Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Department for Work and Pensions
Quarry House, Quarry Hill
Leeds
LS2 &UA
UK
E-mail: JAMES.BRATHWAITE@DWP.GOV.UK
NUTS: UK
Internet address(es)
Main address: https://www.gov.uk/government/organisations/department-for-work-pensions
Address of the buyer profile: https://www.gov.uk/government/organisations/department-for-work-pensions
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.gov.uk/government/organisations/department-for-work-pensions
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.gov.uk/government/organisations/department-for-work-pensions
Tenders or requests to participate must be sent to the abovementioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://www.gov.uk/government/organisations/department-for-work-pensions
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
Synergy Technology (including ERP) & Systems Integration Services
II.1.2) Main CPV code
72000000
II.1.3) Type of contract
Services
II.1.4) Short description
The Authority is seeking to engage the market to work with the Synergy Programme and its stakeholders to ensure the delivery of a best in class, Value for Money (VfM), shared Human Resources (HR) and Finance service which meet the needs of service users.
The Synergy Programme has been established to bring together a number of Departments and ALBs in line with the Shared Services Strategy for Government: this includes building a common operating model, establishing Business Process Services (BPS) using one technology and one commercial strategy.
The Synergy Programme comprises the following central Government Departments (Departments) and their ALBs (together the “Cluster Departments”).
• Ministry of Justice (MoJ);
• Department for Work and Pensions (DWP);
• Department for the Environment, Food and Rural Affairs (DEFRA); and
• Home Office (HO).
The Authority (DWP) is currently the lead contracting authority for the Synergy Programme.
The prime driver of the Synergy Programme is to drive significant business transformation across the Cluster Departments. The Synergy Programme, together with the successful suppliers will jointly develop a new Common Operating Model (COM) and introduce a new user-centric service including common data standards.
The COM design will continually evolve throughout the five programme delivery phases. As a result, benefits will also continue to evolve over time. This will help identify additional benefits for the Programme and provide more robust data and narrative to justify the current benefits profile.
To meet the objectives of the Synergy Programme the Authority intends to:
- procure and adopt a cloud-based service leveraging the capabilities offered by a Software-as-a-Service (SaaS) ERP platform and associated technologies;
- procure a Systems Integration service to enable the transition (and support business change) to the SaaS ERP platform and associated technologies.
The Authority seeks to deliver value and efficiency across all transaction services, including the separation of technology from service centres.
The COVID pandemic, and the challenging fiscal environment that has followed as a result, has heightened the drive and need for more effective and efficient delivery by all Government Departments. Key to this ambition will be the ability to capture, manage and improve the quality of Finance and HR (Human Resources) data to enable better informed decisions. The Synergy Programme will drive significant business transformation across four major Departments in support of this ambition. Additionally, the government has set out ambitious objectives to put sustainability at the heart of our government services. Greening government: ICT and digital services strategy 2020 to 2025 - GOV.UK (www.gov.uk) and Greening Government Commitments 2021 to 2025 - GOV.UK (www.gov.uk)
https://www.gov.uk/government/publications/greening-government-ict-and-digital-services-strategy-2020-2025
The Cluster Departments have circa 250,000 employees between them and has a commonality of currently using the same outsourced BPS Partner, Shared Services Connected Limited (SSCL).
SSCL provide the current technology solution the Single Operating Platform (SOP) shared by DWP, DEFRA and the MoJ. SOP is based on an Oracle eBusiness Suite 12.2.6 instance recently migrated from on premise to being hosted since October 2020 on a PaaS (Platform as a Service) Oracle Cloud Infrastructure (OCI).
The Home Office have a direct contractual relationship with Oracle having already migrated on to an instance of their ERP SaaS (Software as a Service) platform as part of their METIS Programme.
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
48411000
48440000
48441000
48450000
48490000
72000000
72200000
72210000
72211000
72212450
72212451
72250000
72260000
72261000
72265000
72267000
72300000
72317000
72500000
72510000
72590000
72600000
72610000
72900000
79000000
79211110
79211120
79630000
79631000
II.2.3) Place of performance
NUTS code:
UK
II.2.4) Description of the procurement
The Authority intends to commence a "bundled procurement" for Synergy Technology (including ERP) & Systems Integration Services through a Competitive Procedure with Negotiation (under Regulation 29 of the Public Contracts Regulations 2015).
