UK-Leeds: Business transaction and personal business software package.

UK-Leeds: Business transaction and personal business software package.
Section I: Contracting Authority
I.1) Name and addresses
University of Leeds
Purchasing Office, Woodhouse Lane, University of Leeds, Leeds, LS2 9JZ, United Kingdom
Tel. +44 133433798, Email:
Contact: Saima Bibi
Main Address:, Address of the buyer profile:
NUTS Code: UKE42
I.2) Joint procurement
The contract involves joint procurement: No.
In the case of joint procurement involving different countries, state applicable national procurement law: Not provided
The contract is awarded by a central purchasing body: No.
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from: the abovementioned address
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: Not provided
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity

Section II: Object
II.1) Scope of the procurement
II.1.1) Title: Systems Integrator for SAP S/4 HANA upgrade
Reference Number: PE2022-23/1532
II.1.2) Main CPV Code:
48400000 - Business transaction and personal business software package.

II.1.3) Type of contract: SUPPLIES
II.1.4) Short description: The University of Leeds’ existing SAP ECC6 environment has been in place since 1999. Since then, the environment has been added to, extending SAP and expanding the systems supporting HR, Finance and Purchasing with other third-party offerings. This has led to an environment in need of simplification and systemisation. The university now wishes to upgrade to SAP S/4 HANA (to ensure interoperability with current systems to be maintained) and move to a new operating model for business support services which is compatible with the institution’s existing infrastructure. The university is therefore seeking to procure a reseller/provider of the SaaS SAP S/4 HANA solution, and the services to implement, integrate and configure that solution. Contract value is expected to be approximately £11m for implementation, with annual recurring charges of approximately £1.5m to £2.5m
II.1.5) Estimated total value:
Value excluding VAT: 18,500,000
Currency: GBP
II.1.6) Information about lots:
This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV codes:
48440000 - Financial analysis and accounting software package.
48450000 - Time accounting or human resources software package.
48490000 - Procurement software package.
72212440 - Financial analysis and accounting software development services.
72212450 - Time accounting or human resources software development services.
72261000 - Software support services.
72262000 - Software development services.
72263000 - Software implementation services.
72265000 - Software configuration services.
72266000 - Software consultancy services.
72267000 - Software maintenance and repair services.
72268000 - Software supply services.
72416000 - Application service providers.

II.2.3) Place of performance:
UKE42 Leeds

II.2.4) Description of procurement: The University of Leeds, established in 1904, is one of the largest higher education institutions in the UK with more than 39,000 students and 9,200 staff. We are renowned globally for the quality of our teaching and research.

The University’s current technology solution for Finance (including payroll), Purchasing and People & Culture (SAP ECC) is planned to be out-of-support by 2025 with extensions likely only available as far as 2027 and then at much increased cost. A replacement Enterprise Resource Planning (ERP) solution needs to be implemented in advance to ensure the University has continuity of operations. The University would like to invest in its technology. SAP has been the University’s main corporate system since 1999. The University would like to ensure it has a system that can be easily managed, the functionality leveraged, and utilised. The system should provide operational, regulatory and compliance security, without causing undue risks. Data and technology architecture needs to support service improvement, cost efficiency, and responsive decision making and planning.

The University needs to switch from operating variable non-standard, often complex processes with an undue reliance on manual activity to business-led process re-design to implement standardised, streamlined processes that are technology-enabled. There are also opportunities to move away from low-value-add activity - significant improvements are available through changing the way we work, such as: service centres, self-service, automation, mobile technology, improved service design, workflow management, improved reporting, and data management tools.

The Corporate Processes and Systems (CPS) Programme has been with the vision to create “A University enabled by streamlined and consistent processes and robust and insightful data, with clear ownership and control, supported by modern and future-proofed technology that is understood and enjoyed by its users.”

Significant work was undertaken during 2022 to develop a Target Operating Model covering Finance, Purchasing and People & Culture services. Through this procurement the University is seeking to engage a systems integrator to supply and implement an upgrade to the current SAP system and through this support the delivery of the new Target Operating Model. The scope of the services sought includes:

Design of the solution to meet a detailed set of functional and compatibility requirements, including process design (working with University stakeholders), selection of appropriate software modules, sizing etc.

Configuration of the system to meet the University’s functional and compatibility requirements

Integration of the system with the University’s existing systems (note the University expects some of these systems to be replaced by the new solution)

Migration of data into the new system (with extraction of data from non-SAP legacy systems having been undertaken by the University, with support from the supplier)

Testing of the system

A period of extended support following the end of any usual ‘hypercare’ period.

Support for broader business change (e.g. changes to organisational structures, behavioural change, capability development) is included as an optional service.

The contract will be for an initial of 36 months. The University will have two options to extend the contract, each option for a period of 12 months, providing a maximum contract duration of 5 years.
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: 18,500,000
Currency: GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals: Optional 12 month extension + Optional 12 month extension
II.2.9) Information about the limits on the number of candidates to be invited:
Envisaged minimum number: 3
/ Maximum number: 4
Objective criteria for choosing the limited number of candidates: Not provided
II.2.10) Information about variants:
Variants will be accepted: No
II.2.11) Information about options:
Options: No
Description of options: Not provided
II.2.12) Information about electronic catalogues:
Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: No
II.2.13) Information about European Union funds:
The procurement is related to a project and/or programme financed by European Union funds: No
Identification of the project: Not provided
II.2.14) Additional information: Not provided

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:
Not Provided
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
List and brief description of selection criteria:
Not Provided
Minimum level(s) of standards possibly required (if applicable) :
Not Provided
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
List and brief description of selection criteria:
Not Provided
Minimum level(s) of standards possibly required (if applicable) :
Not Provided
III.1.5) Information about reserved contracts (if applicable)
The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons: No
The execution of the contract is restricted to the framework of sheltered employment programmes: No

III.2) Conditions related to the contract

III.2.2) Contract performance conditions
Not Provided
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: No

Section IV: Procedure
IV.1.1) Type of procedure:Competitive dialogue

IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement - NO
In the case of framework agreements justification for any duration exceeding 4 years: Not Provided
IV.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue: No.

IV.1.6) Information about electronic auction:
An electronic auction will be used: No
Additional information about electronic auction: Not provided
IV.1.8) Information about the 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: 2022/S 000 - 031466
IV.2.2) Time limit for receipt of tenders or requests to participate
Date: 13/02/2023 Time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates: 24/02/2023
IV.2.4) Languages in which tenders or requests to participate may be submitted: English,
IV.2.6) Minimum time frame during which the tenderer must maintain the tender:
Duration in month(s): 6

Section VI: Complementary Information
VI.1) Information about recurrence
This is a recurrent procurement: No
Estimated timing for further notices to be published: Not provided
VI.2) Information about electronic workflows
Electronic ordering will be used Yes
Electronic invoicing will be accepted Yes
Electronic payment will be used Yes
VI.3) Additional Information: To respond to this opportunity, you should download the Selection Questionnaire from the portal and complete and submit this by 15/02/2023
The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
For more information about this opportunity, please visit the Delta eSourcing portal at:

To respond to this opportunity, please click here:
VI.4) Procedures for review
VI.4.1) Review body:
High Court of England and Wales
Royal Courts of Justice, Strand, London, London, WC2A 2LL, United Kingdom
Tel. +44 133434104
VI.4.2) Body responsible for mediation procedures:
Not provided
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
Not Provided
VI.4.4) Service from which information about the lodging of appeals may be obtained:
Not provided
VI.5) Date Of Dispatch Of This Notice: 13/01/2023

Annex A