Royal Court of Justice, The Strand
London
UK
VI.5) Date of dispatch of this notice
04/07/2023