By "bundled procurement" the Authority means that the Technology (including ERP) and SI suppliers 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 demonstrate they are a compatible supplier partnership.
The Authority proposes conducting a single procurement process (with the application of a single evaluation methodology that will cover the different or “bundled” elements of the overall solution) to determine the fit for purpose 'bundle' of suppliers.
For the avoidance of doubt, the Authority does not propose a 'lotted' procurement or a prime contractor/subcontractor model.
The Authority will be conducting this procurement in accordance with the Public Contracts Regulations 2015 (as amended).
More specifically the Authority will be utilising the "Competitive Procedure with Negotiation" (CPN) procurement procedure.
The full suite of tender documentation, including 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_98908:
https://dwp.bravosolution.co.uk/web/login.shtml (https://dwp.bravosolution.co.uk/web/login.shtml)
II.2.5) Award criteria
Criteria below:
Quality criterion: Technical Envelope (Quality)
/ Weighting: 60%
Quality criterion: Social Value
/ Weighting: 10%
Quality criterion: Further details are contained in the procurement documents.
/ Weighting: N/A
Price
/ Weighting:
30%
II.2.6) Estimated value
Value excluding VAT:
933 651 000.00
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:
Up to 24 months increment to be defined by the Authority.
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 3
Objective criteria for choosing the limited number of candidates:
The full suite of tender documentation, including 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_98908:
https://dwp.bravosolution.co.uk/web/login.shtml https://dwp.bravosolution.co.uk/web/login.shtml
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
The contract is based on a co-signatory model with a System Integrator and Technology (ERP) supplier providing services under the same contract. The Authority may extend each of these service elements by up to two further years from their initial terms (five years and ten years respectively).
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
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 full suite of tender documentation, including 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_98908:
https://dwp.bravosolution.co.uk/web/login.shtml (https://dwp.bravosolution.co.uk/web/login.shtml)
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
Contract performance conditions may relate in particular to social and environmental considerations.
The full suite of tender documentation, including 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_98908:
https://dwp.bravosolution.co.uk/web/login.shtml (https://dwp.bravosolution.co.uk/web/login.shtml)
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 000-010031
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
26/06/2023
Local time: 17:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
01/08/2023
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until:
31/12/2024
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.3) Additional information
Suppliers Instructions:
How to Express Interest in this Tender:
1. Register on the eSourcing portal (this is only required once):
https://dwp.bravosolution.co.uk & 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 password (keep this secure)
2. Express an Interest in the tender - Login to the portal with the username/password - Click the 'PQQs / ITTs Open To All Suppliers' link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) - Click on the relevant exercise to access the content. - Click the 'Express Interest' button at the top of the page. - This will move the PQQ /ITT into your 'My PQQs/ My ITTs' page. (A secure area reserved for your projects only) -You can now access any attachments by clicking 'Buyer Attachments' in the 'PQQ/ ITT Details' box
3. Responding to the tender - Click 'My Response' under 'PQQ/ ITT Details', you can choose to 'Create Response' or to 'Decline to Respond' (please give a reason if declining) - You can now use the 'Messages' function to communicate with the buyer and seek any clarification - Note the deadline for completion. Follow the onscreen instructions to complete the PQQ/ ITT - There may be a mixture of online & offline actions to complete (detailed online help available). To submit your reply use the 'Submit Response' button (top of the page).
For further assistance please consult the online help, or the eTendering help desk.
DWP expressly reserves the rights(i)to use a reverse auction; (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 DWP be liable for any costs incurred by potential suppliers.
For the avoidance of doubt, the Authority’s “Minimum Requirements” (as defined within PCR 2015) are set out in Schedule 2 (Services Description) of the Contract.
VI.4) Procedures for review
VI.4.1) Review body
High Court
Strand London
WC2A 2L
UK
VI.5) Date of dispatch of this notice
26/05/2023